Western Australia (WA) RAPT/TAMS Funding

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A combination of aXcelerate features can be utilised to assist RTOs to manage and successfully report WA Funded Students.
 

Note: For queries on contract or reporting requirements, please contact RAPT/TAMS.

RAPT Resource Fees

Resources Fees are applied to an individual student enrolment and distributed evenly across enrolled Units. The fees can be applied either by a finance model or individually added prior to invoicing.

 

Tip: Use the Items List to create your resource fees. Please refer to our Items List help article for further information.

 

Note: You can have multiple resource fees per student. For example, you may break down your resource fees into Materials and Resources. Each fee can be applied to a different Finance Code if needed.

RAPT/TAMS Finance Models

Finance Models assist you in managing different fee structures for qualifications offered under WA Funding. For example, you may have different fee structures for: concession & non-concession students, rural & metropolitan students, or student/employer & student only contributions. Please refer to our Finance Models Help Article for further information.

Finance

 

Finance Models

  1. Create a Finance Model
  2. Ensure the State is WA
  3. Select 'Per Hour' as the Tuition Fee Type.
  4. Select the applicable Additional Items (Resource Fees)
  5. Click the green Add button
  6. Update the Type of Resource Fee, for example, is the fee for the total enrolment and split evenly amongst Units, or charged per Unit/Hour
  7. Repeat for Employer & Other Contributions if required
  8. Click Submit
 

Tip: Finance models are used to automatically calculate the cost for each unit required to be in the RAPT/TAMS report.

 

Note: Minimum and Maximum costs are used for hourly rates. For example, if a student participates in only 1 hour, their fees will be the minimum fees.

Finance models are used for the student contribution (including employer and other), not for government funding. Other Contributions can include Job Service Providers or the student’s parents.

 

Warning: If you are reporting the combined value of the Student, Employer and Other contributions, ensure you tick Values Combined.

WA Funded Contracts

A contract is required to be applied to each WA Funded enrolment for reporting purposes. Please refer to our Contracts Help Article for further information.

Courses

 

Contracts

 

Note: If using contract reconciliation, please ensure you have schedules set with hourly rates. Please refer to our Contract Schedules Help Article for further information.

WA Funded Unit Considerations

Each Unit reported requires a Delivery Mode (both RAPT/TAMS and AVETMISS). It is easier to apply this to the Unit rather than to each Student’s Unit Enrolment.

Courses

 

Units

  1. Add or update a Unit
  2. Select one or more Delivery Mode - RAPT
  3. Click Submit
 

Tip: Please refer to our Unit Management help article for further information.

 

Warning: Ensure your WA Funded units have both a RAPT/TAMS and AVETMISS Delivery Mode, this will ensure aXcelerate will locate the correct Delivery Mode for the report you are submitting (eg. RAPT/TAMS or NCVER).

Unit Nominal Hours Overrides

If the Unit is delivered in other states with different nominal hours, ensure to add nominal hour overrides.

Courses

 

Units

  1. Add or update a Unit
  2. Click Add Overrides
  3. Select the State
  4. Enter the Hours
  5. Click Add
  6. Click Done
  7. Click Submit
 

Tip: If the Unit has the same nominal hours, regardless of where it is delivered, then simply add the hours in the Nominal Hours box with no overrides.

 

Note: The overridden nominal hours are applied depending on the Reporting State of the Class.

 

Warning: When using overrides, the nominal hours entered in the box will be utilised for classes when the reporting state is NCVER.

WA Funded Class Setup Considerations

Ensure the class state is set to WA RAPT/TAMS. You can select a Finance Model if it applies to all students who will be enrolled in the class, this simply makes the enrolment fee process more efficient.

Courses

 

Classes

 

Tip: Please refer to our Class Creation & Search help article for further information.

 

Warning: If you select a delivery mode, it will override all the Unit Delivery Modes, this may affect your lodgments.

WA Funded Student Enrolments

When enrolling a student into WA funded classes, there are specific steps you will need to follow. This section will take you through the mandatory steps for WA Funded students, prior to invoicing. Please refer to our Class Enrolments help article for further information.

Courses

 

Classes

 

Class Matrix

 

Enrol

  1. Ensure Units Initial Competency Status is set to Not Yet Started (NoSt - 105)
  2. Select the applicable Contract & Schedule
  3. Select the Training Type Identifier
  4. Select the Fee Type
  5. Click Enrol Contact
 

Tip: The Fee Type applies to all enrolled units: this can be updated at a later stage per Unit. For example, the student may no longer be L - Under 18 and the remaining units will need to be updated to Z - No Concession (or another appropriate Fee Type).

 

Note: It is recommended to ensure your initial competency status is set to ‘Use Default”. This will then apply the initial competency status based on the Class Reporting State, in this case, NoSt.

Unit enrolments with a "Not yet started" outcome (105) will be reported with a course fee of $0 to prevent validation errors. These must be updated with correct values once the subject has commenced.

 

Warning: Ensure you enter mandatory AVETMISS information, including funding sources.

Applying a Finance Model and Resource Fees to an Enrolment

Applying the Finance Model and Resource Fees are completed at the time of invoicing for an enrolment. See Invoicing for further information. If you would like to apply the Finance Model and Resource Fees without raising an invoice, follow the below steps.

  1. Select the Finance Model
  2. Ensure Fees Default to Model Value is selected (this will happen by default)
  3. Select the Tuition Finance Code
  4. Ensure the Finance Model has been applied correctly and all resources fees are selected
  5. Select Set up the student invoice now
  6. Click Submit

WA Funded Invoice Template

RAPT requires specific content to appear on the invoice template sent to students. Please work with your aXcelerate Onboarding Consultant in setting up your template. Below are some examples of fields to add to your template.

 

Tip: For the Census Date you will need to include the [Unit Withdrawal Date RAPT/TAMS] text field. For Resource Fees, you will need to include the [Unit Resource Fee RAPT/TAMS] text field.

WA Funded Invoicing

This section continues on from Applying Finance Model and Resource Fees to an Enrolment and allows you to raise the invoice for the Student or Employer. For WA Funded Students, it is a requirement that each line item includes the Unit details invoiced.

  1. View a student's Class Enrolment
  2. Click the Update icon next to Finance Details
  3. Follow the steps for Applying a Finance Model and Resource Fees to an Enrolment 
  4. Select Set up the learner/employer invoice now
  5. Click Submit
  6. Ensure all details are correct, please refer to our Class Enrolments help article for further information on issuing a manual invoice
  7. Select the Units which require an invoice created
  8. In the Resource Fee section, select the Applies To hyperlink
  9. Select the Units that require the Resource Fee to be invoiced
  10. Click the Re-Calculate Resource Fees green button at the bottom of the Units list
  11. Ensure Apply resource fee to units of competency is selected
  12. Click Create Invoice
 

Tip: If your resource fee is per Unit of Competency, ensure to update the quantity.

 

Note: If you decide to complete invoicing at a different time to the enrolment, you can recommence the process from step 6.

 

Warning: Raising the Employer Invoice will automatically update the Employer Invoiced Flag in the Student Unit Summary.

Allocating Course & Resource Fees to Units

Each Unit must have Course and Resource Fees allocated for reporting purposes. When invoicing, the resource fees are applied to the Unit, however, the Course Fees have not yet been allocated.

  1. View a student's Class Enrolment
  2. Select the Set All button at the bottom of the Units List
  3. Select the required Units
  4. Select Calculate under the Cost column
  5. Click Submit
 

Tip: If a Unit does not have a Resource Fee, ensure it is set to $0.00.

 

Note: If you are not utilising Finance Models with assigned Resource Fees, you can follow the steps to manually enter in the fees as opposed to clicking Calculate.

 

Warning: Manually updating Course & Resource Fees using this method will not update previously generated invoices and should not be updated after the Unit has been reported.

Update a non-WA Funded Unit

If a Unit is not funded the Unit needs to be updated to flag that the Student or Employer is paying for the full tuition.

  1. View a student's Class Enrolment
  2. Click on a Unit Enrolment
  3. Select Additional Fields
  4. Select Not Funded next to Scheduled Hours
  5. Click Submit

RAPT/TAMS Reporting

Similar to most state funding, submissions are required monthly. The WA RAPT/TAMS report is generated from the Report Builder, not the AVETMISS option.

Reports

 

Report Builder

 

RAPT (WA)

  1. Select the Reporting Period
  2. Select the Version (only if reporting a previous version)
  3. Choose if you are reporting Funded Outcomes Only
  4. If reporting contracts separately, use the filter option to select the CPS(s)
  5. Click Run RAPT Report
  6. Locate the downloaded files and submit to RAPT (this is completed out of aXcelerate)
 

Tip: If any errors or warnings appear, you will need to fix them and then re-run the report. Please refer to our General AVETMISS Reporting help article for further information.

 

Note: The current version of the report will be selected by default.

Generate a WA Funded invoice template

For WA Funding, the invoice template needs to be generated from the invoice section on the enrolment page. Generating from the invoice will not populate any of the required enrolment information.

  1. View a student's Class Enrolment
  2. Click the Update icon next to Finance Details
  3. Click the Template Icon next to the required invoice
  4. Select the Invoice Template
  5. Click Submit
  6. Follow the general steps to send a template
 

Tip: Please refer to our Template Communication help article for further information on sending templates.

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