PAGE 1 OF 14 User Guide - Paid Parental Leave Registration Services Australia

PAID PARENTAL LEAVE REGISTRATION

USER GUIDE

Version date: July 2021

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Contents

Introduction ..................................................................................................................................... 3

What is PRODA? ........................................................................................................................... 3

What is Business Hub? .................................................................................................................. 3

How do I register? .......................................................................................................................... 3

Applying for Paid Parental Leave Services ................................................................................... 4

Apply for a service ......................................................................................................................... 5

Add Organisation ........................................................................................................................... 5

Australian Business Registry (ABR) details .................................................................................... 6

Adding Director details ................................................................................................................... 6

Organisation details ....................................................................................................................... 7

Opt in to provide Parental Leave Pay ............................................................................................. 7

Payment destination ...................................................................................................................... 8

Personnel ....................................................................................................................................... 10

Access Manager .......................................................................................................................... 10

Authorised Officer ........................................................................................................................ 11

Contact Officer ............................................................................................................................. 11

Paid Parental Leave access roles ................................................................................................ 11

Adding access to new personnel ................................................................................................. 12

Declaration .................................................................................................................................. 13

Once the organisation is registered ............................................................................................. 13

Help ................................................................................................................................................ 14

Virtual Assistant ........................................................................................................................... 14

User Guides ................................................................................................................................. 14

Contacting the helpdesk .............................................................................................................. 14

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Introduction

This User Guide provides a step by step process to apply for Paid Parental Leave Services in Business Hub. You

must be an individual who is listed as an associate for that organisation on the Australian Business Registry

(ABR) to complete the registration process. Government entities and trust organisations that do not have

associates listed on the ABR can ‘Request Staff Assistance’ during the registration process.

What is PRODA?

Provider Digital Access (PRODA) is an online authentication system based on a username, password and

verification code.

Personnel needing to access services offered through Business Hub must first register for PRODA by creating a

PRODA account. Personnel registered in PRODA will receive a Registration Authority (RA) number to connect

to Business Hub.

What is Business Hub?

Business Hub is an online, secure service for registered personnel to log in and connect to a range of business

services offered by Services Australia.

How do I register?

To access Business Hub, personnel must first register and verify their details through PRODA.

To access PRODA, go to servicesaustralia.gov.au/PRODA

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Applying for Paid Parental Leave Services

Your organisation can use Paid Parental Leave Services in Business Hub to conduct business with Services

Australia. Your organisation will be able to accept their role in providing Parental Leave Pay on behalf of

Services Australia, for employees who have applied for Parental Leave Pay.

After your organisation has successfully registered for Provider Digital Access (PRODA), you can apply for Paid

Parental Leave Services by selecting the Business Hub tile, where you must agree to act on behalf of the

organisation.

Select the Business Hub tile.

Select Apply for service

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Apply for a service

From the Apply for a service page, select Apply next to Paid Parental Leave Services.

The Learn More link provides a description of Paid Parental Leave Services.

Add Organisation

The Eligible organisations page will display the message ‘No organisations found to display’, in instances where

you have applied for Paid Parental Leave Services prior to your employee lodging their Parental Leave Pay

claim. If this page displays, select Add organisation, which will take you to the next step. If this page does not

display, proceed to the next step.

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Australian Business Registry (ABR) details

The Australian Business Registry (ABR) details page will display and allows you to review pre-populated ABR

details previously provided as part of your Provider Digital Access (PRODA) organisation registration. Business

Hub verifies these details with the ABR.

Note: You cannot make updates to this screen.

Select Next.

Adding Director details

A Director is a person(s) associated to the organisations’ Australian Business Number, Trust or Company on the

ABR.

You will be required to add Director Details and can edit details that you provide.

Select Next.

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Organisation details

You will be required to provide the:

• organisation’s physical and postal address (details will be validated against Australia Post Standards)

• business website address (if the organisation has one)

These details do not need to match the ABR. They will be provided to the Paid Parental Leave Employer Processing Team and used to contact your organisation for Parental Leave Pay purposes.

Select Next.

Opt in to provide Parental Leave Pay

You will be required to:

nominate a group of employees to opt in and provide Parental Leave Pay to, and

provide the total number of employees for the organisation.

Select Next.

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Payment destination

You will be required to add at least one payment destination for the organisation. Services Australia will pay

Parental Leave Pay for eligible employees into this account. You can select ‘Add payment destination’ to add a

new payment destination for the organisation.

Select Next.

If you are adding a new payment destination, you are required to create a payment destination name e.g. the

name of your organisation, or Paid Parental Leave Account.

Note: Additional notes are mandatory. You can write something simple eg. Paid Parental Leave

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You will need to provide us with details about your organisation's pay cycle, so we know how to pay you

correctly. This includes the pay frequency and pay cycle details for all relevant employees.

Select Next.

You will be required to add bank details for your organisation. This is where Services Australia will deposit the

funds for Paid Parental Leave. You cannot put special characters (&, %, ^) into the bank account name.

Review the Payment Destination information and select Next.

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Personnel

Who are Personnel?

Personnel are the employees (users) from your organisation with access to Paid Parental Leave Services in

Business Hub. The management of this access is the responsibility of the Access Manager(s).

Business Hub allows your organisation to self-manage your personnel and their access. Your organisation must

assign specific access roles to individual users, which will enable them to act on behalf of your organisation.

Select Edit to the right of your name. You will need to provide a contact phone number and can update the email address to a work email if preferred.

Access Manager

As an associate (according to the ABR) of the organisation applying for Paid Parental Leave Services, you will

automatically be given the role of Access Manager. An Access Manager is an authorised person responsible

for managing access for personnel within the organisation. You may choose to nominate additional Access

Managers at this stage of the registration. You can also do this at a later time using the Manage Personnel

User Guide.

There is no maximum number of Access Managers an organisation can have, but the organisation must have

at least one. If the organisation has only one Access Manager, that person cannot have the role removed until

the role has been given to at least one other person. If this person has left the organisation, you will need to

contact the Paid Parental Leave Employer Processing Team on 131 158.

An Access Manager can: • Add access for employees for available Business Hub services once they’ve completed the Provider Digital

Access (PRODA) registration

• Manage their own access to approved services, within Business Hub

• Appoint the Access Manager role to other authorised representatives of the organisation

• Edit access for existing employees for available Business Hub services

• Remove access for users that should no longer have access to services in Business Hub

To add a new contact including a new Access Manager, you will need their: • RA (Registration Authority) Number

• Last name

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Authorised Officer

As an associate (according to the ABR) of the organisation applying for Paid Parental Leave Services, you will

automatically be given the role of Authorised Officer.

An Authorised Officer can:

• Add access for employees for available Business Hub services once they’ve completed the Provider Digital

Access (PRODA) registration

• Manage their own access to approved services, within Business Hub

• Appoint the Access Manager role to other authorised representatives of the organisation

• Edit access for existing employees for available Business Hub services

• Remove access for users that should no longer have access to services in Business Hub.

Contact Officer

As an associate (according to the ABR) of the organisation applying for Paid Parental Leave Services, you will

automatically be given the role of Contact Officer, which identifies you as a key contact for the organisation.

Paid Parental Leave access roles

The below access roles can be assigned to personnel acting on behalf of your organisation. There must always

be at least one person assigned to each role.

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Adding access to new personnel

To add new users, a verified PRODA RA number and matching surname will be required. Select

+ Add Person. You can also add additional users at a later time.

Enter the following details for the new user:

• Surname

• RA Number

Select Next

Enter the new user’s Work phone number and Work email details.

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Add access by checking the tick boxes for the access required, then select Submit.

Declaration

You must accept the declaration before reviewing your responses and submitting the application.

Once the organisation is registered

Once you have registered the organisation, you will need to logout and log back in to PRODA to accept the

employer determination for your employee/s. Refer to the Providing Parental Leave Pay for new claimants

section from the ‘Paid Parental Leave Services - User Guide’ for details on how to accept our Employer

Determination.

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Help

Virtual Assistant

A virtual assistant is available at the bottom right hand corner of Business Hub. If you expand the virtual

assistant and ask a question, you will receive an immediate response. The Paid Parental Leave Employer

Toolkit and User Guides are also available from the virtual assistant.

User Guides

We’ve created a suite of User Guides to help you with using Business Hub and the services we offer. Go to

our website and search for ‘Business Hub’. Select how to use to download the User Guides.

Contacting the helpdesk

If you experience technical difficulties registering for Paid Parental Leave Services in Business Hub, contact the Paid Parental Leave Employer Processing Team for assistance: Phone 131 158 For information or assistance with registering for PRODA, contact the Provider Digital Access (PRODA) helpdesk: Email proda@servicesaustralia.gov.au

Phone 1800 700 199 (option 1)