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Reimbursements – Cash Advances (Australia only)

Parent Policy

Reimbursements Policy (Australia Only)

Definition of terms

Cash Advance : An advance of funds to an individual for University business expenditure to be undertaken in the future. An advance amount will not be for a value less than $200. The advance is made available under the strict provision that it will be acquitted by the presentation of compliant receipts immediately after the purpose for which the advance was given has been completed.

Cash Advances

Cash advances can be allocated to staff members or students to be expended on genuine University business for expenses incurred when alternative payment methods are not available or a credit card cannot be used. It is generally accepted that cash advances will be utilised most often when staff members are travelling on university business.

Responsibility

All staff

Applying for a Cash Advance

When travelling on University business, a reasonable advance amount is agreed between the traveller and their department/school/divison, taking into account the type of work to be carried out, the time and location of travel and the seniority of the traveller.

Responsibility

Requesting Staff Member

Complete the Claim Form IAS005 including the reason for the cash advance, dates of travel and general ledger account code 107008. Attach any relevant documentation to support and explain the reason for the advance such as a travel itinerary.

Responsibility

Requesting Staff Member or Purchasing Services staff

Review the claim form for compliance to the Reimbursements Policy and ensure that the account codes and support documents are correct.

Responsibility

Authorising Officer

Send the completed, appropriately signed and authorised claim form with any support documentation to the Disbursements Supervisor, Corporate Finance.

Responsibility

Requesting Staff Member

Review the claim form for compliance with the Reimbursements Policy and ensure that the account codes, authorised signatory and support documents are correct. Advise the staff member/student of the availability of funds and their responsibilities.

Responsibility

Senior Accounts Payable Officer (Advance)

Acquitting a Cash Advance

A reconciliation of funds spent, original compliant receipts and any unspent funds must be returned to the department within 14 days of return from travel. All expenses must be supported by a compliant receipt. When travelling overseas and a receipt is unable to be obtained for certain low value items such as tips, taxis or non-restaurant meals then a statement or diary detailing the expenditure must be maintained. This diary must be endorsed by the appropriate Head of School or Director to show approval. It is expected that all expenditure within Australia will be supported by a compliant receipt.

Responsibility

Requesting Staff Member

An acquittal of funds spent, original compliant receipts, statement of expenses without receipts and a University cashier’s receipt of unspent funds must be returned to Purchasing to Payment Services within 21 days of the staff member returning from travel.

Responsibility

Purchasing Services staff

Any acquittal not received by Purchasing to Payment Services within six months of the original cash advance will result in the cessation of any further reimbursements/advances to the staff member. Overdue advances maybe considered a loan and therefore be assessable for fringe benefits tax which will be a cost passed on to the department.

Responsibility

Accounts Payable Manager

Content Enquiries: Diana Labiris