Accounts Payable, purchase requisitions, purchase orders, credit cards

1. Accounts Payable, purchase requisitions, purchase orders, credit cards RMIT University-Financial Services Group

2. Background • From 2007 some processes in Accounts Payable function were changed: The purpose of this meeting is to go through the authorised processes and see how we can ensure that we follow RMIT’s current policies and procedures as well as take notes regarding any system problems that you are experiencing at the school. RMIT University-Financial Services Group

3. Purchase Requisitions, Purchase Orders, Supplier Invoices For guidance regarding the processes please refer to the website: http://www.rmit.edu.au/browse;ID=n9tdu0t1zz391 • Purchase requestion formis created by the person that requires supply of goods or services it must have all fields completed. • Purchase order is created centrally and sent to supplier. The system was developed to ensure that a confirmation e-mail is sent to the requestor on the requisition form. There were some early teething problems with this function but these have now been rectified. • In the instances where goods or services were provided prior to raising Purchase Requestion invoice payment to suppler will be processes based on the authorised invoice. • List of current Vendors, GL codes and authorised signatures are provided on the website (see link above) RMIT University-Financial Services Group

4. Issues from FSG point of view • Purchase requestions still being submitted when goods and services have already been delivered. PR is not required in this situation, please just send an authorised invoice. • Sometimes forms are submitted without the authorised signatures. Forms must be sign by the relevant personnel. The list of signatures is provided on the website. • Change in Purchasing processes is not related to the current procurement policies it means that where required we expect to see: • Quotation/s when required. • Tender waiver when required. Relevant Procurement policies can be found on the relevant website: http://www.rmit.edu.au/browse;ID=yx1q8pgbg7n01 RMIT University-Financial Services Group

5. Issues from FSG point of view (continue) • Purchase requestions submitted with missing details, being: • GL account missing or incorrect • Asset details missing (must be provided for Asset related transactions) • Delivery address missing • Vendor Fax number missing • No indications if send to Vendor is required. • Purchase requisitions submitted which are illegible. The should be completed in block letters or typed. This is particularly important when we receive them by fax. RMIT University-Financial Services Group

6. Follow up on payment to suppliers: • Please remember that supplier may contact Accounts Payable team regarding outstanding payment. • Keryn Hartin: Phone 9925 2759. Email: keryn.hartin@rmit.edu.au • Melissa Reginio: Phone 9925 3641. Email: Melissa.reginio@rmit.edu.au • Lyn Gardner: Phone 9925 2009. Email: lyn.gardner@rmit.edu.au • Kylie Chatfield Phone 9925 1025 Email kylie.chatfield@rmit.edu.au • Please note that if invoices are not submitted i in the timely manner, payments are delayed. In the instances where Accounts Payable team does not have an invoice at the time of the supplier’s inquiry , we would have to refer a supplier back to the area requiring the supply. RMIT University-Financial Services Group

7. Credit cards New Credit card policies can be located at: http://www.rmit.edu.au/browse;ID=5dmfxgcbq5v4z • Please note that the same restrictions apply. • Some differences are: • Two level of credit limits: $2,000 and $5,000 and • Limit on P cards increased from $25,000 to $50,000 • It was noted by both Internal and External Audit that we have number of credit card expenses that are not authorised by the appropriate person. • Staff member has ability to change an authorised officer at the time when usual authorised person is not available. Relevant form can be downloaded from the website. RMIT University-Financial Services Group

8. Travel allowances New process for travel allowances from 30 May 2007 http://www.rmit.edu.au/browse;ID=swv2vrsvtpy5 • Travel Advances will be replaced by Per Diem from 30 May 2007. • Staff members will have a choice of claiming reimbursement of the actual expenses or using Per Diem payment, a staff member can avail themselves of an approved Per Diem or another reimbursement method, but not both. • Payment using Per Diem method will be done via payroll. • Pleasenote that although a travel advance is no longer available, all travel advances processed prior to 30 May must still be acquitted as per the travel allowance procedure. RMIT University-Financial Services Group

9. Other reminders Staff reimbursement form should only be used by staff members, other claimants must use claim form All relevant forms are available of the website http://www.rmit.edu.au/browse;ID=qqtwf41w73k7z RMIT University-Financial Services Group

10. Blocked Accounts • Please refer to list of blocked accounts (will be published on the Intranet together with this presentation). If Account was blocked please do not use in GL Journals. • If you current template has one of the blocked accounts, could you please update template and use an appropriate account. • If you believe that any of the blocked accounts have to be unblocked please contact Financial Operations to discuss the reasons. RMIT University-Financial Services Group