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
Michael Bottroff (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 company’s 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.
Project Proposals
When developing the project budget for a proposal it must be done using The
Wark pricing template:
\\Warkserv\pricing
Once completed, a copy of the proposal along with the completed pricing template must be forwarded to
Paul Luppino for processing onto the University’s Project Quality System (PQS). Until the project has been accepted onto the PQS and the appropriate approvals completed, it must not be sent to the client. You will be notified within a couple of days (usually same day or next) that all is okay for the proposal to be sent.
If you require assistance with the budget process, please contact Paul
Luppino.
Insurance
Refer to the UniSA
insurance home page. If you require any further information, please contact
Paul Luppino.
Cost Centres
Before a cost centre can be established the proposal (previously entered onto the PQS) must be accepted by the client in writing. A copy of the acceptance should be forwarded to Paul Luppino for processing. Once the cost centre has been established you will be given a unique number, which you will need to remember for all future transactions relating to the project.
To obtain additional information pertaining to the cost centre structure please refer to the
UniSA chart of accounts web page.
Cost centre managers (chief investigators) can obtain updates on their cost centre (project) budgets at any time by contacting either
Maureen Terry or Paul
Luppino.