Payment statements for Residential Care subsidy

You can view and print your monthly payment statements with details of the Australian Government subsidy for your clients who receive residential care.

You can view and print your monthly payment statement on the Aged Care Online Claiming system. Or, after a paper claim remittance and calculation, we can give you a payment statement with your claim form.

Payment statements include:

  • detailed information about your respite and permanent care clients
  • a payment summary of total subsidies, adjustments and supplements.

How to view online payment statements

  1. Log on to Aged Care Online Claiming using your User ID and Password. Read the terms and conditions and select I agree to access the main menu.
  2. From the main menu, select Claim Search.
  3. Select how you want to search, you can:
  • Enter the Service ID in the field displayed.
  • Select the Latest link under View Payment to show current payment statement for the service.
  • Select Historical link under View Payment to see historical payment statements. You’ll need to select the month you want to view.
  • Select the Latest or Historical link under Download Payment to select a month and export a payment statement.

Statement features

Provider information

The first page of the payment statement lists the provider information. It includes the:

  • service number/ID
  • service name
  • approved provider number/ID
  • approved provider name
  • claim month and year.

If you need to change your provider details, follow the instructions about becoming an approved provider on the Department of Health’s website.

Care client details

The body of the payment statement lists payment details for each of your care clients. It includes the client’s:

  • name and ID
  • entry and departure dates
  • details of the level of care you provide and the payment type received
  • leave days - how many your client still has, noting leave days reset on 1 July each year
  • details of any unpaid and reduced payment for leave your client has taken
  • total paid care days for the month and the client’s remaining leave days.

Contact us if you think there’s a subsidy missing or if you think the level of care is incorrect.

Leave days

Leave days are how many days your client leaves your service for respite, hospital, social or transition care.

The leave codes used are:

  • RESP: respite care
  • HOSP: hospital care
  • TC: transition care
  • SOC: social care.

We pay a subsidy for leave taken. The subsidy amount for social leave and respite care is capped.

Each financial year, your client can take both:

  • 28 cumulative days of social leave
  • 28 cumulative days of leave for residential respite care.

To work out the total amount of subsidy, we apply your client's eligible daily rate against the number of paid care days.

If your client took reduced payment leave, we apply the reduced rate for the leave days. The reduced rate is 25% of the basic subsidy rate.

Supported resident ratios

The ratio of supported residents is in 2 columns:

  • the Service column for all permanent care clients, excluding people who entered care before 1 October 1997
  • the New column for permanent care clients who entered care on or after 20 March 2008.

In the Service column, the first number in brackets is how many clients are:

  • assisted
  • concessional
  • supported
  • low means.

The second number is the total of all permanent care clients. This total doesn't include people who entered care before 1 October 1997.

The number in the New column is the number of care clients who are supported and have low means divided by the number of admissions after 20 March 2008.

In both columns, the first number in brackets should never be greater than the second number.

Payment summary

Subsidies and supplements

Your payment summary includes a list of all supplements paid. The total subsidy and supplements amount is a summary of the basic subsidy calculated.

The subtotal applies any adjustments, refunds and reductions to the total subsidy and supplements amount. We’ve subtracted any advances or outstanding balances from previous months from the subtotal. This gives you the overall due or held over amount.

A held over amount occurs if the net effect of the calculations results in a negative amount. This amount becomes an outstanding balance, which we’ll recover from you in the next claim cycle.

Adjustments

An adjustment is a payment or recovery amount applied to a service. We make adjustments if there’s a reported event or change of circumstance that happened in a previous claim period. Adjustments can include:

  • leave events
  • a change in the level of care before 27 February 2017
  • changes in means test information
  • changes to eligibility for supplements, for example Dementia and Cognition Supplement, Veterans’ Supplement, Enteral Feeding Supplement or Viability Supplement.

An adjustment can be a one-off payment or recovery, or applied over a number of claim months.

The Adjustment Claim Period shows the month and year we made the adjustment. It’s applied to the amount due for your care client to give a total credit amount. This can be positive or negative.

The payment statement can show an Original Entitlement for the same period as the Adjustment Entitlement. The Original Entitlement reverses the original amount paid, and the Adjustment Entitlement applies the correct amount. The difference is the adjusted amount. It appears in the payment summary as adjustments for previous claim periods.

Advance

Advances are only made for subsidy and supplements.

We base advances on the claim 2 months before the current month. It’s multiplied by days in the current month divided by days in the month.

For example, an August advance is the June claim multiplied by 31/30.

The Subsidy/Supplement Subtotal minus the advance equals the total amount we'll pay you as the provider. We’ll make the payment to your nominated account within 2 to 5 business days of approving the claim.

Page last updated: 19 October 2018