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Finance Procedures

Accounts Payable

Individual Contractors/Consultants (sole traders)
This procedure outlines the principles to be applied by the ANU when engaging individual contractors and consultants.

Request to engage an individual contractor/sole trader
Contractor/Consultant Checklist
Contractor Agreement Template

Payment of Invoices

This procedure outlines the process for the payment of tax invoices.

Reimbursements

This procedure outlines the process for claiming reimbursements for expenses incurred.

Advance Payment of Expenses

This procedure outlines the process for the advance payment of expenses (conference fees, ordering books online) and the ordering of cabcharge vouchers.

Courier Dispatch Request
This procedure outlines the process for requesting the use of a courier dispatch service.


Accounts Receivable

Request for Invoice
This procedure outlines the process for raising an invoice.

Receipting
Receipting is processed every Wednesday. The payment methods accepted are Mastercard, Visa, cheque and money order. Please ensure that all receipting is accompanied by a Request for Receipt form and, in the case of a credit card payment, that a signature is present.

Ledger and Transfers

Journals
Journals are a method of internally transferring funds between one ANU account and another. To transfer money between two accounts we will need to be advised of the accounts to be debited (restricted to Law accounts only) and credited, supporting documentation of the transfer and a contact name for both accounts. Typically, a memo is provided with attached documentation.

Ledger Enquiries and Reports
This procedure outlines the enquiries and reports available for Q, R & S accounts.

Staff Allowance

Staff Allowance Procedure
This procedure outlines the basic principles of the staff allowance and its permitted use.

If you require a current balance of your staff allowance please email Finance and HR Unit.

Understanding a Financial Management Report
This document provides information on how to read and interpret the end of period financial management report.

Establishment and Administration of S Accounts
This procedure outlines the process for applying, accepting and administering S accounts (including ARC and sponsored research). Further information can be found on the Research webpage.

Establishment and Administration of External Consultancies (Q Accounts)
This procedure outlines the process for applying for, accepting and administering Q accounts (including consultancies, contract research, donations and the sale of goods and services).

Procedure for Use of PDAs and Blackberrie

This document provides information on using of PDAs and Blackberries in the ANU College of Law


Purchasing


Petty Cash
A limited petty cash service is available from the Services Office. A maximum amount of $50 for each claim applies and a receipt and charge code should be provided with the Claim for Reimbursement- Petty Cash form.

The following transactions are excluded from petty cash (cashing of cheques, temporary loans, prepayment of goods and services, payments for personal services and payment of creditors' accounts).

Purchase Cards
Some staff members hold ANU Purchasing Cards. All ANU Purchase Card Holders must adhere to the rules and regulations set out in the following documents:
Card Holder Responsibilities
The National 'Conditions of Use' of an ANU Visa Purchase Card
Purchase Card Holder Agreement

Purchase Orders
This procedure outlines the process for raising and dispatching purchase orders.

Tax

GST
The
Goods and Services Tax is an indirect, broad-based consumption tax levied at 10 percent and applies to goods and services received and supplied. Further information on GST can be found in the Finance and Business manual.

FBT
Fringe benefits tax (FBT) is a Commonwealth tax levied on non-salary type benefits provided by employers to employees. This tax typically applies to entertainment (meals), phone, internet useage and uniform purchases. Where tax invoices, purchase card receipts or reimbursements are presented to the Finance and HR Unit for payment for these items, an FBT declaration form must be attached. The FBT declaration forms are:
FBT Entertainment Form
FBT Phone Declaration
FBT Internet Declaration
Expense Payment Declaration Form
FBT can also apply to travel, where a portion of 60% or more is for recreational purposes. This is determined on the personal travel declaration section of the Approval to Travel form, and the Private Travel FBT Calculator.
Where FBT does apply it will be calculated at 100% of the taxable amount. This tax amount will then be charged to the account nominated.

Withholding Tax
Withholding Tax (of 46.5%) will apply to all vendors that do not provide an ABN. In certain circumstances a Statement by Supplier form can be completed and withholding tax will not apply. Further information can be found at Finance and Business Services.

ANU ABN
The Australian Business Number for the Australian National University is 52 234 063 906.

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