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Accounts Payable: The Accounts Payable team process all payments to creditors on behalf of Charles Darwin University. Payments are processed by cheque, bank draft, telegraphic transfer, and internal processes.

Accounts Receivable: Previously called Revenue, browse further information.

Alice Springs campus: Visit the Alice Springs campus website.

Acquittal of a cash advance: See the procedures on obtaining and acquitting a cash advance.

Assets: Assets of Charles Darwin University cannot be traded in, auctioned, sold, wilfully destroyed or in any other way disposed of without prior consideration of the Board of Survey. If you have assets which you would like to dispose of, contact the Assets Officer, Robyn Woods on 8946 6292 for asset control advice.

Cabcharge eTicket: Cabcharge voucher books are no longer being issued. Vouchers currently held by custodians are still valid and can be used for travel until further notice. The University now uses Cabcharge eTickets.

Callista: Problems relating to fees and allocations can initially be directed to the Accounts Receivable team on 8946 6248. All enrolments and changes are actioned by the relevant faculties. General enrolment enquiries can be addressed to the Information Centre on 8946 7766. Payments are made to the cashiers in the Information Centre (Orange 1, Casuarina campus), phone 8946 7192. Payments can also be made via BPay - refer to your Enrolment Advice.

Cash advance and acquittal: See procedures on obtaining and acquitting a Cash Advance.

Chart of accounts: Download your copy of the chart of accounts.

Corporate purchasing card (P-card)
Mastercard
: The University encourages the use of a P-card, for all purchases less than$1,000, for travel related purchases and for purchases that would otherwise not be processed in a sufficiently timely manner if paid through the normal business system.

In addition it assists in reducing the number of cheques that needs to be processed by the division.

The program used to code your Mastercard transactions is called ProMaster.

Corporate Express - Ordering Online: Corporate Express have a website http://netxpress.biz where stationery and office supplies can be ordered online and paid for with a University Corporate Credit Card (Mastercard).

You must either hold a mastercard or have an agreement with someone that does have one (their authorisation is required) to pay for the goods.

When goods are ordered online and paid for using another staff member's mastercard, that staff member will receive an email requesting them to enter their credit card details.
To gain access the Netxpress Authorisation Form (.pdf, 32KB)* must be completed and forwarded to the Payables Manager, Finance & Asset Services, Orange 12.3.

Corporate Express will then contact you to provide your access details and a short training session.

Deposit funds without a Charles Darwin University invoice: In the event of depositing funds that have been received but have no invoice a Deposit funds without a CDU invoice form must be completed and given to cashiers.

elVIS (Oracle Financials): Charles Darwin University uses Oracle Financials and calls it elVIS (electronic Varsity Information System).

elVIS training is provided on a regular on-going basis.

The training is separated into modules, to meet the varied needs of users.

Registration (doc 624kb) and bookings are essential and can be made by emailing elvis@cdu.edu.au, or phone the elVIS Help Desk on 8946 6039.

Existing users please see the Frequently Asked Questions.

Employer authorisation form for student fees: The Employer authorisation form (pdf 7KB)* is for employers are who paying their employee's fees.

End of Financial Year Requirements: The preparation of the University's Annual Financial Statements and their audit is a key output for the University and therefore a key responsibility of the Vice Chancellor.

The statutory deadlines that need to be met can only be achieved if all University staff with year-end responsibilities fulfil their obligations on time and at the level of detail requested.

The Financial End of Year and Summary of Key Dates are available.

Finance training: Charles Darwin University uses Oracle Financials and calls it elVIS (electronic Varsity Information System). To gain access to elVIS, Registration and training must be completed.

Financial glossary:The Financial glossary (.pdf, 37KB)* is intended for use by university staff as a tool to assist in the understanding of financial terminology used within the University.

There is also a finance FAQ page.

Forms: See University Finance forms.

FAQ: Frequently Asked Questions are available for Oracle Financials.

GST- Goods & Services Tax: A Summary of GST(.pdf, 44KB)* is provided.

For further queries regarding GST, please contact the Manager of Treasury Operations on 8946 6078.

Insurance: The University maintains extensive insurance cover to provide financial protection against liability for personal injury and loss or damage to university property.

Check out the insurance website for general information on the University's insurance policies. Further information, queries and claim applications can be directed to Dharshica Ganesan on 8946 6078.

Invoice creditors:See Accounts Payable.

Invoice request: Need an invoice created? Download the Invoice request.

Jabiru centre: Visit the Jabiru centre website.

Katherine campus: Visit the Katherine campus website.

Ledgers: Ledger branch is responsible for the University's chart of accounts processing of journals, loading and transfers of budgets and maintaining budgetary control.

Mastercard (P-Card): The University encourages the use of the corporate purchasing card.

The use of the P-Card is the recommended method of procurement of consumable goods and services where the value of the goods is less than $1,000.

The use of the P-Card is the recommended method of procurement of travel related services such as airfares, accommodation, vehicle hire, fuel etc.

Approval for official travel and accommodation related transactions is granted following the approval of a Movement Request by the appropriate supervisor.

Movement Requisition: It is essential that prior to undertaking any travel outside of 50kms from the campus at which you are based that you complete a Movement requisition for official travel.

Netxpress Ordering Online: Corporate Express have a website netxpress.biz where stationery and office supplies can be ordered online and paid for with a University Corporate Credit Card (Mastercard).

You must either hold a mastercard or have an agreement with someone that does have one (their authorisation is required) to pay for the goods.

When goods are ordered online and paid for using another staff member's mastercard, that staff member will receive an email requesting them to enter their credit card details.
To gain access the Netxpress Authorisation Form (.pdf, 32KB)* must be completed and forwarded to the Payables Manager, Finance & Asset Services, Orange 12.3.

Corporate Express will then contact you to provide your access details and a short training session.

Nhulunbuy campus: Visit the Nhulunbuy campus website.

Organisational chart for University Finance : View the University Finance organisational chart.

Overseas orders payment: Payment for goods and services that have been purchased overseas (using foreign currency) by purchase order are processed by Accounts payable on arrival of invoices.

The invoice is entered into the system and, provided the goods have been receipted, the invoice will be paid in foreign currency by means of a telegraphic transfer or bank draft.

Bank drafts are requested from the bank once a week and posted at the end of each week.

Palmerston campus: Visit the Palmerston campus website.

Petty cash: The petty cash webpage provides the guidelines to establish a new petty cash/cash float, replenish it, transfer custodianship of it and claim a reimbursement from petty cash.

Procurement: Procurement branch oversees the University's procurement process and is responsible for a wide range of functions.

 

Reimbursement (staff/student): For a general reimbursement via cheque or EFT complete a Reimbursement claim form.

For a reimbursement from your petty cash custodian complete the Petty cash claim form.

Request for invoice: Need an invoice created? Download a copy of the Request for invoice from the Forms webpage.

Revenue: See Accounts Receivable.

Role of Finance and Asset Services: See our role.

Staff list and organisational chart: University Finance staff list and Organisational Chart for University Finance.

Stationery/Office Supplies - ordering online: Staples have a website netxpress.biz where stationery and office supplies can be ordered online and paid for with a University Corporate Credit Card (Mastercard).

You must either hold a mastercard or have an agreement with someone that does have one (their authorisation is required) to pay for the goods.

When goods are ordered online and paid for using another staff members' mastercard, that staff member will receive an email requesting them to enter their credit card details.
To gain access the Netxpress Authorisation Form (.pdf, 32KB)* must be completed and forwarded to the Payables Manager, Finance & Asset Services, Orange 12.3. Staples will then contact you to provide your access details and a short training session.

Statutory declaration: Download a copy of a Statutory declaration from the forms webpage.

Student fees: Problems relating to fees and allocations can initially be directed to the Accounts Receivable team on 8946 6248. All enrolments and changes are actioned by Student Services. General enrolment enquiries can be addressed to the Information Centre, on 8946 7766. Payments are made to cashiers in the Information Centre (Orange 1, Casuarina campus), phone 8946 7192.

Supply/purchasing: The Procurement branch oversees the University's procurement process and is responsible for a wide range of functions.

Suppliers: Accounts Payable team is responsible for setting up new suppliers/vendors. Procurement branch is responsible for the establishment of contracts, agreements, and contract management including administration and registration.

Telegraphic transfers: Payment by telegraphic transfer can be arranged for overseas payments.

Paying for goods or services by telegraphic transfer is advantageous in that the creditor's payment is received in their bank account within two to three days.

Tennant Creek centre: Visit the Tennant Creek centre website.

Training - elVIS: training is provided on a regular on-going basis.

The training is separated into modules, to meet the varied needs of users.

Registration and bookings are essential and can be made via email, elvis@cdu.edu.au, or by phoning the elVIS Helpdesk 8946 6039.

Travel: For all travel related queries, browse the Travel webpage, which includes a travel allowance calculator, Movement requisition form and the Guidelines for travel on university business (pdf 94kb).

Useful links: Australasian Legal Information Institute - legislation and legal cases from all jurisdictions around Australia ATO Assistance for Tax Professionals - general tax information for tax professionals ATO Assistance for Businesses - information about GST and tax reform matters CPA Australia - accounting pronouncements and standards, with professional information and updates about various accounting issues Australian Securities and Investments Commission - National names index - track a business name or basic information about companies and registered businesses NT Government - Legislation by alpha.

Year End: The preparation of the University's Annual Financial Statements and their audit is a key output for the University and therefore a key responsibility of the Vice Chancellor.

The statutory deadlines that need to be met can only be achieved if all University staff with year-end responsibilities fulfil their obligations on time and at the level of detail requested.

The Financial End of Year and Summary of Key Dates are now are available at End of year requirements.

Yulara centre: Visit the Yulara centre.