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What is FEE Help Reporting?

This is an essential report to provide a distribution of FEE‑HELP student loans for a selected reporting period/year.

In this reporting framework, the Student enrollment and loan data should be reported in these separate reports as below:

Report NameReport AliasDescription
Student EnrollmentENReport data for all domestic and overseas students enrolled in or undertaking accreditation courses
Unit of Study CompletionsCURecords the completion status for each unit of study undertaken by students in the reporting year
Course of StudyCOContains information on all courses to be provided for a reporting year
Commonwealth Assisted Students - HELP dueDUReports the personal details, including names, tax file numbers (TFN) and Commonwealth Higher Education Student Support Numbers (CHESSN) of all Commonwealth assisted students
Student load liability/Revised load liabilityLL/RLReports student load and liability for all units of study undertaken in the reporting year
Past Course CompletionsPSContains information about all courses completed by domestic and overseas students undertaking a course of study

You may also visit the HEIMS Official Site for more information.

To understand further about the detail reporting scope and file structure of each individual reports, browse to the official HEIMS site and click on the latest format released for the current year

Data Preparation & Report ConfigurationReport GenerationReport Submission

Once you have understand the reporting requirement and data format, you can proceed with the Data Preparation and Configuration

Steps - Data Preparation
  • RIO Education consists of all the fields required specified in the reporting structure
  • User will need to ensure that these fields are being populated with the correct value. Values can be directly populates into the reporting fields, or mirrored from an existing fields during the entries
  • Reports will need some configuration to ensure data is being extracted from the right sources. This is important if users are implementing RIO Education on top of an existing Salesforce Instance

Please contact WDCi to understand further about the data preparation and report configuration process in Rio Education

Once the FeeHelp report data mapping and configuration have been done, you can utilised the reporting engine in RIO Education to generate the respective compliance reports

Follow the steps below to generate the report

Steps - Report Generation

Go to the Reporting App

Select the FeeHelp report export record

Ensure the following information is valid (by following the reporting guideline in HEIMS official site):

  • Report Version: latest report version
  • Reporting Year: Current reporting year
  • Reporting Period: 1 or 2
  • From and To date

Change the Report generation status to “Queue” and save the record

The report generation process will now be queued. The duration of generation will depends on the volume of data.

Once completed, the status will changed to:

  • Completed: If all reports have been generated successfully
  • Partial Completed: some of the reports have not been generated due to some unforeseen issue
  • Failed: All reports are failed to be generated

User can scroll to the Log Message to understand the generated status for each of the reports

For successful generation, the report will be output as a flat file compliance with HEIMS format requirement under the attachment section

Once you have the correctly formatted flat files ready, you can now utilise the reporting toolkit HEPCAT provided by HEIMS and proceed to validating and submitting the reports. In shorts, you may need to go through the following processes

Steps - Report Submission
  • Validation with HEPCAT: This is the stage of verifying any data issue. User may fix any data issue discovered and regenerate again using the reporting export engine
  • Submission with HEPCAT: Once the files are being validated, user can then submit the reports in HEPCAT
  • Verifying with HEIMS: Once the submitted reports are being received by HEIMS, they will proceed with some verification processes, ie cross checking against the past year’s submission to ensure data consistency. User will liaise with HEIMS directly for any discrepancy found


The information is accurate at the time this article were posted. It is the responsible of the user to ensure the data configuration is up to date with the latest configuration/requirement posted in the Official HEIMS website

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