Finance

1.1 Petty Cash

Petty cash reimbursments are generally made when a team member:

(a)  purchases business related goods and / or expenses

(b)  requires an advance to cover business related travel

In all cases, purchases must be approved prior to expenditure.  A ‘petty cash voucher’ needs to be filled out and authorised by the Director and then signed by the recipient.  All petty cash vouchers MUST be covered by tax invoices with an Australian Business Number (ABN).  No tax invoice, no reimbursement.

If an advance is to be paid to a team member, it is their responsibility to submit an expense report within seven days of return reconciling the amount received with attached tax invoices (see appendix 3).

1.2 Purchasing

A ‘Purchase Order’ (see appendix 3) is required for the purchase of any goods and services (such as art and craft supplies, stationary, nappies, toys etc..).  These purchases must be authorised by the Director.  When the goods or services are received, the delivery docket signed by the appropriate team member should be attached to the ‘Purchase Order’ as proof of receipt.  Any purchase orders for Capital or Promotional Expenditure must by authorised by the Director.

1.3 Invoices

Invoices received from suppliers are matched by the Director to Purchase Orders to be cleared for payment.  If no Purchase Order has been raised, the invoice is forwarded to the Director to be authorised for payment.  Viewbank Early Childhood Centre will not accept responsibility for debts incurred on its behalf unless there has been written authorisation prior to the debt being incurred.

1.4 Expenses

An Expense Report (see appendix 5) is required to be filled out for business related expenses incurred such as travel, meals, etc.  The team member should complete this form, with all receipts attached, and have it authorised by the relevant Team Leader/Nominated Supervisor.

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