Reimbursements are made in the form of a CASH cheque or a transfer of funds to the Debit Card. Prompt and accurate completion and submission of these forms ensures petty cash is always available in the kindergarten. A system of Debit cards will be introduced shortly. These cards hold a pre-loaded amount of money for larger purchases. The Debit Card system will be acquitted in the same manner as Petty Cash with each transaction coded and supported with a receipt. The Debit Card use is similar to a credit card, however there is a limited amount of pre-loaded money. For a larger approved purpose e.g. replacement sand for the sand pit; an additional sum of money can be on the Debit card to cover the cost of the purchase. Approval for these transactions must be ‘loaded’ planned prior to the activity. The Treasurer/ Chairperson and Kindergarten Coordinator can request UCVT Finance team to increase the funds on the debit card. This request can be made during business hours or via email for the amount quoted for the purchase. Reimbursements will be made when petty cash is insufficient. There are occasions when a staff member or individual PAC member has paid for an approved purchase of their own pocket’ that requires ‘out reimbursement. Approval from the PAC or Kindergarten Coordinator must be gained prior to the purchase. Reimbursements will not be made unless correctly authorised. For example a staff member on holiday overseas purchases a number of cultural interesting items. They will be reimbursed on receipt of the completed form and substantiation of the cost of the purchase. Claim forms process Completed forms plus all receipts are submitted by mail or scanned to: Hang Nguyen UCVT Finance team 9251 5239 or hang.nguyen@victas.uca.org.au –
Reimbursements are made in the form of a CASH cheque or a transfer of funds to the Debit Card. Prompt and accurate completion and submission of these forms ensures petty cash is always available in the kindergarten. A system of Debit cards will be introduced shortly. These cards hold a pre-loaded amount of money for larger purchases. The Debit Card system will be acquitted in the same manner as Petty Cash with each transaction coded and supported with a receipt. The Debit Card use is similar to a credit card, however there is a limited amount of pre-loaded money. For a larger approved purpose e.g. replacement sand for the sand pit; an additional sum of money can be ‘loaded’ on the Debit card to cover the cost of the purchase. Approval for these transactions must be planned prior to the activity. The Treasurer/ Chairperson and Kindergarten Coordinator can request UCVT Finance team to increase the funds on the debit card. This request can be made during business hours or via email for the amount quoted for the purchase. Reimbursements will be made when petty cash is insufficient. There are occasions when a staff member or individual PAC member has paid for an approved purchase ‘out of their own pocket’ that requires reimbursement. Approval from the PAC or Kindergarten Coordinator must be gained prior to the purchase. Reimbursements will not be made unless correctly authorised. For example a staff member on holiday overseas purchases a number of cultural interesting items. They will be reimbursed on receipt of the completed form and substantiation of the cost of the purchase. Claim forms process Completed forms plus all receipts are submitted by mail or scanned to: Hang Nguyen – UCVT Finance team 9251 5239 or hang.nguyen@victas.uca.org.au
000%20Financial%20procedures%202015%20final%20version.docx