1. Purpose
The purpose of this circular is to define minimum requirements for fee payments, invoicing references, and handling of misallocated or incomplete payments. These requirements help ensure accurate matching of payments to the correct file.
2. Invoice issuance and references
- Invoices are issued with a unique reference code that must be used exactly as shown.
- Where the application is submitted via a Registered Agent, the agent is the invoice recipient for processing and reconciliation purposes.
- Applicants must not reuse invoice references across different actions (e.g., renewal vs variation).
3. Fee schedule location
The official fee schedule is maintained on the NLA Fees & Administration page to ensure a single source of truth. license category pages may reference fees contextually but should not publish separate tables that can drift over time.
4. Handling of misallocated payments
- If a payment is received without a valid reference, it may be queued for reconciliation.
- Reconciliation may require proof of payment, bank confirmation, and a written mapping to the intended invoice.
- Processing timelines may pause until reconciliation is completed.
Minimum evidence for reconciliation
Bank transfer receipt, payer name, amount, date/time, destination account details, and any accompanying bank narrative. Where an agent submitted the application, the agent should provide the reconciliation request.
5. Partial payments and underpayments
- Partial payments are generally treated as incomplete until the balance is received.
- Where banking charges reduce the net received amount, the applicant remains responsible for the shortfall.
- Applications may remain in “awaiting payment confirmation” status until fees are fully settled.
6. Refunds and reversals
Refunds are handled administratively and may be subject to file completeness checks, reconciliation status, and verification of the correct recipient. Where refunds are permitted, they may be processed to the original payer route.
7. Practical checklist
- Use the exact invoice reference and keep it consistent across bank narratives.
- Ensure payer name matches the applicant or Registered Agent file reference.
- Send proof of payment immediately after transfer where required.
- Do not combine multiple invoices in a single transfer unless explicitly permitted and mapped.