Reporting and payment information
Tasmania Reporting Requirements
Registered Training Organisations (RTOs) with a funding agreement managed through Skills Tasmania are required to report training activity data to Skills Tasmania on a quarterly basis. The data must be AVETMISS Compliant. If new to reporting, please visit NCVER website for more information on AVETMISS and download the publication (below) titled 'Government Funded VET Activity - Tasmania'.
Any RTO delivering training to a resident of Tasmania is also required to report to Office of Tasmanian Assessment, Standards & Certification (TASC). Please refer to the TASC website.
Reporting data to Skills Tasmania
To fulfil reporting requirements, data should be exported from the Student Management System in the form of 10 NAT files. The NAT files must then be uploaded to NCVER AVETMISS Validation Software (AVS) in order to gain an error free Collection Processing Summary Report. Once achieved, send the error free NAT files along with the summary report to firstname.lastname@example.org . When submitting files via email, please include the RTO name and ID in the subject line of the email.
Data can be submitted at a maximum frequency of once a month. Funding will be allocated based on new activity reported.
Visit the NCVER website AVETMISS validation software for validation information. For specific information about the NAT file structure and AVETMISS data see the AVETMISS Data Elements documentation which can be downloaded from NCVER.
A different reporting process applies for VET-in-Schools students, please see the Office of Tasmanian Assessment, Standards & Certification website.
RTO's can choose to submit fee for service data along with funded activity data to Skills Tasmania. Skills Tasmania will then forward fee for service and funded training activity to NCVER on a quarterly basis. If fee for service data isn't submitted along with funded data to Skills Tasmania, the RTO must submit fee for service data directly to NCVER.RTOs with Tasmanian students, who do not have a funding agreement with Skills Tasmania are not required to report data to Skills Tasmania, but must report to the Office of Tasmanian Assessment, Standards & Certification (TASC) and NCVER on a quarterly basis. Please refer to the TASC and NCVER websites.
Skills Tasmania Agreement | PDF 430KB
The Skills Tasmania Agreement outlines requirements in relation to reporting.
Specifically Schedule 1.2: Payments, AVETMISS Reporting and VET Research & Evaluation.
Information flowchart | PDF 102KB
Provides an overview of the Skills Tasmania data reporting and funding allocation process.
Government Funded VET Activity - Tasmania | PDF 746KB | updated 17 September 2019
Detailed reporting and funding allocation guide.
This is an essential guide for RTOs who have a funding agreements in Tasmania.
RTOs with funding agreements managed through Skills Tasmania are encouraged to submit data on a monthly basis. This facilitates payment against new training activity reported in the data and will assist in keeping data quality clean. Monthly processing allows for minor discrepancies in data with the expectation that matters raised will be attended to prior to the next submission. Quarterly reporting is compulsory. The Skills Tasmania Agreement [PDF 430KB] mandates reporting for the quarterly collections. If not submitting monthly, be sure to submit data prior to the following dates for quarterly reporting purposes:
- 15 January
- 15 April
- 15 July
- 15 October
The submission on 15 January is the final submission for the previous years data. It is important that prior to the end of the year, data is totally up to date. All outcomes are recorded, all clients reported as continuing are correct, all withdrawn/cancelled training contracts are correctly reported. Data reported in the final collection can not be overwritten at a later date. Any errors in final data can impact greatly on funding opportunities in the following year. Please review the Government Funded VET Activity - Tasmania guide (link above) for more information.
Tasmania specific AVETMISS reporting requirements
Tasmania has unique State Funding Source codes which map to National Funding Source codes. The list is available below
- State Funding Source Codes | PDF 509KB | updated 5 June 2018
The Purchasing Contract Identification number (PCID) must be recorded against funded training. The PCID is included in your Funding Agreement Schedule. The State Funding Source codes provides an example of the PCID number format.
Apprentice / Trainee ID's are required to be reported in data if relevant. Information on how to obtain these can be found below.
Tasmania is introducing a number of new State specific fields that will need to be reported from the 2020 data collection year. These will be in addition to the State specific fields reported in the 2019 collection year. For full specifications of all the Tasmania specific AVETMISS reporting requirements see Tasmanian Specific Reporting Requirements for the AVETMISS VET Provider Collection.
Apprentice / Trainee contract information
RTOs can apply for access to eVET, an internet-based system provided by Skills Tasmania. This facility gives RTOs the ability to view information about trainees and apprentices registered to their organisation. For more information, please visit the eVET information page.
Audit (VET provider activity data) and verification for payments
Data reported to Skills Tasmania must meet the AVETMISS Definitions. Evidence of training activity and assessment MUST align with data reported to Skills Tasmania and will be required to support funding allocation in some instances. There must be sufficient evidence that:
- Training activity has occurred
- Training reported nationally is accurate
- The information reflects the students experience
For further information on what is required to demonstrate evidence of training activity/assessment, see NCVER Non-Financial Activity Guidelines [PDF 756 KB]
Below are a number of examples of documents used for verifying information requested during the audit process that you may like to adopt for your work practices. These forms are easy to follow and great in detailing all the information required in a simple format, e.g.
- Client name
- Unit of competency code and name
- Commencing and completion training dates (assessment date) of unit of competency
- Outcome result
- Signatures and dates of parties involved - client, instructor/assessor
- Sample Assessment Checklist | PDF 72KB
- Sample Client Visit Record of Assessment Form | PDF 119KB
- Sample Competency Assessment Result Sheet | PDF 56KB
- Sample Competency Checklist | PDF 62KB
- Sample Participant Assessment Sheet | PDF 191KB
Skills Tasmania - Data Validation, Funding Agreements & Payment Management Team
We are more than happy to assist with AVETMISS Data and Payment enquiries.
Please call 03 616 56055 or (free call) 1800 655 846.
Funding Agreement enquiries email@example.com
AVETMISS data submission enquiries firstname.lastname@example.org
National Centre for Vocational Education Research (NCVER)
Keep up-to-date with the latest information on AVETMISS compliance issues you can subscribe to the AVETMISS compliance email alert, which can be done by completing the user registration form on the NCVER website. The list of newsletters and alerts that you can subscribe to is listed at the bottom of the user registration form. To receive updates from the AVETMISS Support group tick the checkbox next to AVETMISS support email.
If you require further information or assistance with AVETMISS, or the validation software, you can contact AVETMISS Support on 1800 649 452 or email email@example.com.