What is the RIW Pricing Model?


The new RIW Pricing Model came into effect on 29 June 2021. The new Pricing Model ensures the RIW Program is sustainable and equitable for all, making it easier for companies to manage costs as needs change over time.  Companies will now only pay for the cardholder fees they need.  


To find out more about the previous RIW Program Pricing Model, which included company subscriptions, please refer to our RIW Knowledge Centre article What was the previous RIW Program Pricing Model?



For a company to purchase MTA’s Services or use the RIW System, they must agree to the Company Registration – Terms and Conditions, plus pay for an cardholder fees as detailed in Schedule 1 – Part A.  MTA also offers a range of additional services to support an organisations use of the RIW System, which are are set out in Schedule 1 – Part B.


This article will focus on cardholder fees.


Cardholder fees payable by RIW Participant Organisations

As detailed in Schedule 1 - Part A of the Company Registration - Terms & Conditions


ServiceNumber of cardholders
(as determined by the number of active cardholders an organisation has as their primary employees on 28 May each year)
Total Price FY21-22
(Excluding GST)
Total Price FY22-23 to FY25-26
(Excluding GST)
Annual RIW Card FeeOrganisations with <299 cardholders$ 120.00$130.00
Organisations with 300-399 cardholders$ 120.00$ 120.00
Organisations with 400-499 cardholders$ 100.00$ 100.00
Organisations with 500-999 cardholders$ 75.00$ 75.00
Organisations with 1000-1999 cardholders$ 50.00$ 50.00
Organisations with > 2000 cardholders$ 40.00$ 40.00
ID Check FeeAll organisations (except those defined as ID Check Exempt)$ 15.00$ 15.00
Supply of New Card FeeAll organisations$ 55.00$ 55.00
Supply of Replacement Lost or Damaged Card FeeAll organisations$ 85.00$ 85.00
Card Re-issuance at 5th Anniversary FeeAll organisations$ 55.00$ 55.00


Note: Card re-issuance is required at the anniversary of the initial registration of the cardholder in the RIW Program, which is immediately prior to the 5th anniversary of the issue of the card. This is required due to the fact that the RIW cards must not exceed 5 years in circulation due to the life expectancy of the smart chip in the card. No ID Check is required at the 5th anniversary, however, they are required on the 10th anniversary as per RIW Program requirements.



Guide on how to determine cardholder fees at time of transaction

To help in determining cardholder fees, please refer to the below table for some simple calculations.


Service
How to calculate the cardholder fee
New cardholder issuance (with ID check)(Supply of New Card Fee + ID Check Fee + Annual RIW Card Fee) +GST
New cardholder issuance (without ID check)(Supply of New Card Fee + Annual RIW Card Fee) +GST
5 year card re-issuances(Supply of New Card Fee + Annual RIW Card Fee) +GST
10 year card re-issuances (with ID check)(Supply of New Card Fee + ID Check Fee + Annual RIW Card Fee) +GST
10 year card re-issuance (without ID check)(Supply of New Card Fee + Annual RIW Card Fee) +GST


To assist in determining a company's expected RIW fees for a year, please refer to our RIW Knowledge Centre article How can a company calculate RIW fees?


Also, companies can view our article What can a company do to reduce RIW fees? for some tips on managing RIW fees.


RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030097


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What was the previous RIW Program Pricing Model?


Prior to 28 June 2021, the RIW Program Pricing Model included both an annual company subscription, a simple six tier fee calculated on the number of cardholders primarily employed by a company as at 31 March each year, and any associated cardholder fees


From 28 June 2021, a new pricing model has been adopted as detailed in our RIW Knowledge Centre Article What is the new RIW Pricing Model?, which removes the annual company subscription fee so a company only pays for the cardholder fees they need, making for a more equitable cost structure across RIW Program participants.


IMPORTANT!

For companies whose annual company subscription is due on 28 June 2021, the annual company subscription fee is no longer payable, providing the company with an immediate saving.


For companies whose annual company subscription is due after the 28 June 2021, a pro-rata refund based on the number of subscription days remaining after 28 June 2021 is due back to the company.  To request a refund, a company must complete a Company Subscription Refund Service Request by 30 July 2021, providing the company's bank account details on company letterhead.  Refunds will be processed within 45 days.


The previous pricing model is listed below.


Annual Company Subscription


TierRIW ParticipantAnnual Fee
1Organisations with 250+ RIW cardholders and "Fee Paying Rail Transport Operators"$25,000 +GST
2Organisations with 80-249 RIW cardholders$6,550 +GST
3Organisations with 30-79 RIW cardholders
$3,650 +GST
4Organisations with 10-29 RIW cardholders
$1,625 +GST
5Organisations with 4-9 RIW cardholders
$1,000 +GST
6Organisations with 0-3 RIW cardholders
$NIL


Cardholder Fees


Item
Cost
First year registration fee, which includes the initial ID check and card issuance
$100+GST
Annual renewal fee
$30+GST
Fifth year renewal fee, which includes the cost of a new card being issued
$85+GST
Tenth year renewal fee, which includes an ID check and a new card being issued
$100+GST
Lost card / Replacement Fee
$85+GST



To view your payment history, please follow the instructions in our RIW Knowledge Centre article How can a company view their payment history?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000077482


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How can a company calculate RIW fees?


This article details how to calculate expected RIW fees for a company based on the RIW Pricing Model.


This process will walk you through determining the number of actively subscribed cardholders primarily employed by the company, and the expected renewals that will occur over the year. Once this information has been obtained from the RIW System, a basic calculation can be applied to determine RIW fees.


NOTE: To be eligible for a volume-based discount (as per the RIW Pricing Model), a company must have the required number of actively subscribed cardholders as at 28 May.  



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only


Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your credentials. 


Step 2: Create Report

Click on the Reports tab on the top menu, followed by the Create Report shortcut.



Step 3: Report Tables

On the Report Tables screen, tick the People box and then Continue.



Step 4: Define Report Columns 

To define information about cardholders currently employed by the company and their annual subscription end dates, tick the following columns; First Name, Surname, RIW Number, Primary Employer and Annual Subscription End Date.  Click Continue to progress.



Step 5: Define Report Filters

Next, define the report filters to limit the results returned.  If you continue to run the report from here, the report will list ALL cardholders who may have a relationship with the company, including secondary employed and associated cardholders.  


To get an exact list of the primary cardholders, please enter the company name in the Primary Employer field.  You can get the exact company name by referring to the company name at the top of the screen. Copy and paste this to ensure it is correct.


Click continue when ready to proceed.


Step 6: Report is displayed

The report will now surface, providing a list of all RIW cardholders primarily employed by the company and their annual subscription end date.  You can sort the list by clicking on the up/down arrows, or alternatively, export the report which will be sent to the RIW System User via email as a CSV file.



Step 7: Calculate RIW fees

Whether you use the table as per above, or export the file, sort the column by Annual Subscription End Date to determine when a cardholder subscription fee is due.



If calculating for the following year based on currently active subscribed workers, remove any cardholders not to be applied to the calculation, then:


Number of current cardholders x Annual RIW Card Fee* = Yearly renewal RIW fees


* The annual RIW Card Fee is determined by the number of active RIW cardholders primarily employed by the company as per the article What is the RIW Pricing Model?



If you intend on employing more RIW cardholders, then use the calculation below to determine New RIW cardholder fees.


Number of new cardholders x (Supply of New Card Fee* + ID Check Fee (if applicable)* + Annual RIW Card Fee*) = New RIW cardholder fees


Add both the Yearly renewal RIW fees and the New RIW cardholder fees to obtain the expected yearly RIW fees for your company.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000176346




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What can a company do to reduce RIW fees?


Companies can review their subscribed primary cardholder numbers to ensure they only pay for the cardholders they need.  


If a company no longer needs to manage a cardholders profile, consider removing the cardholder by following the instructions in our RIW Knowledge Centre article How does a company end employment with a cardholder? 


Alternatively, larger companies may wish to increase their subscribed primary cardholder numbers to attract a volume-based discount, which applies to organisations with over 400 primary cardholders (for the 21/22 Financial Year).  You can read more about this on the RIW Knowledge Centre article What is the RIW Program Pricing Model?


To determine a company's RIW fees for the year, please refer to our RIW Knowledge Centre article How can a company calculate RIW fees?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000176525



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Can a company receive a refund?


As per the Company Registration - Terms and Conditions, all subscriptions are paid for upfront for a full subscription year. No refunds will be provided for a subscription that is not utilised.


A refund may be requested for system payment errors only by contacting the RIW Service Desk on info@riw.net.au.


Important update regarding Annual Company Subscription Refunds 

Due to the new RIW pricing model adoption on 28 2021, some companies may be eligible for a pro-rata refund of their annual company subscription fee, where the company has a renewal date after the 28 June 2021.  The refund is calculated on the number of subscription days remaining after 28 June 2021.


To apply for an annual company subscription refund, a company will need to complete a Company Subscription Refund Service Request by 30 July 2021, providing their company's bank account details on company letterhead.  Refunds will be processed within 45 days.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030102



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When do companies get notified about due payments?

Any subscription items requiring payment will be notified to the Primary Contact or Employer Administrator (where enabled) at 4 weeks prior to expiry, 1 week prior to expiry and day of the expiry.


Employers can also view all upcoming subscription renewals easily from within the RIW System by going to the Expiries tab. Please refer to our article How does a company monitor expiries?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000077497



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How does a company monitor and pay annual cardholder subscriptions?


This article details how to monitor forthcoming and expired annual cardholder subscriptions, and how to pay for an annual cardholder subscriptions.



This instruction applies to the following RIW System User Roles: 

  • Advanced Project Admin
  • Employer Admin
  • Employer Admin - No Payment
  • Employer Admin - Read Only

Step 1: Log in to the RIW System

Go to https://app.riw.net.au and login using your RIW System User credentials.


Step 2: Access Expiries

Click on the Expiries tab on the top menu.



Step 3: Go to Worker Subscriptions

Click on Worker Subscriptions tab on the left hand side menu



Step 4: Display forthcoming and expired subscriptions and Renew subscription

A list of all cardholders and their pending subscriptions will be displayed. Click on the radio buttons Show All, Show Forthcoming, Show Expired and New Workers will help to filter the list. Cardholders whose subscriptions have expired will be highlighted in red.



To renew a subscription, click on the checkbox(es) next to the the cardholder(s) name and click on Renew Subscription. Multiple cardholders can be selected if required.


Note: If paying for an annual subscription, the item will be sent straight to the shopping basket.  If paying a 5 or 10 year subscription renewal fee, then a prompt to order a new card and/or ID check will display.  


Step 5: Shopping Basket

The shopping basket will be displayed. Click Checkout to proceed to payment.



Step 6: Checkout

At the checkout screen, choose Card / PayPal and then click Make Payment. NOTE: Premium Functionality Employers may elect to pay on account (POA) as previously agreed with MTA.



Step 7: Make payment

After clicking on the Make Payment button, the PayPal platform will be displayed.


Complete the payment via a PayPal account or by using a credit/debit card in the PayPal platform.



Step 8: Confirmation

A confirmation email will be sent to verify that the payment has been accepted, which will include an order number and PayPal reference number. 


Step 9: Access payment history

To access a history of previous transactions, go to the Payment History tab on the main dashboard.  You can use the drop down boxes to filter payments as required.




RIW Knowledge Centre Link:

https://support.riw.net.au/support/solutions/articles/51000077500




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What are the payment options? Can a company raise a purchase order?

PayPal or credit/debit card using the PayPal facility is the only option for processing payments in the RIW System, except where a Pay On Account option has been granted (for Premium Functionality Employers only).  A tax invoice will be provided at the conclusion of the payment in the RIW System.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030104



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Does a company have to pay an annual cardholder fee for associated or secondary employed cardholders?


No. Annual cardholder fees can only be paid by the cardholders Primary Employer.


Secondary or Associated Employers are not required to pay any cardholder fees.


For more information about how to pay the annual cardholder fee, or how to monitor due dates for cardholder fees, please refer to the following articles:



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030103


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Is there a fee for replacing a lost, stolen or damaged RIW card?

Yes.  If a cardholder requires a replacement card due to it being lost, stolen or damaged, the replacement fee is $85+GST.  To re-order a lost, stolen or damaged RIW card, please refer to the RIW Knowledge Centre article How does a company order or reorder a physical or virtual RIW card?



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030100



                        


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What is the cost to fast track the verification of competencies?


Fast track competency verifications cost $55+GST. This means the selected competencies will be verified within 8 business hours. 


Please note that if a company opts to fast track competency verification, the one fee can cover up to 20 competencies for each individual cardholder. 


To use this service, continue adding fast track competencies to the Shopping Basket, but do not pay until all competencies are added.


Please refer to How does a company add a new competency to a cardholders profile? for further instructions on how to process a fast track competency.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000029871


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What can a Premium Functionality Employer put on Pay on Account arrangement?


All cost items can be placed on Pay on Account. This includes ID checks, subscription costs and fast track services. Premium Functionality Employers companies also have the ability to pay via PayPal as well, i.e. a company may wish to pay the annual cardholder fees on Pay on Account, but fast track competencies and other associated cardholder costs via PayPal.


Premium Functionality Employers can contact info@riw.net.au to request commencing or amending current POA requirements, and a member of the MTA Finance Team will be in contact to discuss the options.



RIW Knowledge Centre Article Link:

https://support.riw.net.au/support/solutions/articles/51000030105



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