Defence Determination 2016/19 (Approved forms) Instrument (No. 4) 2025

Administered by Department of Defence

Legislation au F2025N00814 Not in force Notifiable Instrument

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I, BRIGADIER KIRK LLOYD, Director General, People Policy and Employment Conditions, make the following notifiable instrument for the purposes of section 1.3.1 of the Defence Determination 2016/19, Conditions of service.

Dated 8 October 2025

BRIG Kirk Lloyd

Director General
People Policy and Employment Conditions
Defence People Group

Contents

1 Name

2 Commencement

3 Revocation

4 Approved forms

1 Name

This instrument is the Defence Determination 2016/19 (Approved forms) Instrument (No. 4) 2025.

2 Commencement

1. Each provision of this instrument specified in column 1 of the table commences, or is taken to have commenced, in accordance with column 2 of the table. Any other statement in column 2 has effect according to its terms.

Commencement information
Column 1	Column 2	Column 3
Provisions	Commencement	Date/Details
1. The whole of this Instrument.	The day after registration

Note: This table relates only to the provisions of this instrument as originally made. It will not be amended to deal with any later amendments of this instrument.

2. Any information in column 3 of the table is not part of this instrument. Information may be inserted in this column, or information in it may be edited, in any published version of this instrument.

3 Revocation

This instrument revokes Defence Determination 2016/19 (Approved forms) Instrument (No. 3) 2025.

4 Approved forms

For the purposes of section 1.3.1 of the Defence Determination 2016/19, Conditions of service, as in force from time to time, the approved form for an action listed in column A of the following table as provided under the section in column B is one of the following.

The form in the Defence Personnel Management Key Solutions self-service system.
If one of the following apply, the form is prescribed in column C.

There is no form in Defence Personnel Management Key Solutions self‑service system for the benefit.
The Defence Personnel Management Key Solutions self-service system is not available to the member.

Item	Column A Action	Column B Related Section	Column C Form identifier
1.	Apply for recognition of the member’s resident family with special needs.	Section 1.3.6	AC832 – Application for Special Needs Assistance
2.	Apply for recognition as accompanied resident family.	Section 1.3.14	AE681 – ADF Categorisation Change and Application to Live In/Live Out
3.	Apply for recognition as unaccompanied resident family.	Section 1.3.20	AE681 – ADF Categorisation Change and Application to Live In/Live Out
4.	Apply for recognition of a CDF recognised partner.	Section 1.3.38	AF084 – Recognition of a De Facto Relationship
5.	Apply for recognition of a de facto relationship.	Section 1.3.39	AF084 – Recognition of a De Facto Relationship
6.	Apply for recognised family or a recognised other person.	Section 1.5.3	AD150 – Amendment of Personal Data Details – ADF
7.	Apply for Career Transition assistance.	Section 2.2.9	AC853-3 – Defence Force Transition Program Application
8.	Valid offer of a bonus to attract and retain a member.	Section 3.3.4	AF168 – ADF Military Bonus Offer The form of the same name available through SharePoint
9.	Valid acceptance of a bonus to attract and retain a member.	Section 3.3.5	AF168 – ADF Military Bonus Offer The form of the same name available through SharePoint
10.	Valid offer of the completion bonus.	Section 3.4.4	AF213 ADF Continuation Bonus Election The form of the same name available through SharePoint
11.	Valid acceptance of the completion bonus.	Section 3.4.5	AF213 ADF Continuation Bonus Election The form of the same name available through SharePoint
12.	Apply for First Nations’ language allowance	Section 4.3.7	Claim for First Nations Allowance
13.	Apply for Trainee’s Dependant Allowance.	Section 4.8.6A	AD298 – Trainee’s Dependant Allowance
14.	Apply for health support allowance for providing capability at short notice.	Section 4.9.16	AE729 – Health Support Allowance – Reserves AE585 – Reserve Health Declaration (RHD) AE585-1 – Reserve Health Declaration (RHD) General Practitioner (GP) Health Status Certification
15.	Apply for health support allowance – members on Reserve service.	Section 4.9.17	AE585 – Reserve Health Declaration (RHD) AE585-1 – Reserve Health Declaration (RHD) General Practitioner (GP) Health Status Certification
16.	Notify absence from car parking location to cease contribution.	Section 4.11.2	AE601 – Entitled Car Parking Contributions – Authorisation
17.	Apply for leave or absence, or notify of non-effective service.	Sections: 5.3.3 5.4.39 5.5.9 5.6A.8 5.6A.11 5.7.4A 5.8.11 5.9.7	AF088 – Application for Leave
18.	Apply to purchase recreation leave.	Section 5.4.22	AF145 – Request to purchase Annual Leave(APS/ASD) or Recreational Leave (ADF)
19.	Apply to donate recreation leave to an ADF partner.	Section 5.4.50	AF245 – Transfer of Recreation Leave – Dual serving couple
20.	Claim compensation resulting from cancellation or recall of leave.	Section 5.13.8	AD388 – Application for Compensation Resulting from Cancellation or Recall from Leave
21.	Apply for a payment for the costs of a house‑hunting trip.	Section 7.1.21	Defence Housing Australia – Request for a house hunting trip
22.	Apply for education assistance to provide the student with limited interim assistance to help avoid or overcome any immediate difficulties with the child’s education and emotional well‑being as a direct result of a posting in Australia.	Section 8.4.9	AD301 – Application for Education Assistance – Tutoring AF170 – Application for help with the cost of special needs education assistance AE931 – Application for help with the cost of a loss of scholarship
23.	Apply for assistance for expenses required for a resident family with special needs. Assistance with travel and accommodation for a pre‑posting visit. Assistance with respite, personal care, therapy services and equipment hire.	Sections: 8.6.5 8.6.6 8.6.7	AC832 – Application for Special Needs Assistance
24.	Apply for additional assistance to a member who has resident family with special needs when there is no removal to a new housing benefit location or family benefit location.	Section 8.6.12	AC832 – Application for Special Needs Assistance
25.	Apply for a loan to help with establishment costs at a new service location.	Section 14.2.7	FD071 – Payment of Overseas Outlay Advance
26.	Apply for an overseas reunion travel benefit.	Section 15.3.14	AD701 – Application for Reunion or Reverse Reunion Travel for a Member or Employee on a Long-Term Posting Overseas
27.	Valid offer of the completion bonus.	Section 3.4.3 of Defence Determination 2016/16, as saved by Schedule 12 of Defence Determination, Conditions of service Amendment (Continuation bonus) Determination (No. 2) 2025	AF213 ADF Continuation Bonus Election The form of the same name available through SharePoint
28.	Valid acceptance of the completion bonus.	Section 3.4.4 Section 3.4.3 of Defence Determination 2016/16, as saved by Schedule 12 of Defence Determination, Conditions of service Amendment (Continuation bonus) Determination (No. 2) 2025	AF213 ADF Continuation Bonus Election The form of the same name available through SharePoint

Overview

The Defence Determination 2016/19 (Approved forms) Instrument (No. 4) 2025, made under the authority of the Director General, People Policy and Employment Conditions, Brigadier Kirk Lloyd, provides a comprehensive list of approved forms for various Defence-related applications and actions. Enacted in 2025, this instrument addresses the need for standardised and authorised forms for Defence personnel to use when applying for a range of benefits, allowances, and services. The enactment by the Defence People Group ensures that the forms are in line with the Defence Determination 2016/19, Conditions of service, and aims to streamline administrative processes for Defence members. This instrument revokes the previous Defence Determination 2016/19 (Approved forms) Instrument (No. 3) 2025, ensuring that only the most current and relevant forms are in use.

Scope and Application

The Defence Determination 2016/19 (Approved forms) Instrument (No. 4) 2025 applies to members of the Australian Defence Force (ADF), including Defence Force Reservists, and their resident families, and pertains to various administrative actions and benefits under the Defence Determination 2016/19, Conditions of service. The instrument outlines the approved forms required for specific actions such as applying for recognition of resident families with special needs, applying for bonuses, leave, or other allowances, and making various other applications related to the ADF's conditions of service. This legislation is specifically targeted at the Defence sector and is applicable on a national level within Australia. The approved forms listed in the instrument are to be used in accordance with the relevant sections of the Defence Determination 2016/19, Conditions of service, and are primarily available through the Defence Personnel Management Key Solutions self-service system or, in certain cases, through SharePoint. The instrument revokes its predecessor, Defence Determination 2016/19 (Approved forms) Instrument (No. 3) 2025, and the application of this instrument may be extended or modified through subordinate instruments as necessary.

Key Provisions

The Defence Determination 2016/19 (Approved forms) Instrument (No. 4) 2025 specifies the approved forms for various actions related to Defence personnel under section 1.3.1 of the Defence Determination 2016/19, Conditions of service (section 4). For example, an application for recognition of a member's resident family with special needs must use the form AC832 – Application for Special Needs Assistance, while an application for recognition as accompanied resident family must use the form AE681 – ADF Categorisation Change and Application to Live In/Live Out (section 4, Item 1 and 2). If a specific form is not available in the Defence Personnel Management Key Solutions self-service system, or if the system is not accessible, then the prescribed form listed in column C of the table must be used (section 4). Entities and individuals governed by this instrument must ensure that they use the correct approved forms for the specified actions. For instance, Defence members applying for recognition of their resident family with special needs must use the form AC832 – Application for Special Needs Assistance, while those applying for recognition as accompanied resident family must use the form AE681 – ADF Categorisation Change and Application to Live In/Live Out (section 4, Item 1 and 2). Failure to use the correct approved form may result in the action not being processed or recognised by Defence. The Defence Determination 2016/19 (Approved forms) Instrument (No. 4) 2025 does not explicitly outline any offences, penalties, or civil/criminal consequences for breach. However, it is likely that failure to use the correct approved forms for the specified actions may result in the action not being processed or recognised by Defence. This could potentially lead to issues for Defence members and their families in terms of receiving the benefits and support they are entitled to under Defence policy and conditions of service. The Defence Determination 2016/19 (Approved forms) Instrument (No. 4) 2025 came into effect on the day after registration (section 2). It revokes the previous Defence Determination 2016/19 (Approved forms) Instrument (No. 3) 2025 (section 3). The approved forms listed in the instrument must be used for the specified actions related to Defence personnel, and failure to do so may result in the action not being processed or recognised by Defence.

Instrument: Instrument
Catchwords: Commencement Provisions; Revocation; Approved forms

Interactions

Sourced from the Federal Register of Legislation at 26 August 2026. For the latest information on Australian Government law please go to https://www.legislation.gov.au.

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