[Staff-bulletins] Cashier Advice Form

[Margaret Randall <margaret.randall@jcu.edu.au>]

Attention All Staff

>From the 1st January, 2006, when forwarding or presenting any payments to the University Cashier ALL STAFF are required to complete a Cashier Advice Form.  This form is available on the Financial & Business Services site at http://www.jcu.edu.au/office/fabs/general/forms.shtml
 
If the payment is for an existing debtor (ie If the University has invoiced for the goods / service) then please nominate the University Invoice number in Section A.  If the payment does not relate to an exisiting debt, please complete Section B.

When completing the form staff must ensure all areas of the form are completed in full. 

Description - This is the narrative that will appear on the receipt and on your account. Please keep this brief but concise.
Account No. - This should show the complete account number to which the payment is to be allocated. This must be an active account and must include a Use Code.
GST - This should show the GST code applicable to the payment. Valid codes include C - 10% GST applies, F - GST Free, NA - GST is not applicable. Further details can be found at  http://www.jcu.edu.au/office/fabs/gst/
Amount  - This should be the GST INCLUSIVE amount to be allocated.

When allocating a Use Code to a receipt  please ensure the following business rules are followed.

RECEIPTING OF INCOME
1. All income to the University should be received against a Use Code commencing with "6".
2. If you are reimbursing the University for an expense it should not have incurred in the first instance, then the payment should be allocated to the Use Code where the expense was placed. 

Example:  A staff member uses a University mobile telephone  and needs to repay the portion of the account which relates to personal use.  This should be receipted to the Use Code where the initial account was paid.

3. If you are reimbursing the University for an expense incurred on your behalf the repayment should be inclusive of any GST incurred by the University in paying for the original expense.
4. If you are receipting a cheque made payable to yourself, and you are opening the cheque payable to JCU, and it is not a reimbursement of expenses incurred by the University, then this would be classed as a Donation and is allocated to Use Code 6820. The GST code applicable to all donations is NA.


Regards

-- 
Margaret Randall
Management Services Co-ordinator
Financial & Business Services 
James Cook University
TOWNSVILLE  QLD  4811
Tel:        61 7 4781 4753
Fax:       61 7 4781 6272
E-Mail: margaret.randall@jcu.edu.au
Web Address: http://www.jcu.edu.au/office/fabs