Data file format – 26 March 2020

Key discussion points

• The intent is to determine and agree on the data file requirements to support the electronic transaction of data between the ATO and Funds.
• Any bulk data exchange will be delivered through the BDE solution.
• It is envisaged the bulk data file format (.CSV file) will be an Excel spreadsheet and will include the current client data received in individual notifications using BDE as a minimum and will be issue to funds daily.
• The data fields confirmed are
  • Fund name
  • ABN
  • Member account number
  • Member given name
  • Member surname
  • Bank account name
  • Bank account number
  • BSB
  • Release amount.
   
• The ATO to confirm whether it can include
  • USI
  • Date of application
  • TFN
  • Date of birth (DOB)
  • BET ID (ATO/fund letter reference)
  • ‘end file’ or ‘total line’ (so the fund knows they’ve processed the whole file).
   
• A minimal viable product is anticipated.
• Adding a client TFN or DOB would assist matching if the application goes into an exception queue. It’s anticipated there will be a high success rate for matching regardless of this inclusion.
• The ATO to investigate the privacy provisions around using a member’s TFN and DOB as identifiers.
• Unmatched members will be directed to the ATO to update their details.
• The controls put in place for bank account information will be a string of six digits for the BSB, noting some account numbers may include letters or extended amount of numbers.
• It was agreed the date to be used as reference is the date the application was made.
• It was agreed for the current Compassionate Release process that the ATO will continue to issue single files and for the COVID-19 measure will issue bulk data files.
• The bulk process will only be used for six months of COVID-19 early release.
• The ATO to advise what is the maximum volume of files that can be issued in the bulk data run.
• The naming convention for each file should reference the USI to identify the fund.
• Suggested naming convention – <COVID19Claim<ABN>_<USI>_<YYYMMDDHHMMSS>.CSV. For only one file per day the (HHMMSS) is not required.
• There may be an option to conduct a test run using a blank data file once the solution is built.
• The application form will pick up the most recent reported account balance, which is the ‘as at date’, even if it is a non-30 June balance. It is not an 'additional' balance being displayed – there is only ever one balance displayed.
• Letters being issued to individuals will include a reference number, which is to be used for any inquiries members make to the ATO about the application. This correspondence ID doesn’t affect the payments being made.

Next steps:

• ATO to consider design elements generated from this discussion and finalise design and publish information.
• Key messages to be published.