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FAQs on Revenue

General

  1. How is the University’s revenue derived?
  2. Does the University accept credit card?
  3. What is the University's bank account details?
  4. What general item codes should I use to bank monies in the University?

Workshops/Conferences

  1. How do I organise a workshop/conference?
  2. Do we include GST in the cost?
  3. How do we produce a tax invoice/receipt for conference participants?
  4. How do I process the payments from each registration form?

Invoicing Other Companies for Services

  1. How do I invoice a company (debtor) that owes us money?
  2. What is the process?
  3. Can I create my own tax invoice?
  4. Is there a $ limit when generating a tax invoice?
  5. I have indicated the wrong cost centre on the invoice, how do I fix this?
  6. How do I find out if a debtor has paid our invoice?
  7. What do I do if the debtor refuses to pay us the money it owes?
  8. What cost centre should I use for payments from debtors?
  9. Who is responsible for following up debts?

 

How is the University’s revenue derived?

The University collects revenue from students and external entities.

Does the University accept credit card?

Yes, the University accepts Mastercard, Visacard and Bankcard. The University can also accept monies through direct debit method either by BPay and AustPay with paying their student fees.

What is the University's bank account details?

NAB account no 51-654-5570 BSB 085-005.  Information on the bank details.

What general item codes should I use to bank monies into the University?

A complete listing of revenue item codes can be found at http://www.unisa.edu.au/fin/COA/default.asp .

 

How do I organise a workshop/conference?

Some issues to be considered when organising an event.

  1. Templates have been created to assist schools incorporating the payment section on the conference invitations.
  2. A Cash Sales receipt book can be used for issuing receipts to the workshop/conference participants. The white original copy of the receipt is sent to the participant and the blue copy is banked by either Campus Central or the Finance Unit with the monies - see question below.
  3. A PLU number must be established by completing an FS29 PLU Request Form. The PLU is used by Campus Central for monies banked, relating to the specific conference.

Contact the Revenue Office for further instructions and advice. 

Do we include GST in the cost?

Yes. GST must be added to the cost for all events held within Australia. Workshop/conference held offshore are GST exclusive depending on the details.  Contact the Finance Unit for advice.

How do we produce a tax invoice/receipt for conference participants?

There are 3 methods of obtaining a tax invoice/receipt:

  1. Finance can issue the school a Cash Sales receipt book which enables receipts to be written and forwarded to the participants.
  2. The templates are tax compliant and have the wording “This document will become a tax invoice for GST purposes when you make payment. Please copy of this form”. 
  3. Campus Central can also produce a tax invoice/receipt.

These receipts are an official tax invoice/receipt.

How do I process the payments from each registration form?

You can send the payments for processing to:

  1. Finance Unit - all cheques and credit cards only
  2. Campus Central - all cash and cheques only

Finance Unit requires:

  1. Event details, cost centre code,
  2. Copies of the registration forms or the blue copies of the receipts from the Cash Sales receipt book detailing the credit card payment details, and
  3. Cheques to be banked.

Campus Service requires:

  1. The PLU number for the monies to be banked in the appropriate code, and
  2. Cash and or cheques.

 

How do I invoice a company (debtor) that owes us money?

An FS19 Request for an Invoice form must be completed and forwarded to Finance.

What is the process?

Finance Unit will generate a tax invoice direct from the finance system to be sent to the company. The company will then pay this invoice by cheque, direct debit into the University’s bank account or credit card. Bank details are clearly marked on the tax invoice.

Can I create my own tax invoice?

No. An FS19 must be completed and forwarded to the Accounts Receivables in the Finance Unit for processing into the Finance One system.

Is there a $ limit when generating a tax invoice?

Invoices for $200 or less should use another method where possible eg credit card.

I have indicated the wrong cost centre on the invoice, how do I fix this?

An FS11 journal transfer will need to be completed. Please contact your local finance officer.

How do I find out if a debtor has paid our invoice?

There are a number of methods:

  1. Searching for the payment in Finance One using the Accounts Receivables/Executive Enquiries modules in the system, or
  2. Checking the debtors section on UniSAinfo Finance if you are a cost centre manager.

What do I do if the debtor refuses to pay us the money it owes?

There are a number of methods for recovering overdue debts.

  1. Cost Centre Manager must request follow up by debt collection agency by contacting the Accounts Receivables in the Finance Unit, or
  2. If all attempts to retrieve monies fail, the debt may ultimately be written off by contacting your Finance Officer in your area or Accounts Receivables in the Finance Unit.  The Cost Centre bears the cost of revenue previously earned if the amount is written off.

The appropriate cost centre manager must authorise any debts to be written off.  This is further authorised by the Director Finance.

What cost centre should I use for payments from debtors?

All invoices are immediately credited to cost centre at time of issuing invoice.  (Receipts must be paid into the debtor's account).

Who is responsible for following up debts?

The cost centre manager is responsible for following up debts in the first instance. If further assistance is required, the debt can be referred to Accounts Receivables in the Finance Unit.

 

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