What is a Direct Debit?

A direct debit is a type of electronic transaction that allows an organisation or entity to debit (withdraw) funds from a person’s bank account, normally an ongoing amount. The account holder must authorise the direct debit in writing and the account holder can revoke this authority in writing at any time.

Who is APCA?

APCA stands for the Australian Payments Clearing Association and they are the self-regulatory body for the Australian Payments industry. It is their responsibility to develop regulations, procedures, policies and standards governing payments processing within Australia. They oversee five clearing systems including the direct debit network. Part of the oversight of the direct debit network focuses on who can process direct debit payments. For an entity to be able to process direct debit transactions, they must be ‘sponsored’ by their financial institution in an application to APCA who will then grant the entity permission to use the direct debit network. In our case, the Commonwealth Bank of Australia sponsor the ADF, which is how we can offer this service to our clients.

What is an APCA User ID?

The APCA User ID, sometimes referred to as an APCA number, remitter number or remitter code, is a unique 6 digit number that APCA provide to an entity once they have received permission to use the direct debit network. This code is then used by financial institutions in the transmitting of the direct debit transactions.

The ADF’s APCA number is 062782 and we are able to use our APCA User ID to facilitate direct debit payments for our clients.

How can a Direct Debit be Cancelled?
A direct debit can be cancelled a number of ways:

• The account holder can contact their financial institution and request that the direct debit authority be revoked. The financial institution must then cancel the authority on their system to ensure that no additional debits are deducted; they normally do this using the APCA Number. The financial institution will then normally send us through notification of the authority being revoked in line with APCA Account Switching guidelines and we will cancel the debit on the system.
• The account holder can contact the entity that is debiting them in writing and request that the direct debit authority be revoked. The entity must then cancel the authority to ensure that no additional debits are deducted.
• The entity can cancel the direct debit themselves if the goods/services are no longer being supplied or if the direct is continually being returned as unpaid.

What is the Direct Debit Request (DDR) form?

The Direct Debit Request form has been designed to include all the information that we require to facilitate the direct debit transaction including name, account details to be debited, frequency of debit, amount of the debit, end date of the debit, the parent/parishioners signature plus details of the ADF account/client that is to receive the direct debit payment.

The DDR form has also been designed so that it can be used for any new requests, any alteration requests and any cancellation requests so there is no need to keep a number of different forms, all requests can be actioned from the one.

Why do we have to have a signed Direct Debit Request (DDR) form?

APCA have developed a set of rules and guidelines for the use of a direct debit facility. These rules have been designed to protect the consumer (the person being debited) and the provider (the entity debiting the consumer). The most significant part of these guidelines is to ensure that the provider has received adequate and verifiable authority from the consumer to set up the direct debit. The easiest way for us to receive adequate and verifiable authority is to have the DDR form completed.

What actions do we need a signed DDR form for?

• Setting up a new direct debit
• Changing an amount of the direct debit
• Changing account details for the direct debit*
• Changing details of the payment (frequency, end date etc)

Please note that if changes are being made to the original debit, crossing out or amending details on the original form is not acceptable, a new form is required.

If the parent/parishioner has sent you an email to change the details of the payment (account number, frequency, end date), this can be used as authority to make the change in most cases. Please forward this email to the ADF and we will advise if any additional information is required.

*The parent/parishioner can also change their bank account details for the debit from their current financial institution to their new institution by using the Account Switching process at the new institution. The new institution will then follow the APCA Account Switching guidelines and provide the new account details to the ADF and we will amend the debit details.

What actions don’t require a signed DDR form?

• If you as the entity receiving the direct debit payment wish to cancel the direct debit for any reason you can do so via an email request.
• If you as the entity agree with the parent/parishioner to suspend or miss a payment you can request this via an email.

What is the worst that could happen if we didn’t receive a signed request?

If we actioned a request for a direct debit or made alterations to an existing direct debit without a signed request and the parent/parishioner then disputes the transaction or the ADF’s authority to direct debit their account, the ADF may be held liable and incur penalties with the most severe of these being the revocation of our APCA User ID, meaning we can no longer process direct debit transactions.

Is a digital signature acceptable?

No, we do not accept forms that have been signed by a digital signature.

What fields need to be completed on the form?

All fields on the form with the exception of the Number of Instalments and the Final Payment Date are mandatory. The Number of Instalments and the Final Payment Date are optional fields.

Should the DDR form be hand-written or typed?

We prefer that all forms be typed. We have created all our Direct Debit Request forms as writable PDFs to make it easier for your parents/parishioners to complete. This also assists to make our uploading process easier and more accurate, as only the signature is handwritten.

Can I/we put a reference on the direct debit?

Yes you can put a reference on the direct debit and we recommend that you do so to make reconciling your accounts easier. Schools normally use the parent or family code, parishes normally use an ID number that they generate, OSHC normally just use the parent’s surname.

Can I/we make changes to the DDR form?

The DDR form has been specially designed so that all information is captured automatically through the scanning process. As any changes in design, layout or content would impact this functionality, no modifications can be made to the DDR form.

What’s the A# number field?

The A# number is the reference number that the direct debit is allocated by our system when it is set up. For new requests, the ADF will complete this field when we set up the payment; however this number should be included on all alteration and cancellation requests. Information on how to find the A# number is provided further on.

What is the Ready Reckoner? (Schools Only)

The Ready Reckoner has been designed to be a simple, easy to read and easy to use tool that identifies the start and end dates for recurring payments. There is a generic Ready Reckoner table that has been created for fortnightly payments however it has also been built into the DDR form for schools. It allows for the automatic calculation of instalments based on the overall amount to pay and the number of instalments. It will also accurately work out the end date (if there is one) based on the commencement date and the number of instalments entered.

Can I email the DDR forms?

Yes, we prefer that all forms are emailed to di**********@**************et.au

Can I fax the DDR forms?

We prefer that all forms are emailed to di**********@**************et.au however yes, you can fax the form to us on 07 3229 8062.

Is there a special method or order that I need to email the DDR forms in?

Yes. We request that you bundle all new DDRs together and send in one email, then bundle any alterations together and send in a separate email, then bundle any cancellations together and send in a separate email. This helps us to manage the administration of the direct debits more efficiently.

If I email the form, what do I do with the original?

If you have already emailed (or faxed) us the form to be processed, you do not need to send the original to us. All you need to do is securely retain the original form for your records.

Is there a cut off time for sending through requests?

You can submit requests to us at any time however we do have some guidelines for when submitted requests will be processed.

New direct debits. We recommend that you allow at least 24 hours before the commencement date processing time for any new direct debit requests. If you have your requests to us by 11am, they will normally be processed that day depending on processing volumes.

Alterations/Cancellations. If you have a request to alter or cancel a direct debit, we must receive it at least 24 hours before the next payment due date to ensure that we can make the changes or cancel the payment before it is sent.

I need to submit an urgent request, what do I do?

If you have an urgent request that needs to be processed that day, please send it through as a high priority email with ‘URGENT’ in the title and we will process it as soon as possible.

Where can I find the A# Number?

You can find the A# number in two ways.

The first and quickest one is to log into ADF Online. At the Welcome Page, click on the Accounts tab and then select Periodical Payments List. All the current direct debits that you have will appear in this listing. You can find the A# number of the one that you want by using CTRL+F and searching for the surname or the school or parish reference. The number appearing beside this is the A# number.

The second method is to review all the transactions on the statement to find the one you are looking for. On the statement you will see the BSB and Account Number of the person being debited and the A# number will be beside this.

What details will appear on my/our account or statements that will help me reconcile payments?

Each direct debit will appear on your account as a separate two line transaction and will include the BSB and account number being debited on the first line and your reference and the A# number on the second line. Any direct debits that are rejected will be reversed out of the account using the same format.

When do I/we get the payment for the direct debit?

You will receive the credit for the direct debit into your account on the morning of the day that the direct debit is due.

What details appear on the parent/parishioners account?

All direct debits that are processed for schools, parishes and OSHC are processed under the ADF APCA User ID which means that Archdiocesan (short for Archdiocese Development Fund) will appear on the parent/parishioners account when the debit is processed. Depending on the amount of information their financial institution provides them, they may also see the school, parish or OSCH name, and the direct debit A# number in the reference field.

When does the debit come out of the parent/parishioners account?

Direct debits are set up on our system to credit your account the day they are due, however depending on the financial institution that the parent/parishioner banks with, the debit may not deduct from their account for another 24 – 48 hours after the due date.

I/we need to change the reference on the direct debit, can we do this?

Yes, we can change the reference on the direct debit. Simply advise us what you would like the new reference to be. Please remember to provide the A# so that we can locate the direct debit easily to make the change.

You may also be able to update this information via ADF Online, please contact the ADF to discuss the availability of this option.

I/we need to change the amount of the direct debit, can we do this?

Yes, you can change the amount of the direct debit at any time if the parent completes and signs a DDR request form outlining the updated amount.

Schools Only – Please contact the ADF if you would like to receive information on how you may be able to change the amount of the direct debit without the parent signing a new form, and the notice periods and requirements to do so.

I/we need to change the next due date on the direct debit, can we do this?

Yes, we can change the next due date on the direct debit for you. Please send us details of the debit that is to be altered (A# number is preferable) and the updated next due date, please allow 24 hours processing.

You may also be able to update this information via ADF Online, please contact the ADF to discuss the availability of this option.

I/we need to cancel a direct debit, can we do this?

Yes. If the parent has requested the cancellation, please send us the cancellation form. If you are requesting the cancellation, please send us details of the debit that is to be cancelled, including the A# number.

You may also be able to update this information via ADF Online, please contact the ADF to discuss the availability of this option.

Can I/we re-activate a direct debit that was cancelled?

No. Once a direct debit is cancelled, it is deleted from the system. We require a new DDR form to be completed and submitted to the ADF and we will set up the direct debit as new.

Will the ADF ever cancel a direct debit without a request from me/us?

Yes, there may be times when the ADF will cancel a direct debit that you did not request the cancellation for. These are when the debit has rejected due to insufficient funds four times in a calendar year or when we receive a request in line with APCA procedures from the parent/parishioners financial institution instructing us to cancel the debit.

When will schools receive the yearly Direct Debit Pack?

The ADF aim to have the Direct Debit Pack for schools ready by the end of August each year. We will email the school pack including the DDR form, fortnightly Ready Reckoner and Information Booklet.

What is a direct debit rejection?

A direct debit rejection is when the direct debit has been returned by the parent’s/parishioner’s financial institution as unpaid. This can be for a number of different reasons which are outlined below.

You will see the debit that has rejected reversed (deducted/debited) from your account a day or two after the due date of the debit. You will also see the reason for the rejection in the reference of the reversal. The account will also be debited a CBA rejection handling fee of $1.10 for each rejection.

You should also receive an email notification of the direct debit that has rejected and the reason it was rejected. Please contact the ADF if you are not receiving these notifications.

Refer to Customer

This rejection is due to insufficient funds being in the parent/parishioners account. If the direct debit has rejected four (4) times in a calendar year for this reason, the ADF will automatically cancel the direct debit off our system. The parent/parishioner can request a new direct debit, however they will need to complete a new DDR form.

No Account

This rejection code means that there is no account held at the financial institution that matches the account number in the direct debit. If the account number was loaded incorrectly by the ADF, we will amend the direct debit and re-submit. If the account number was loaded correctly, the direct debit is cancelled off the system and a new DDR form will be required to set up the debit again.

Payment Stopped/Authority Cancelled

This rejection code means that the parent/parishioner has contacted their financial institution and requested that they stop or remove the authority for the ADF to debit their account. For any rejections with this code, the ADF will automatically cancel the direct debit off our system.

Technically Invalid

This rejection code means that the account that the parent/parishioner has supplied on the direct debit request is not enabled to allow direct debits. The ADF will automatically cancel this direct debit off our system.

Is there a fee for direct debits that reject?

Yes, there is a $1.10 CBA rejection handling fee charged to the bank account when the rejection is processed.

Is the parent/parishioner charged a fee for the direct debit rejection?

Whilst the ADF does not charge the parent/parishioner a fee for the rejected direct debit, their financial institution may.

A debit has rejected Payment Stopped/Authority Cancelled but the parent/parishioner says that they haven’t stopped the payment?

When a financial institution is asked to stop a payment, the way they load this is by stopping all authorities on the APCA User ID, they are unable to stop certain payments using the APCA User ID. As all direct debits that the ADF process (whether for schools, parishes or OSHC) are processed using the generic APCA User ID of 062782, this can sometimes result in this issue.

Eg If a parent has direct debits set up for their school and OSHC but then advises their financial institution to stop the payments for the OSHC, the financial institution would stop this using our APCA User ID. However because the school direct debit and the OSHC direct debit are both processed under our APCA User ID, all direct debits would actually be stopped, not just the one that the parent wanted stopped. If this occurs, we will need to confirm with the parent/parishioner which debit was to be stopped and cancel it on our system. The parent/parishioner will then need to advise their financial institution to remove the stop on the debit authority and complete a new DDR form to set up the direct debit again.

There is an online tool that can be used to calcuate payment amounts and dates, located at the following address:

Online Ready Reckoner

PDF Version

On the Forms page, under the Resources & Guides heading is a Ready Reckoner that lists start and end dates for weekly and fortnightly payments. This PDF can be viewed online or printed out.