39. Provider payment and reconciliation

The department makes HELP payments to providers in advance, based on provider estimates. HELP payments are adjusted following variations processes throughout the year and end-of-year reconciliations as described below. They may also be revised based on revisions submitted for prior years, including giving effect to remissions of HECS-HELP and FEE-HELP debts.

If a provider becomes aware that the amount of the advance payments for the year is significantly different to actual liabilities incurred, the provider must contact the department via:

FEE-HELP@education.gov.au in relation to FEE-HELP advances if the provider is a non-Table A or B provider/non-university;
HELP.Policy@education.gov.au in relation to FEE-HELP and HECS-HELP advances if the provider is a Table A or B provider
HELP.Policy@education.gov.au in relation to OS-HELP advances
SSAF@education.gov.au in relation to SA-HELP advances

Variations to HELP advance payments may be requested at any time throughout the year, but are generally processed in batches as determined by the department.

As loan data is reported to the department, interim data and payment reconciliations can occur at any time. Providers that have a significant change in student enrolments are encouraged to notify the department as soon as possible to ensure that advance payments are updated accordingly.

39.1 - HECS-HELP payment cycle

Date	Action
October	Providers request HECS-HELP advances for the following year and update current year estimates based on updated CGS estimates. Review of amount of HECS-HELP paid for the current year The remaining payments may be adjusted, and a lump sum amount may be paid or recovered depending on how HECS-HELP reported data varies from estimates.
October/ November	HECS-HELP advances for the following year are calculated. Forward estimates for three additional years beyond the current budgeted year are also calculated.
December	Payments are authorised for following year advances.
Early January	First HECS-HELP advance is paid. Future payments are made in instalments throughout the year.
April	Review of amount of HECS-HELP paid for the current year based on updated CGS estimates.
July to September	End-of-year reconciliation of HECS-HELP paid for the previous year upon finalisation of full year data for the previous year. An additional payment or a recovery is used to resolve variations.

39.2 - FEE-HELP payment cycle

Date	Action
Table A and B providers
October	Providers request FEE-HELP advances for the following year and update current year estimates. Review of amount of FEE-HELP paid for the current year based on updated estimates. The remaining payments may be adjusted, and a lump sum amount may be paid or recovered depending on how FEE-HELP reported data varies from estimates.
October/ November	FEE-HELP advances for the following year are calculated based on provider estimates.
December	FEE-HELP payments are authorised for following year advances.
Early January	First FEE-HELP advance is paid. Future payments are made in instalments throughout the year.
April	Review of amount of FEE-HELP paid for the current year.
July to September	End-of-year reconciliation of FEE-HELP paid for the previous year upon finalisation of full year data for the previous year. An additional payment or a recovery is used to resolve variations.

Private/non-university higher education providers

Date	Action
October to December	Calculation of FEE-HELP advances to be paid for the following year. This will be determined based on a provider’s approved advance for the current year and/or actual liability data reported in TCSI.
November/December	Providers are advised of approved advances for the following year.
December	Payments are authorised for following year advances.
Early January	First FEE-HELP advance paid. Future payments are made in instalments throughout the year. Variations may be requested throughout the year.
April, July and October	Variation processing periods. Variations should be submitted once a provider becomes aware that the liabilities likely to be incurred for the entire year will vary from agreed advances. This includes reductions to variations as well as increases. Providers are expected to monitor their regular data submissions in TSCI to track student liabilities against the advanced payment amount. The remaining payments may be adjusted, and a lump sum amount may be paid or recovered depending on how FEE-HELP payments varied from current year estimate. Variations will be processed in three distinct batches rather than continually as data is submitted in TCSI. Variation requests are due to the department on 31 March, 30 June and 30 September each year.
August - September	Reconciliation of FEE-HELP paid for the previous years. An additional payment or a recovery is used to resolve variations.

39.3 - OS-HELP payment cycle

Date	Action
October	Providers request an allocation of OS-HELP loans for the following year and update current year estimates. Review of amount of OS-HELP paid for the current year based on updated estimates. The remaining payments/ loan allocation may be adjusted, and a lump sum amount may be paid or recovered depending on how OS-HELP reported data varies from estimates. At any time during the year providers can request an additional allocation of OS-HELP loans.
October/November	OS-HELP advances and loan allocations for the following year are calculated based on provider estimates.
December	Payments are authorised for following year advances.
January	Payment of 50 per cent of the OS-HELP advance amount for the year.
June to August	Reconciliation of OS-HELP funds allocated in the previous year. Unused OS‑HELP funds are recovered.
July	Payment of remaining 50 per cent of the OS-HELP advance amount for the year.

39.4 - SA-HELP payment cycle

Date	Action
October to December	Calculation of SA-HELP advances to be paid for the following year. This will be determined based on a provider’s approved advance for the current year and/or actual liability data reported in TCSI.
November/December December	Providers are advised of approved advances for the following year. Payments are authorised for following year advances.
Early January	First SA-HELP advance is paid. Future payments are made in instalments throughout the year, similar to FEE-HELP.
April	Variation processing period. Variations should be submitted no later than 1 April. This is the first opportunity to vary the approved advance amount for this calendar period which was based on data reported in October the previous year. Variation requests may include both reductions as well as increases. Providers are expected to monitor their regular data submissions in TSCI to track student liabilities against the advanced payment amount.
August- September	End of year reconciliation of SA-HELP paid for the previous year. An additional payment or a recovery is used to resolve variations.
October	Variation processing period. Variations should be submitted no later than 1 October. This is the last opportunity to vary the advanced payment amount for the calendar year. This includes reductions to variations as well as increases. Providers are expected to monitor their regular data submissions in TCSI to track student liabilities against the advanced payment amount. The remaining payments may be adjusted, and a lump sum amount may be paid or recovered, depending on a variation from the current year estimate.