Financial Services - University Finance Manual

FINANCIAL GOVERNANCE

Financial governance structure and processes

Financial management organisation structure

Financial delegations and authority

Key controls

Prevalent audit concerns

Key role delineation

Key financial responsibility

Fraud

Exemption

Authorised signatories

Application to be an authorised signatory

Policy/Procedure

Policy Procedure

Policy/Procedure

FINANCIAL SYSTEM

Financial applications

Application for PeopleSoft access

Application for Advisor access

Application for eT-Form access

Deletion of PeopleSoft access

Project/Grant

Classification of PG numbers

Classification of fund groups

Creation of a new PG

Deletion of a PG

Amendment to an existing PG

Account Codes

Account code listing

Account Code usage

Business Units

BU hierarchical structure

Creation of a new BU

Closure of a BU

Restructuring of a BU

Policy/Procedure

CREDIT CARD

Application for new card

Cancellation of existing card

Changing card limit

Retention of existing card on transfer or secondment to new position

Use and restrictions

Month end acquittals

Late acquittals

Policy Procedure

PURCHASING AND PAYABLES

Overarching Purchasing and Payables

Suppliers control

Payment methods

External

Developing and managing contracts

Choosing a supplier

Preferred suppliers

Quotation threshold

Creating a purchase order ( electronic )

Creating a purchase order ( manual )

Goods receival

Purchasing and paying via internet

Purchasing and paying a foreign supplier

Purchasing and paying a local supplier ( with ABN# and Tax Inv )

Purchasing and paying a local supplier ( ABN# not provided )

Internal

Purchasing and paying a school/Bu within UWA

Staff/student related

Reimbursing a staff / student

Utilising the University Club

Subscription and associated membership

Hospitality

Motor vehicle expenses

Policy/Procedure

REVENUES AND RECEIVABLES

Overarching revenues and receivable

Income Source

Government grants

Student contribution amount

Research grants

Investment income

Fees and charges

Gifts, donations and bequests

Trust funds

Others

Receivables

Credit control

Customer control

Issuing an invoice to a customer

Customer disputing an invoice

Issuing a credit note to a customer

Debt recovery management

Bad debts

Payment methods

Cash and cheque

EFTPOS and Credit Card

Foreign currency cheques and drafts

Direct Debit

Telephone payments

Internet payments

Deferred income/ income in advance

Non-cash transactions

Receipting and banking

Receipting options

Banking

Cancelled receipts

Safe custody of funds

Missing monies

Policy/Procedure

TRAVEL

Overarching travel

Travel approval

Request for per diem/travel allowance

Approval on travel expenses

Travel booking and payment

UWA Membership of Qantas Club

Usage of public transport and motor vehicles

Financial assistance and staff contribution

Travel dairies

Travel insurance

Field trips

Cost of care dependents

Loyalty program

Policy/Procedure

CASH HANDLING

Petty cash

Cash advance

Cash receipting ( debtors )

Cash receipting ( cash sales )

Banking

Policy Procedure

Policy/Procedure

ASSETS, CAPITAL EXPENDITURE AND ATTRACTIVE ITEMS

Overarching asset and capital expenditure

Capital expenditure

Capitalisation threshold

Approval of capital expenditure

Work in progress ( building etc )

Management of materials and equipments

Property audit

Assets

Classification and categories of assets

Acquisition of assets

Disposal/Retirement of assets

Transfer of assets

Corrections to the asset register

Impairment

Use, loans and security of assets

Asset stock take

Asset audit

Asset depreciation

Attractive items - non asset items

Acquisition of attractive items

Disposal/Retirement of attractive items

Management of attractive items

Mobile phones

Motor vehicles

Replacement of an existing vehicle

Request for a new vehicle

Log book maintenance

Reimbursement of vehicle expenses

Policy Procedure

Policy Procedure

Policy Procedure

Policy Procedure

TAX

Local tax

PAYG Tax

GST

FBT

Payroll tax

Land tax

Stamp duty

International tax

Payment to non residents

Payment from non residents

Overseas appointment

Visiting professors and teachers to Australia

Canada

Germany

Japan

Malaysia

New Zealand

Singapore

United Kingdom

United States

Policy/Procedure

TREASURY AND INVESTMENT

Cash management

Investment in the long term pool

Long term pool - Credit rate

Investment in the short term pool

Short term pool - Credit rate

Investment property

Interest earning contributors

Operation of interest earning deposit

Policy/Procedure

STUDENT LOANS

Student loan schemes operation

Policy/Procedure

RETENTION OF RECORDS

Retention of records by Faculties/Business Units

Retention of records by Financial Services

Policy/Procedure

GLOSSARY

Definition of financial concepts and terms