Policy Asset Procedures - FMPM 200-399 FMPM 211 Cash Sub-Receipting
FMPM 211 Cash Sub-Receipting
- Aboriginals and Torres Strait Islanders in Marine Science
- Courses
- Future Students
- Current Students
- Research and Teaching
- Partners and Community
- About JCU
- Reputation and Experience
- Celebrating 50 Years
- Academy
- Anthropological Laboratory for Tropical Audiovisual Research (ALTAR)
- Anton Breinl Research Centre
- Agriculture Technology and Adoption Centre
- Living on Campus
- Advanced Prawn Breeding Research Hub
- Advanced Analytical Centre
- Applying to JCU
- Alumni
- AMHHEC
- JCU Aquaculture Solutions
- AusAsian Mental Health Research Group
- ARCSTA
- Area 61
- Association of Australian University Secretaries
- Australian/NZ Students
- Australian Lions Stinger Research
- Boating and Diving
- JCU-CSIRO Partnership
- Employability Edge
- Career Ready Plan
- Australian Tropical Herbarium
- Careers at JCU
- Careers and Employability
- Australian Quantum & Classical Transport Physics Group
- Centre for Tropical Bioinformatics and Molecular Biology
- CITBA
- Chancellery
- CMT
- CASE
- College of Business, Law and Governance
- College of Healthcare Sciences
- WHOCC for N&M Education and Research
- College of Medicine and Dentistry
- College of Science and Engineering
- CPHMVS
- COVID-19 Advice
- Centre for Disaster Solutions
- CSTFA
- Cyclone Testing Station
- The Centre for Disaster Studies
- Daintree Rainforest Observatory
- Diploma of Higher Education
- Discover Nature at JCU
- Research Division
- Services and Resources Division
- Education Division
- Division of Tropical Environments and Societies
- Division of Tropical Health and Medicine
- Economic Geology Research Centre
- Elite Athletes
- eResearch
- Environmental Research Complex [ERC]
- Estate
- Financial and Business Services Office
- Fletcherview
- Foundation for Australian Literary Studies
- Gender Equity Action and Research
- GetReady4Uni
- Give to JCU
- Governance
- Information for JCU Cairns Graduates
- Graduate Research School
- Graduation
- Indigenous Education and Research Centre
- Indigenous Engagement
- Indigenous Legal Needs Project
- Inherent Requirements
- IsoTropics Geochemistry Lab
- IT Services
- International Schools
- International Students
- Research and Innovation Services
- JCU Eduquarium
- JCU Events
- JCU Global Experience
- JCU Ideas Lab
- JCU Job Ready
- JCU Motorsports
- JCU Prizes
- JCU Sport
- JCU Turtle Health Research
- Language and Culture Research Centre
- CEE
- LearnJCU
- Library
- Mabo Decision: 30 years on
- National Reconciliation Week
- MARF
- Marine Geophysics Laboratory
- New students
- Off-Campus Students
- Office of the Vice Chancellor and President
- Virtual Open Day
- Orpheus
- Outstanding Alumni
- Parents and Partners
- Pathways to university
- Planning for your future
- Placements
-
Policy
- Academic Governance
- Academic Management
- Engagement
-
Corporate Governance
- Academic Freedom and Freedom of Speech Policy
- Affiliation of a Residential College Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Business Continuity Policy
- Child Safety Policy
- Code of Conduct – University Council
- Compliance Policy
- Conduct of Council Elections Policy
- Conflicts of Interests Policy – University Council and its Committees
- Controlled and Non-Controlled Entities Policy
- Critical Incident Policy
- Data Governance Policy
- Distinguished Professor Policy
- Domestic and Family Violence Policy
- Emeritus Professor Policy
- Foreign Interference Policy
- General Practice Training Governance Policy
- Incident Management Policy
- Information Privacy Policy
- Legal Services Claims and Litigation Assistance Policy
- Organisational Structure Policy
- Records Management Policy
- Right to Information Policy
- Risk Management Policy
- Social Media Policy
- Staff Code of Conduct
- University Archives - Access
- University Seal Policy
- Visiting Speaker and Event Policy
- Policy Development and Review Policy
- Quality Enhancement Framework
- Reviews of Organisational Units and Thematic Areas - Policy and Procedures
-
Estate and Facility Management
- Advertising on Campus
- Alcohol Consumption on University Property
- Approval of Works to University Buildings and Site Infrastructure
- Authorised Use of University Facilities, Premises and/or Grounds for Non-core Purposes
- Environmental Policy
- High Voltage Access Policy
- Memorial Plaques
- Noise on University Sites
- Pets on Campus
- Real Estate Dealings Policy
- Security Policy
- Space Allocation and Management Policy
- Timetable and Class Registration Policy
- Tree Protection
- Vehicle Fleet Policy
- Weapons Policy
- Adaptive Workplace Policy
-
Financial Management
- Appendices
-
Assets (FMPM 200 - FMPM 399)
- FMPM 200 Overview - Assets & Cash Management
- FMPM 210 Cash
- FMPM 220 Policy - Bank Accounts
- FMPM 230 - Petty Cash Advances
- FMPM 300 Investments
- FMPM 320 Plant and Equipment
- Financial FMPM 322 - Acquisitions of Plant and Equipment
- FMPM 260 Other Advances
- FMPM 330 Non-Capital Assets
- FMPM 280 Official Stores
- FMPM 290 Prepayments
- FMPM 323 - Disposal of Property, Plant and Equipment Procedure
- FMPM 324 Stocktake
- FMPM 350 Intangible Assets
- FMPM 270-2 Accounts Receivable - Student Debtors - Penalties
- FMPM 240 Travel Advances (Students)
- FMPM 330 Non-Capital Assets
- FMPM 270-1 Accounts Receivable
- FMPM 250 - Policy Salary Advances
- Equity (FMPM 500 - FMPM 599)
- Expenses (FMPM 700 - FMPM799)
- Financial Management and Control (FMPM 800 - FMPM 899)
- Further Applications (FMPM 900 - FMPM 999)
- Introduction (FMPM 100 - FMPM 199)
- Liabilities (FMPM 400 - FMPM 499)
- Revenue (FMPM 600 - FMPM 699)
-
Human Resources
- Awards for Excellence Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Community and Indigenous Language Allowance
- Competency Pay for Tradespersons Policy
- Conflict of Interest Policy
- Early Retirement Policy
- Enterprise Agreement 2016
- Equal Employment Opportunity
- Honorary Appointments Policy
- Human Resources Policy Glossary
- Market Loading Policy
- Overpayment of Wages Policy
- Performance, Development and Recognition Policy
- Recruitment, Selection and Appointment Policy
- Relocation Assistance Policy
- Remote Working Policy
- Salary Packaging Program Policy
- Special Studies Program Policy
- Supported Wage System (SWS) Policy
- Digital Infrastructure
-
International and Admissions
- Attendance Monitoring Policy - English Language and Foundation Programs
- Enrolment Requirements for International Student Visa-Holders Policy
- Management of Off-Campus Operations, Ventures and Partnerships
- Transfer of International Student Visa Holders to Other Educational Institutions
- US Federal Student Aid-SAP & Return to Title IV Policy
- Admissions Policy
-
Learning and Teaching
- Blended Learning Policy
- Charter of Responsibilities for Academic Quality and Governance
- Coursework Academic Integrity Policy
- English Language and Numeracy Policy
- Graduate Attributes
- Graduate Certificate of Education (Academic Practice) Internal Sponsorship Policy
- Learning Teaching and Assessment Policy
- Policy Glossary
- Review of a Student’s Suitability to Continue a Course Involving Placement
- Student Digital Experience Policy
- Student Evaluation of Subjects and Teaching Policy
- Student Retention Policy
- Research Education
- Research Management
-
Student Matters
- Academic Progression Policy
- Administration of Commonwealth Scholarships Policy
- Attendance Monitoring Policy - English Language and Foundation Programs
- Award Finalisation and Graduation Policy
- Bullying, Discrimination, Harassment, and Sexual Misconduct Policy
- Copyright Policy and Procedure
- Coursework Enrolment Policy
- Coursework Scholarships, Grants and Prizes Policy
- Library Use Policy
- Student Code of Conduct
- Student Complaints Policy
- Student Disability Policy
- Student Fee Payments and Refunds Policy
- Student Results Policy
- Student Review and Appeals Policy (effective from 01/01/2023)
- Student Special Circumstances Policy
- Transfer of International Student Visa Holders to Other Educational Institutions
- Work Health and Safety
- Policy search
- PAHL
- Publications
- Professional Experience Placement
- Queensland Research Centre for Peripheral Vascular Disease
- Rapid Assessment Unit
- RDIM
- Researcher Development Portal
- Safety and Wellbeing
- Scholarships
- Contextual Science for Tropical Coastal Ecosystems
- Staff
- State of the Tropics
- Strategic Procurement
- Student Equity and Wellbeing
- Student profiles
- SWIRLnet
- TARL
- TESS
- TREAD
- TropEco
- TQ Maths Hub
- TUDLab
- Unicare Centre and Unicampus Kids
- UAV
- VAVS Home
- Work Health and Safety
- WHOCC for Vector-borne & NTDs
- Media
- Copyright and Terms of Use
- Australian Institute of Tropical Health & Medicine
Scope
To set out the responsibilities of Collectors who are individuals authorised to collect money on behalf of the University. Collectors undertake this process through the establishment and maintenance of a sub-receipting location.
Definitions
Procedure
Establishment
New sub-receipting locations are established:
where it has been identified, by the Chief Financial Officer in consultation with the Head of the Organisational Unit, that establishment of a sub-receipting location would significantly improve service; or
by written application made to the Chief Financial Officer by the Head of the Organisational Unit. Prior to the written submission to the Chief Financial Officer, the intended purpose should be discussed with the Manager, Finance and Taxation.
The application to establish a sub-receipting location must:
state the name and position of the person in the Organisational Unit nominated as the designated Collector;
state the value and frequency of sub-receipting expected to occur;
include a specimen signature of the Collector; and
detail the security arrangement in place to ensure the safe custody of the funds in the Organisational Unit.
Approval
Establishment of sub-receipting locations, and designation as a collector, is subject to approval by the Chief Financial Officer.
Upon approval by the Chief Financial Officer the Townsville Cashier arranges the issuance of a sub-receipt book. Sub-receipt books can be issued in two ways:
a. collected from the Cashier’s Office in Townsville.
each book must be signed out in the Sub-Receipt Book Register which contains details of:
the date of issue of the sub-receipt book;
the Organisational Unit; and
the signature of the Collector or written confirmation of receipt
b. mailed to the Organisational Unit with a letter attached which requests the Organisational Unit to provide of the sub-receipt book.
Receipting
Each sub-receipt book contains 200 sub-receipts. A sub-receipt containing the following information which must be completed each time a Collector receives money on behalf of the University:
date;
received by (circle method of payment eg cash/cheque etc);
from;
cheque details (if payment made by cheque);
the sum of (amount to be written in words);
payment for (description of the reason for the payment including student number if applicable);
account number (to which the funds are to be credited);
GST exclusive amount (the amount paid before GST is added);
GST amount (if GST is applicable - if no GST then leave the field blank);
GST inclusive amount (the amount of the exclusive column plus the GST amount);
sum of $ (in numerics); and
per (to be signed by the Collector).
The sub-receipt is issued in triplicate:
white copy to customer (this is an official receipt and can be used as a Tax Invoice);
blue copy (forms part of the reconciliation documentation); and
pink copy (retained in the sub-receipt book).
Banking
For security reasons it is recommended that monies receipted by Collectors be deposited for banking at the earlier of either:
once each accounting period; or
when the amount of funds on hand exceeds $500 (cash and cheques).
Each banking must be accompanied by:
the date of the sub receipt reconciliation;
the sub-receipt numbers included in the reconciliation/banking;
a summary of the account numbers to be credited;
the total amount of:
cash
cheques;
the overall total of monies included for banking; and
a completed reconciliation form which details
The Blue copy of receipts which make up the banking (these should be consecutive receipts and any break in the sequence should be clearly explained).
There are two options available for the depositing of monies:
Where the value of sub-receipts to be banked includes cash of the value up to and including $250 or the Collector so chooses, the banking may be made in person at the Townsville Cashier. However, staff who deliver funds are required to have attended appropriate training associated with armed hold-ups.
Where the value of sub-receipts to be banked includes cash of a value in excess of $250, the services of the nominated security firm will be engaged for the transportation of funds. In these instances:
the Collector will forward the reconciliation spreadsheet to the University Cashier by email;
the University Cashier will arrange collection of funds from the sub-receipting location;
the Collector will complete a bank deposit form which will accompany the funds and which will be delivered directly to the bank; and
after collection of the banking by the nominated security firm, the Collector will forward a hard copy of the completed reconciliation (including blue copy of receipts) to the Cashier.
The Cashier:
confirms that the completed reconciliation agrees with the amount to be banked (either with funds handed to the Cashier or with amounts on the bank statements);
enters the sub-receipts into Finance One;
issues an official receipt which is handed to the staff member delivering the funds or, where funds are banked directly, emails a scanned copy of the receipt to the Organisational Unit;
retains an electronic copy of the receipt; and
accounts for the numerical sequence of sub-receipts.
The Collector
attaches the official receipt to the sub-receipt book next to the last sub-receipt included in the reconciliation to which the receipt relates. The attachment of the official receipt to the last sub receipt forms part of an audit requirement.
Closure of a Sub-Receipting Location
Where, after appropriate consultation, it is decided that an Sub-receipting facility is no longer required at an Organisational Unit, the Collector:
ensures all monies received have been banked in accordance with the Banking procedures; and
returns the sub-receipt book to the Townsville Cashier.
The Townsville Cashier records the return of the book in the Sub–Receipt Book Register noting details of the receipts issued.
Year End Process
At the end of each year, or at the time requested by the Chief Financial Officer, all sub-receipt books must be returned to the Townsville Cashier for audit. Upon completion of the audit the books are returned to the sub-receipting location. Sub-receipt books which do not have Official Receipts attached will be referred to the Audit & Assurance Office for investigation.
For enquiries in relation to this FMPM Procedure please contact [email protected].
Administration
Approval Details
Policy Domain | Financial Management |
Policy Sponsor | Vice Chancellor |
Approval Authority | Vice Chancellor |
Date for next review | 01/11/2018 |
Revision History
Version | Approval date | Implementation date | Details | Author |
21-1 | 04/02/2021 | 22/02/2021 | Position title updated - Director, Financial and Business Services changed to Chief Financial Officer | Quality, Standards and Policy Officer |
15-01 | 09/09/2015 | 10/09/2015 | Policy Sponsor and Approval Authority updated to reflect the approved Policy and Delegations Framework | Quality Standards and Policy Unit |
11-01 | 11/2011 | 11/2011 | ||
06-01 | 11/2006 | 11/2006 |