Refund Request

Coal LSL relies on the information in Levy Advice forms to accurately maintain records of eligible employees’ entitlements.

If a levy has been incorrectly overpaid, a refund can be requested by completing a Refund Request form and submitting via Online Services.

1. ENTER YOUR EMPLOYER DETAILS

2. SELECT THE MONTH AND YEAR

Choose the month and year for which the Refund Request form applies. You must complete one Refund Request form per month in which a reporting error occurred.

3. COMPLETE THE ENTRANTS SECTION

This section is where you record eligible employees who commenced being eligible that month that were missed off the original Levy Advice form.

Examples:

• a new employee who started that month but was missed off the original advice
• change to a start date listed on the original advice for a new employee

If you are unsure of a new employee’s LSL number, please leave the LSL number area blank.

4. COMPLETE THE EXITS SECTION

This section is where you record employees who are ceasing to be eligible and were missed off the original Levy Advice form or whose cessation date needs to be amended.

Ensure you have selected the cessation code which accurately reflects the reason that individual ceased to be an eligible employee. Providing an incorrect cessation code can affect an eligible employee’s ability to access their entitlement.

5. COMPLETE THE PERIODS OF UNAUTHORISED ABSENCE OR PERIODS OF UNPAID LEAVE (L) AND PERIODS OF WORKERS COMPENSATION LEAVE (W) SECTION

Periods of unauthorised absence and unpaid leave

This section is for periods of unpaid leave for full-time and part-time eligible employees only, who were missed off the original Levy Advice form, or who were on the original form but whose leave without pay or workers compensation dates need to be amended.

If an employee is full-time or part-time but did not work as an eligible employee during the month (e.g. unauthorised leave, unpaid leave or workers compensation), and is not ceasing to be an eligible employee, they must be recorded in this section as well as the Employee Details section.

Casual employees must not be included in this section. If a casual employee did not work within the month, they should be recorded in the employee details section with zero hours.

Periods of workers compensation

This section should include all eligible employees, including casual employees, who received workers compensation that month.

6. COMPLETE THE EMPLOYEE DETAILS SECTION

In this section, include every eligible employee from the above-mentioned sections (i.e. those who were included on the original Levy Advice form or who were on the original form but whose leave without pay or workers compensation dates need to be amended).

Also include any additional employees for whom you require a refund during the month. Only employees for whom you require a refund should be listed; you are not required to list all employees.

• Columns E to H: record the details supplied on the original Levy Advice form
• Columns I to L: record the amended/correct details
• Column M: automatically calculates the difference between what was submitted and what should have been submitted
• Column O: must be updated for each employee to clearly show the reason a refund is required
• If a positive amount is shown in the ‘Difference in eligible wages’ column, the line will need to be removed from the Refund Request form and resubmitted on an Adjustment Levy Advice form along with an adjustment payment. If a negative amount is shown, a refund will be processed in due course.

Helpful hint: you can access information in the Current Employees section of Online Services. Here you will be able to see all eligible employees and their LSL number we have recorded for your organisation.

Below are the common errors and prompts which can appear in the Refund Request form.

ORANGE HIGHLIGHTED BOXES

If field(s) become highlighted in orange, you have not filled in all information required. Review and complete all the highlighted cells.

RED HIGHLIGHTED BOXES

If field(s) become highlighted in red, either:

• something is either incorrect, or;
• the form is validating your information according to an incorrect date.

Review the information entered and ensure you have selected the correct month and year (located at the top right of the form) for that levy period.

RED TEXT BOX ERROR MESSAGE ‘PLEASE CHECK LEVY AMOUNT’

If this message appears at the top of the form next to ‘Total Levy Payable’, there is a mistake with your calculation of the levy rate for an eligible wage. Check you have the correct levy rate for each eligible wage.

The levy rate on all eligible wages paid on or after 1 July 2023 is 2.7%. More information about levy rates is available on our FAQs page.

TOOL TIPS

Pop-up messages with helpful hints are built into the form to assist as you complete the form. You can see these by clicking on a cell or if a cell is highlighted, you can hover over the cell to read why.

All forms need to be submitted via Online Services in the supplied Microsoft Excel format (.xlsx). View our support page for further instructions on how to submit your Refund Request online.

For questions, please call 1300 852 625 from Monday to Friday between 8.30am and 5.00pm (AEST/AEDT when in operation).