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Purchases, claims and credit cards

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Making a claim for reimbursement or cash advance

Claim forms

download from the Finance Forms page:

  • General claims form (min $50.00)
  • Entertainment claims form
  • Petty cash

Filling out forms would have to be one of the most mind-numbing activities known to humankind. However, for the faculty finance officers to process your financial requests in a timely and efficient way, every section of each form must be filled out fully and clearly, including cost centre and fund details. This will save time and double handling.

For personnel claims, you need to fill in your name, personnel number and under the address "Faculty of Education". Other claims will need complete details including the address.

General claims form (No IAS005)

Q When do I use a general claim form?

A general claims form is used:

  1. When seeking personal reimbursement from the faculty for expenses you have incurred that specifically relate to business (e.g. travel, petrol, accommodation, meals)
  2. When seeking a cash advance for expenses you expect to incur that specifically relate to business (e.g. travel, petrol, accommodation, meals) and are likely to be $50 or more.
  3. When you want the faculty to initiate payment to a third party for a work related expense, e.g. conference registration, professional membership fee, subscription for journals, etc. When using the claim form for this purpose, and before payment can be made, you will also need to submit a tax compliant invoice from the third party, made out to the University.

Q What do I need to know when completing a general claim form?

It is important to complete every part of the form. Pay particular attention to the following inclusions:

  • Your staff ID number
  • A detailed description in Australian dollars (AUD) of each expense incurred (or to be incurred in the case of a cash advance). This should be supplied to the Finance Office in a spreadsheet format with similar items clustered together, e.g. 'meals' 'taxis' 'accommodation'.
  • An outline of how the expense is related to business
  • The applicable currency code if expenses were incurred overseas (e.g. EUR, USD).
  • Cost centre and fund details out of which expenses are to be paid
  • Tax-compliant invoices for every business-related expense Sign off on the form by your supervisor. Without this, the form cannot be processed.

Entertainment claims form (No IAS023)

Under certain circumstances FBT will need to be applied to the claim. This is complicated and should be discussed with your campus finance officer.

Q When do I use an entertainment claim form?

If you buy food, drink and/or recreation it would be best to fill in the forms for entertainment and let Central Finance judge if FBT is applicable. An error could bring about a costly fine.

In general the University position is that the Entertainment form/process needs to be used, when an invoice or claim form may appear to have an element of "entertainment" by way of food, drink and/or recreation provided to University employees and their associates or clients. This is a minefield and best to error on the side of caution. Remember they judge it on the information that you give, so be as precise as you can be.

Q What do I need to know when completing an entertainment claim form?

It is important to complete every part of the form. Pay particular attention to the following inclusions:

  • The number of people that attended the function, broken down into specific categories of staff, clients (including colleagues from other faculties), associates of staff (e.g. friends/family)
  • Whether alcohol was served
  • Sign off on the form by your supervisor. Without this, the form cannot be processed.
Petty cash claims form

Q When do I need to complete a petty cash form?

Petty cash forms should be completed when seeking reimbursement for expenses of less than $50.00 that relate to internal business expenses of the faculty. If purchases exceed $50.00 on a single day or single transaction, you will need to complete a general claims form. Federal tax laws to not allow you to split purchases into multiples (two or more receipts under $50) to avoid using a standard claim form.

Q What do I need to know when completing an entertainment claim form?

In addition to the normal information entered on a claim form, you will need to complete the following additional information when claiming for entertainment. Any backup documentation that you have should be attached.

  • The date of the expense, a summary description of the particulars of service, the currency code and the amount. Note : If the payment is to be in a different currency to the currency code and amount quoted above, then write in the particulars of service "pay equivalent in ???" (e.g. USD for American Dollars, AUD for Australian Dollars, etc).This area must be completed by "Z" ruling off any unused lines. The "Amount" fields must be completed with a total claim value in the "Total" field. (Your finance office can help with this entry)
  • The claim form must indicate the "Number of People attending" the entertainment function and split those numbers into : "Employees / staff", "Clients / non-staff", "Associates of staff"
  • Tick the appropriate box relating to the serving of alcohol.
  • Tick the appropriate box to indicate whether or not the employee / staff member was travelling when the entertainment was provided. If they were travelling provide details. Details would include, where they travelled, how long they were away, and why they travelled, e.g. conference.

Cash advance

Q When can I get a cash advance?

You may request a cash advance when travelling for university business (e.g. for an undergraduate field trip, research trip, or overseas conference) , you do not have a University credit card and the expenditure will exceed $50 .

Q What do I have to do?

You will need to complete and submit to your campus-based travel finance officer:

  • A general Claim form (No IAS005), a minimum of two weeks prior to departure. Write 'cash advance for XXX trip' on the form and provide an explanation of the nature, place and dates of the activity (e.g. conference on adult education, Toronto,from 24 January 04 to 10 Feb 04).
  • The Cash advance reconciliation form (xls 13Kb), together with all tax compliant receipts of expenses and a business travel diary if required, within six weeks of your return. The Faculty finance team will use the information you provide to complete the more complex University reconciliation form on your behalf.
Tax-compliant invoices

Q What is a tax-compliant invoice for the purposes of reimbursement?

Proof of purchase invoices must be presented with the claim. Invoices should be original and have the following included on the document.

  • the term 'tax invoice'
  • the supplier's ABN number
  • reference to whether GST is included or not (applies to Australia only)

If over $1,000 you will need to have either the full address of Monash University noted or "Monash University" with our ABN noted.

Q What is a tax-compliant invoice for the purposes of paying an external supplier?

All of the above. In addition the invoice from an external supplier should display Monash University 's name and address, and its ABN number which is 12377614012 if the amount is in excess of $1,000.

Monash Westpac Procurement MasterCard (MWPM)

University policy and procedures.

Q Who may apply for a MasterCard?

Any staff member who is travelling in Australia or overseas on faculty business may apply for a MWPM by completing an application form and submitting it to their campus finance officer. Final approval is by Approving Officer or delegate.

Q For what can I use the MasterCard?

The MasterCard can only be used for travel-related business purposes (transport, food, accommodation, visa and other fees), not for general purchases such as books or memberships, even if the latter are work related, unless the cardholder has been assigned an appropriate POSC profile for low value purchases.

Q What do I need to know before applying for a MasterCard and how do I pay it off?

Please read the following information before applying for a Monash Westpac Procurement MasterCard:

  • Loss, theft, damaged cards or any misuse must be immediately reported to Corporate Finance and Westpac. Cardholders may be required to explain any non-permitted purchase.
  • A cardholder's expenses can only be authorised by the cardholder's Approving Officer.
  • After two consecutive months uncleared expenses, your card will be suspended.

Q How long is the application process?

A minimum of two weeks.

Purchasing goods

Q What is the difference between 'goods' and 'services'?

Goods are physical items which are purchasable for use. Services are the result of human (physical or mental) labour, provided by a consultant or contractor. For advice about paying for services see Employment of staff and consultants page.

Q What do I need to know about the supplier before I make a purchase?

You will need to the Products and Suppliers web page to establish if the vendor is a Monash University preferred supplier.

  • If the goods are offered by a preferred supplier, proceed to order as below.
  • If the same goods are offered by a preferred supplier and you choose an alternative supplier you will need to justify your decision by provision of a quote from the supplier of choice, indicating sufficient reduction of cost to merit the alternative or another acceptable reason.
  • If the goods or services are not offered by an existing preferred supplier, contact the Finance Office in order to have a new vendor created in SAP.

Q How do I order?

The process is as follows:

  • Research the specific details for the purchase, e.g. price, quantity, whether GST inclusive
  • Complete a Purchase Requisition Form. Include all details, including the cost centre and fund from which monies are to be drawn for the purchase
  • Obtain sign off on the form by your supervisor. Without this, the form cannot be processed.
  • Submit completed and signed form to your campus finance officer. Staff in the Finance Office will then fax the purchase requisition form to the supplier
  • Sign off to acknowledge intact receipt of the goods (your responsibility) and forward to your campus finance officer the supplier's invoice to Monash University . The Finance Office will arrange payment.