Reimbursements – Claim Forms Procedures (Australia only)

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Reimbursements – Claim Forms Procedures (Australia only)

Parent Policy

Definition of terms

Support Documentation: Documentation that is required to prove the claim is valid may include but is not limited to compliant tax invoices and receipts, statutory declarations for Fringe Benefits Tax (FBT) purposes where relevant and travel diaries and expense payment declarations.
Personal Utility Accounts: An invoice provided to the requesting officer for the supply of gas, water, electricity, telephone, internet to their place of residence.
Incidental Expense: A purchase of low monetary value in a currency other than Australian dollars

Claim Forms – Non Entertainment

For Non Entertainment expenses complete the Claim Form IAS005. Reimbursements for personal utility accounts must be submitted with a Fringe Benefits Tax (FBT) Declaration form.

Responsibility

Requesting Officer

Review the claim form for compliance with the Reimbursement Policy and ensure that the account codes and support documents are correct. Establish that the expenditure incurred is for legitimate Monash University business and is reasonable for the purpose intended.

Responsibility

Authorising Officer

Send the completed, appropriately signed and authorised claim form with any support documentation plus any attachments to be sent with the payment to Corporate Finance.

Responsibility

Requesting Officer

Review the claim form for compliance to the Reimbursement Policy and ensure that the account codes, authorised signatory and support document are correct.

Responsibility

Accounts Payable Officer

If a claim is for expenditure incurred in an overseas currency and the claimant has completed the conversion of the currency prior to its submission, a check is made of the calculation and if necessary rate adjustments are made prior to the reimbursement being made.

Responsibility

Accounts Payable Officer

Claim Forms – Entertainment

For Entertainment expenses complete the Entertainment Claim Form IAS023. Only one entertainment function can be itemised and claimed on any Entertainment Claim Form.

Responsibility

Requesting Officer

Review the claim form for compliance with the Reimbursements and Fringe Benefit Tax Policies and ensure that the appropriate entertainment account codes have been used and that all support documents are correct.

Responsibility

Authorising Officer

Send the completed, appropriately signed and authorised claim form with any support documentation and attachments to be sent with the payment to Corporate Finance.

Responsibility

Requesting Officer

Review the claim form for compliance with the Reimbursements and Fringe BenefitsTax Policies and ensure that the account codes, authorised signatory and support documentation are correct.

Responsibility

Accounts Payable Officer

If a claim is for expenditure incurred in an overseas currency and the claimant has completed the conversion of the currency prior to its submission, a check is made of the calculation and if the conversion is reasonable the reimbursement will be made.

Responsibility

Accounts Payable Officer

Claim Forms – No Compliant Tax Invoice/Receipt

When no GST compliant Tax Invoice/Receipt is held GST cannot be claimed and therefore becomes an additional cost to the department.

Responsibility

Authorising Officer

Every effort must be made to ensure a GST compliant tax invoice/receipt is held for reimbursements being made for all domestic purchases. If, after exhausting all reasonable avenues, there is no compliant tax invoice/receipt the reimbursement can be made at the discretion of and on the authority of a Head of Department/Dean. The GST tax code to be used is “P0”, no GST claimable.

Responsibility

Requesting Officer and Authorising Officer

An original Credit Card Statement showing the expenses being claimed can be used as an alternative to a receipt. The original documentation must be submitted for reimbursement and sent to Corporate Finance. Claimants can request the return of any original statement. Alternatively, a photocopy of the Credit Card Statement showing the expenses being claimed may be submitted. This photocopy must be stamped "Original Sighted" and the original marked either "fully reimbursed" or "partially reimbursed" together with the amount claimed and be signed by the authorising officer.

Responsibility

Requesting Officer and Authorising Officer

Where no invoice/receipt or credit card statement can be provided to substantiate a reimbursement and the amount of the transaction to be reimbursed is over the value of $75 AUD (GST exclusive) a statutory declaration outlining the full details of the transaction must be provided for all expenses to be reimbursed.

Responsibility

Requesting Officer and Authorising Officer

Where no invoice/receipt or credit card statement can be provided to substantiate a reimbursement and the amount of the transaction to be reimbursed is over the value of $75 AUD (GST exclusive), a statutory declaration outlining the full details of the transaction must be provided for all expenses to be reimbursed.

Responsibility

Requesting Officer and Authorising Officer

Content Enquiries: Diana Labiris