Funding sources

Nick Jones

Modified on: Fri, 12 Jan, 2024 at 2:52 PM

A Funding Source represents the method by which an enrolment fee is paid; either from a government funding pool or the client paying a fee for the service. The state governments for ACT, NT, Qld, SA, Tas and Vic have a set of standard, government-recognised funding sources for use, many of which are available in VETtrak by default. If there are any funding sources that you need that are not included by default, you can create a corresponding Funding Source in VETtrak at your convenience.

NOTE: NSW - The state funding sources in NSW are called Course Site IDs and are issued to the RTO by the NSW government. When creating a new funding source, Course Site ID goes into the Code field.

NOTE: WA - The state funding sources in WA are called Contracted Programme of Study (CPS) numbers are are issued to the RTO by the WA government. When creating a new funding source, the CPS number goes into the Code field.

Open the Configuration Manager by choosing Manage > Configuration from the menus.

The Configuration Manager displays an alphabetically ordered explorer tree.

Adding a new Funding source
Editing an existing Funding source
Deleting a Funding source
Archiving a Funding source
Viewing the funding source report
Viewing the enrolments report
Queensland Specific Funding Source Requirements

Adding a new Funding source

You can either right-click Funding sources and choose Add new funding source:

You can also expand Funding sources, right-click the appropriate state and choose Add new funding source.

This will open the Funding Source Wizard:

Select a State for the funding source. This will be preselected if you chose to add the new source by right-clicking a state previously.

Select the National funding source, if applicable.

Available National Funding Sources (As per the NCVER specifications) include:

11	Commonwealth and State general purpose recurrent
13	Commonwealth specific funding program
15	State specific funding program
20	Domestic client - other revenue
30	International client - other revenue
97	PPP - existing worker
98	PPP - job seeker
80	Revenue earned from another registered training organisation

Enter a Code for the funding source. This is the Course Site ID for NSW, or the CPS Number for WA. This code is included in the AVETMISS and WA Enrolment Export files to identify the method by which the enrolment fee is paid.
Enter a Name for the funding source. This is not reported, and is instead used to identify the Funding source at the time of selection.
This funding source is not active indicates if the funding source should be archived. If enabled, the funding source will be added/moved to the Archived funding sources branch for the state.
This funding source requires a purchasing contract ensures that a purchasing contract must be entered when this funding source is selected for an enrolment.
Optionally provide a Description for the funding source.
Click Next and then Finish.

Editing an existing Funding source

Expand Funding sources and also the relevant state.
Right-click the funding source and choose Edit funding source.

This will open the Funding Source Wizard, where you can make changes.

Deleting a Funding source

Expand Funding Sources and also the relevant state.
Right-click the funding source and choose Delete funding source.
Click Yes when asked to confirm the delete.

If an error occurs, the funding source has likely been used previously and is included in historical data. In this case, you will need to archive the funding source to remove it from active use.

Archiving a Funding source

Expand Funding Sources and also the relevant state.
Right-click the funding source and choose Edit funding source.
Tick the This funding sources is not active box
Click Next and then Finish.

This will then result in the Funding Source displaying under the Archived funding sources heading, and will no longer be a selectable option when creating Enrolments in future.

Viewing the funding source report

The Funding source report lists all the Funding Sources in your database, including archived, by state.

To show the report for all states:

Right-click Funding sources and choose Show funding source report.

To show only a single state in the report:

Expand Funding sources.
Right-click the relevant state and choose Show funding source report.

The report will be displayed in a new tab/window.

Viewing the enrolment report

The Funding source enrolment report lists the clients that have enrolments with the selected funding source.

Expand Funding sources and also the relevant state.
Right-click the relevant funding source and choose Show enrolments report.