Finance
Purchasing
Staff and students are required to complete an internal requisition form for all purchases (including IT items such as hardware, software and accessories) as they are required for reconciling accounts. This must include the following:
cost centre code
name of person ordering goods
supervisor's signature
date order placed
date goods required
name of supplier, address, phone no, fax no (if known)
full description of goods, together with catalogue numbers (if known).
The white and blue copies of the requisition form are then given to Paul Wotley (for non-IT items) or
Craig Hackney (for IT items).
Goods Obtained From Store Stock
The store currently stocks a large selection of laboratory consumables, chemicals, nitrogen cylinders, stationery, computer consumables, paper and protective wear. Staff and students are required to complete an internal requisition form for
all goods obtained from store stock. This must include the following:
cost centre code
name of person requiring goods
supervisor's signature (essential)
date goods taken
full description of goods.
The cost is deducted from the relevant cost centre at the end of each month.
Gas Cylinders
Supplies of G size HP Nitrogen are kept as store stock (refer to goods obtained from store stock) but any other gases need to be ordered by Paul Wotley as per normal purchasing procedures.
Note that BOC charge a rental fee for all cylinders from the time of the initial purchase until such time as the cylinders are returned to them. This charge is periodically deducted from the cost centre indicated in the initial purchase of the cylinder. Please return all cylinders that are empty or no longer required to The Wark store in Building R.
Liquid Nitrogen
The key to the bulk liquid nitrogen tank is available from Kerry
Zweck. For safety reasons, only persons who have undergone training by BOC are permitted to access the bulk liquid nitrogen tank. The following information needs to be recorded in the logbook:
date
name of person obtaining key (if they are obtaining liquid nitrogen on behalf of someone else this needs to be indicated in the log book)
amount of liquid nitrogen taken
balance of liquid nitrogen in tank
cost centre code (essential - cannot obtain key without it).
The cost will be deducted from the relevant cost centre on a monthly basis.
External Services
Staff and students must obtain an order number from Maureen Terry
before any external work can be undertaken. This includes all services for which we will be charged. You will need to advise
Maureen Terry of the name of company providing the service, the cost centre it is to be paid from, and an approximate cost.
Any invoices received that do not contain this order number will be deemed to be a personal expense of the person
concerned. All invoices should be forwarded to Maureen Terry for payment. Also a
Request for an invoice
form must be completed if any of the charges are to be invoiced to a third party.
Freight/Courier Services
Please see Kerry Zweck for the necessary paperwork that needs to be completed. A cost centre code is required.
Petty Cash
Purchases of up to $50-00 can be claimed from petty cash. The original paperwork needs to be given to
Maureen Terry who will assist you in completing the relevant paperwork. The original documents and petty cash voucher then need to be photocopied and the photocopy given to
Maureen Terry. The originals can then be taken to Campus Central for a cash reimbursement.
Purchases in excess of $50-00 must have the relevant paperwork completed by the
Maureen Terry. This is then forwarded to Accounts Payable at City East Campus and payment will be made directly into your bank account.
All petty cash receipts must contain the companys name, ABN number and full details of any GST paid.
Accounts Payable
All invoices or delivery dockets (paid and unpaid) should be forwarded to
Maureen Terry for processing.
Accounts Receivable
An invoice will only be raised if a Request for an invoice form has been completed and forwarded to
Maureen Terry together with all documentation to substantiate the claim.
Insurance
Refer to the UniSA insurance home page. If you require any further information, please contact
Paul Luppino.