Finance operational plan 2010

Service Description	Objective	Finance Unit Responsibilities
Accounts payable
Vendor Creation	To create/amend a vendor in ESP Finance with the correct information	Fax Create / Amend Vendor Form and / or Statement by a Supplier form fax to Vendors at F&BS
Individual Contractors/Consultants (Sole Traders)	To confirm the status of the proposed relationship, and identifiy and manage the legal issues and risks arising	Upon receipt of tax invoice check ABN registration to determine status of the individual as a contractor If individual is sole trader, return tax invoice to the requestor for completion of Employee/Contractor Checklist and Contract Agreement if required Upon receipt of completed paperwork process in ESP Finance Approve voucher in ESP Finance
Vouchers	To process payment expenses upon receipt of correct paperwork within turn around times	Check approval against delegations table and GLC Check vendor in ESP Finance Process in ESP Finance (in accordance with payment runs and payment terms) Approve voucher in ESP Finance
Reimbursements	To reimburse staff/ students/visitors for work related expenses upon receipt of correct paperwork within turn around	Staff/student/visitor to complete Claim for Reimbursement form and attach all original receipts Check approval against delegations table and GLC Check vendor in ESP Finance Process in ESP Finance (in accordance with payment runs and payment terms) Approve voucher in ESP Finance
Advance payments made on ANU Purchase Cards	To pay for books, subscriptions, memberships, uniforms, conference registrations etc using an ANU purchase card	Check approval against delegations table and GLC Process in ESP Finance Approve voucher in ESP Finance
Voucher Register	To report on approved vouchers	Run voucher register in ESP Finance Collate approved vouchers in numerical order and attach to report Scan all documents and file in appropriate area on S drive Deliver hardcopy voucher register to F&BS
Accounts receivable
Customer Creation	To create/amend an accounts receivable customer in ESP Finance with the correct information	Complete online customer create form via Apollo F&BS to activate/amend new customer
Request for Invoice	Bill an external body for goods/services sold/supplied	Requestor (staff member) to fill out Request for Invoice form and attach relevant supporting documentation Check customer details, obtain delegate's authorization, process in ESP Finance Approve invoice in ESP Finance
Invoice Register	To report on approved accounts receivable invoices	Run invoice register in ESP Finance Collate approved invoices in numerical order and attach to report Scan all documents and file in appropriate area on S drive Deliver hardcopy invoice register to F&BS
Request for Credit Note	Correction of invoice raise	Complete Request for Credit Note form, attach relevant supporting documentation and obtain delegate approval Forward to F&BS for processing
Request for Write Off	When outstanding invoices can not be recovered	After all recovery attempts have failed (must be documented), complete Request for Write Off form and attach relevant supporting documentation Obtain delegate signature, items over $5000 also require additional delegate approval by CFO in F&BS
Outstanding Debtors	To report on unpaid invoices past due date	Run outstanding debtors report in ESP Finance Review outstanding list and email contact on the Request for Invoice form Outstanding debts greater than 90 days refer to debt collection via F&BS
Purchase cards
Card Holder Agreement	Agreement between the University and Card Holder setting out the terms and conditions of use	Once delegate approval has been obtained, the staff member is required to complete the Card Holder Agreement form and Purchase Card Application form Organise appropriate delegation Forward paperwork to F&BS for processing
Reconcile ANU Purchase Card	Outstanding credit card transactions are reconciled with receipts and entered into ESP Finance	Run outstanding purchase card transaction report in ESP Finance Distribute report to purchase card holders, card holders must complete report and attach supporting documentation (original receipt/tax invoice, FBT declaration etc) Clear purchase card transactions in ESP Finance
Disputed Items	Purchase card transactions that are not valid	Card holder must dispute the transaction within 90 days of the transaction Complete dispute form and forward to Business Card Enquiries
Missing Purchase Card Receipt	Clear purchase card transaction when receipt is not issued/missing or lost	Card holder must completeMissing Purchase Card Receipt Declaration form and obtain delegate approval Clear in ESP Finance
Journals
Journal Entries	To correct or move funds to/from different general ledger codes	Request received from administrator/grant holder or discovered during ledger integrity check Enter journal in ESP Finance Approve journal in ESP Finance
Receipting
Receipting of Payments	Receipting of monies from various sources e.g. conference registrations, book purchases via cheque, Visa Card, MasterCard or money order	Request for Receipt of Funds received from administrator Receipt funds in ESP One Stop System Distribute receipts to administrator
Reconcile Banking	Once receipting is completed ensure that report reconciles	Check credit card, cheque and money order totals match the X report and EFTPOS machine totals Verify balance Run the Z report and complete the deposit slip and bank bag information
Disputed Transaction	Credit card payments that are disputed by the card owner	Check transaction for the date of dispute Take a copy of the supporting documentation relating to the transaction and fax it to the Card Services Centre with a copy of the dispute letter
Purchase orders
Raise Purchase Order	Place order for goods or services over $5000 in value (or goods that are attractive items e.g. computer equipment)	Approved Request for Purchase Order form received with quote attached Enter purchase order in ESP Finance Approve purchase order in ESP Finance Dispatched automatically or manually on request
Receipt of Goods	Record of goods received	Enter goods received in ESP Finance Upon receipt of invoice, match to purchase order in ESP Finance (i.e. invoice paid and purchase order closed)
Outstanding Purchase Orders	Review of outstanding purchase orders	Run outstanding encumbrance report Review all outstanding purchase orders to ensure that are still valid, if not close
Assets
Acquisition	Assets are equipment items over $5000 in value that need to be added to the register	After a purchase order is raised and item is receipted add item to Asset Register in ESP Finance within the current accounting period
Stock take	To physically sight assets/artworks at least once every two years to comply with F&BS requirements	Physically site asset/artwork Record any variances in stock take report
Disposal	Removal of asset/artwork from the asset register	Complete Disposal of Assets form, indicate reason and obtain approval by delegate Dispose of asset in ESP Finance Forward paperwork to F&BS
Q accounts
	An account that is established for discretionary use or contract research/consultancy/gift/donation or sale of goods and services	Initial discussion with CReST regarding proposal/application and contract Prepare budget in conjunction with applicant Authority to Apply, Authority to Accept completed by applicant and forwarded to delegate for review and approval Application logged in ARIES by CReST Notification of award Send GLC creation request to SPF Review and upload annual and whole of life budgets to ESP Finance Run and send financial statement to account holder at the end of each accounting period Complete financial reporting as outlined in the contract Request closure of account upon completion of project
S accounts
ARC Grants	Australian Research Council Grants	Initial discussion with CReST regarding proposal/application and contract Prepare budget in conjunction with applicant Authority to Apply completed by applicant and forwarded to delegate for review and approval Application logged in ARIES by CReST Application forwarded to ARC Notification of award Contract signed Send GLC creation request to SPF Review and upload annual and whole of life budgets to ESP Finance Run and send financial statement to account holder at the end of each accounting period Complete Yes/No statement annually F&BS reporting to ARC Review grant on regular basis to ensure compliance with terms and conditions Request closure of account upon completion of project
Non ARC Grants	A fund bound by specific terms and conditions with a specific outcome. Fund must be spent as per the contract and unspent funds must be returned to the granting body	Initial discussion with CReST regarding proposal/application and contract Prepare budget in conjunction with applicant Authority to Apply completed by applicant and forwarded to delegate for review and approval Request logged in ARIES by CReST if bound by contract Notification of award Contract signed Send GLC creation request to SPF Review and upload annual and whole of life budgets to ESP Finance Run and send financial statement to account holder at the end of each accounting period Prepare financial statements for donor/funding body as per contract Review grant on regular basis to ensure compliance with terms and conditions Request closure of account upon completion of project
Other SPF duties
Fund Statements	Production of interim and final fund statements to granting bodies	Notification received from SPF that statement is due Review all transactions to ensure compliance with grant conditions and funding rules Process adjustments as required Produce financial statements Send financial statement to F&BS for certification and distribution to granting body
HERDC Reporting	Verification of grant income eligible for DEST reporting	Data provided by SPF in spreadsheet Review spreadsheet and grant paperwork to ensure all eligible income is included in the return Make any amendments to HERDC return Obtain delegate approval on HERDC return Forward to SPF
Budgets	Loading of project budgets to ESP Finance	Review initial budget provided in application Hold discussion with grant holder in relation to amendments to budget Upload annual and whole of life budgets into ESP Finance If no original budget, develop, if continuing grant, analyse prior year income and expenditure levels to determine current budget
Enquiries
	Ad hoc	Request dealt with on a case by case basis
Reporting
	Period reporting R Ledger Q Ledger S Ledger Purchase Cards Outstanding Invoices Uncleared Advance NB: Accounting periods are every 4 weeks of which there are 13 per year	Run report books in ESP Finance Run transaction download in ESP Finance Run Outstanding Purchase Cards Report in ESP Finance Run Outstanding Invoice Report Run Uncleared Advances Report Analyse data and take action where necessary Update Income and Expenditure Projections page with information Update student enrolments in modeling sheet Reconcile Q63510 33 Reconcile R63219/01 Reconcile Optus Account Reconcile staff allowance balances Distribute information to Executive and relevant account holders
Budgets
	Salary projections	Update salary projections spreadsheet monthly
	Development for next year	Send request for budget information to IT, Marketing, Services Office, Head of School, Dean's Office, Student Administration and grant holders Input information to budget templates Once allocation information received from F&BS input into spreadsheet Obtain approval from delegate Construct journal and forward to F&BS for upload to recurrent ledger Upload S & Q budgets in ESP Finance
Meetings
	Finance Committee	Write and distribute minutes and agenda Complete action items
	Legal Workshop	Period Financial Reports
	Finance & HR Team Meeting	Discuss pending items, upcoming issues, current projects etc
	Grants/Contracts	Discuss on a monthly basis pending items, upcoming issues

Insurance
	To provide local advise on University Insurance	Respond to local enquiries and seek additional advice from the University Insurance Office on insurance issues Ensure that the ANU College of Law Staff understand policy coverage Follow through with any claims
Insurance Pack	Provide information requested by the Insurance Office to assist with the University's renewal of its policy	Gather data and complete questions Obtain signature of delegate prior to submission of the return Submit return to Insurance Office
FBT
	Ensure that FBT declaration forms are completed prior to payment/reimbursement	Provide local advice to staff members on events that give rise to FBT Ensure that the FBT declaration is completed prior to reimbursements/payments via accounts payable
	Completion of FBT return	Collect mileage on ANU College of Law owned vehicles Check other FBT related activities Complete all schedules in the FBT pack Obtain delegate signature on declaration Submit return to F&BS
Travel Diary Reconciliation	Monthly reconciliation of travel spreadsheet to ensure all travel diaries have been submitted	Email employees to remind them of the timeframe and importance of submitting a travel diary
Vehicle management
	Acquisition/Disposal of University owned vehicles	Organise the purchase/disposal of University vehicles according to University policy and senior staff entitlements
	Maintenance of University owned vehicles, including repairs, fuel card, registration and insurance	Liase with Fleet Services to ensure vehicle is maintained in good working order
Delegations
	Maintain ANU College of Law and NCIS delegations list	Advise on position profiles as required Maintain the Delegations System, held within the HR Management System Arrange for the Principle Delegate to sign off on the Assign Delegations to Position and Exception pages from the Delegations System Fax the Assign Delegations to Position and Exception pages to Council and Board Secretariat
Policy and procedure
	Develop local policy and procedures as required	Document local procedures Upload procedures to Finance and HR webpage Develop knowledge of University policies and procedures Provide advice as required

Finance & Human Resources Unit

Finance operational plan 2010

Accounts payable

Accounts receivable

Purchase cards

Journals

Receipting

Purchase orders

Assets

Q accounts

S accounts

Other SPF duties

Enquiries

Reporting

Budgets

Meetings

Insurance

FBT

Vehicle management

Delegations

Policy and procedure