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Cash Advance and Acquittals

Cash advance

Payment and acquittal of cash advances by cheque or EFT.

Procedure

To obtain a cash advance, the applicant must prepare a written request, detailing the need and justification to his/her faculty dean or non-teaching executive for authorisation. The request must include reasons why reimbursement or credit card facilities can not be utilised and the details of how funds are to be expended. The expenditure details provided will be used in the acquittal process.

If approved, the request will be endorsed and returned to the cost centre manager. The cost centre manager will then be required to organise a requisition and purchase order for the amount of the advance, and code to xxxx/xxxx/752/02/xx. The purchase order along with the approved request must be forwarded to the Payables Manager, who will organise a cash cheque or EFT as applicable.

Hand-deliver the approved written request and RQ/PO details to the Payables Manager or email payables@cdu.edu.au to ensure prompt action.

The cost centre manager is responsible for ensuring that the payee is aware of the requirements to fully acquit the advance, per the University’s acquittal process and if not actioned in full they (the payee) will be liable for the return of any un-acquitted funds.

Accounts Payable will hold documentation of all cash advances made in a file for ten working days prior to seeking immediate acquittal from the responsible cost centre manager. Any delays in effecting acquittals to be reported via CFO to responsible dean, executive director, etc.

Payment transfers of project funds, which require acquittal to the funding body, are not cash advances per this process. The project manager and grant recipient are required to ensure that these payments are acquitted as per the funding body contract/agreement.

Cash advance acquittal

To ensure that cash advances are acquitted with relevant documentation that meet the requirements of the Australian Taxation Office (ATO) and University financial audit processes.

Procedure

1. Original documentation must be produced as evidence of expenditure.
2. A tax invoice is required for all expenditure over $55.00 including GST, for goods or services provided within Australia.
3. Where the supplier does not have an Australian Business Number (ABN) an 'ATO Statement by a Supplier' declaration must be obtained. Forms are available from ATO website or Accounts Payable.
4. For outside Australia documentation must be an original receipt (i.e. credit card slip/s alone are not acceptable).
5. Tax invoice/receipt dates must be within the period of travel or funding.
6. Tax invoice or receipt detailing expenditure must accompany credit card slips.
7. For expenditure where an invoice or receipt are not available, a statutory declaration must be completed detailing items purchased and/or service provided and why no documentation is available.
8. All copies must be supported with a statutory declaration stating why no original is available.
9. All documentation must be provided within seven working days of payment of the advance, or as per special arrangement at time of payment.
10. All documentation must be sent to Finance and Asset Services, Accounts Payable with a detailed summary of expenditure signed by the approver of the advance.
11. No further advance will be actioned until any previous advance is acquitted in full.

For further information or queries please contact the Payables Manager on 8946 6262 or email payables@cdu.edu.au.