Financial Services

Fees and Charges Policy

This policy defines the rules and related processes to ensure compliance with legislation, audit and financial management requirements for receiving fees and charges.

Policy statement

The University earns income from fees and charges on goods and services. The contribution of income from fees and charges activities has grown in recent years and constitutes an important income source to the University.

Major components of fees and charges are:

  • consultancy fees for non-research activities
  • student accommodation
  • fee-paying overseas students
  • the Information Services Library
  • rental and hire charges
  • parking and registration
  • postgraduate student fees.

Consultancy fees for non-research activities

Consultancy fees for non-research activities include:

  • professional and consulting work including company directorships, contract consulting and contract teaching (in which all or some proportion of the income is disbursed to the individual)
  • provision of professional expertise on an occasional basis that may attract a fee or honorarium
  • sitting fees for government or related committees, or judicial or administrative bodies
  • pro bono work within the community (resulting in no additional University or private income but enhancing the reputation of the University)
  • Only consultancy fee income which is University income should be recorded in the accounts of the University. Any private income should be received directly by the individual. Where staff are entitled to payment for additional work undertaken, the payment must be in accordance with the consultancy policy and taxation requirements. The accounting processes for these activities can vary, ranging from payment to them as individuals, through a trust, or to a company or registered business.
  • For full details on these consultancy activities and their remuneration, contact Financial Services (Faculty Accounting).

Student accomodation and fee-paying overseas students

  • Some colleges, for example Currie Hall, charge fees for student accommodation.
  • Student course fees for overseas students, Australian postgraduate students, transnational courses and other continuing education plus short courses currently represent the largest proportion of income generated through fees and charges.

Library

  • The Information Services Library also charges fees for lending privileges to people outside the University Community.

Parking

  • The Parking office applies parking fees and fines when necessary as controlled by State Government legislation.

Postgraduate fees and charges

  • The University charges fees from students enrolled in postgraduate courses under Section 13 of the Higher Education Support Act, 2003 (HESA).

Key controls

  • To ensure that all receipts are promptly and accurately recorded.
  • Income received may be in the form of cash, cheque, money orders, credit card or direct deposit. This is decided by the department receiving the income.
  • Ensure credit and collection policies are in writing.
  • Conduct credit checks on new credit customers.
  • Separate the accounts receivable function and cash receipting.
  • Regular review on non-cash credits and write-offs of bad debts.
  • Regular review on credit balances.
  • Cash receipts controlled by cash registers or pre-numbering of receipt dockets.
  • Controlled access to cash registers.
  • Reconciliation by Cashier of all receipts to bank deposit amount before processing.
  • Computer matching of debtor-related receipts to outstanding monthly invoices.
  • Performance of monthly bank reconciliation.
  • Completeness and accuracy of inputs and updates.
  • Supervisory control over revenue receipting and banking.
  • Segregation of duties between cash handling, accounting and processing.