Finance

COLLECTION OF MONIES 

Excursions: All monies for excursions etc should be paid to the General Office before or after school or during breaks. Prior to any camp, excursion or program which requires handling of money, staff should meet with the Business Manager to discuss budget costs and funding. The teacher in charge of the program provides a list of participating students to the General Office so that the excursion can be put onto the accounting system for each student, for receipting and tracking purposes. Teachers can request regular updates on the status of payments into the account and will receive a final statement at the conclusion of the activity. All receipts related to the activity must be provided within 48 hours of the activity, unless other arrangements have been made with the Business Manager. School Council will also receive a Profit/Loss report for each activity. Money collected must be stored in the safe in the General Office and banked regularly as per College Cash Handling Policy. Teachers should not collect monies or keep them in their desk, at any time. 

Fundraising activities: The Business Manager must be aware of any fundraising activity before it takes place and College Council must approve all such activities. Regular annual fundraising activities should be noted for approval at the March School Council meeting. Please note that College Council generally meets monthly so be prepared and plan ahead. Money collected must be stored in the safe in the General Office and banked regularly as per College Cash Handling Policy.

CHEQUES 

All payments to suppliers are preferably made by direct deposit into supplier accounts. Cheques can also be generated for payment. There are no cash payments. All processing is handled by the Finance Officer. There must be two signatures on each cheque-one is the College Principal and the other is a designated member of School Council so please allow at least one week for the issuing of a cheque for payment. Of note is the information that cheques are being phased out by banks so the preference for payment is direct debit, credit card or Bpay.

PURCHASING OF GOODS

Requests to purchase materials required in a particular program area must be authorised by the appropriate program leader. Purchases must be completed through eCases and counter signed by the Business Manager. All items for staff and student use must be purchased through program budget funds during the year they are allocated. All unused funds will be absorbed into combined College revenue for the following year. Program leaders will be able to request funds for significant purchases/costs through the annual budget process.

On receipt of goods, invoices should be returned to the office ASAP and signed for approval to pay. They should also be marked ‘Order Complete’ or ‘Part Order Only’. Invoices received in the mail will be forwarded to the program leader for approval before proceeding with the payment process. 

No goods are to be purchased for private-only use.

PETTY CASH 

Staff using their own cash/credit card to purchase items for use at the College, are to complete the reimbursement form available from the Finance Officer. The purpose and amount/s should be arranged prior to staff expending their own money for goods and/or services. Receipts must be attached for endorsement and prior to receiving reimbursement, only available through direct debit into personal bank account.

TEACHER PAY-EDUPAY SYSTEM

All salaries are direct-credited into one or more accounts of a staff member’s choosing. Staff are advised to check pay details closely. Staff can check by logging into EduPay to check pay and leave entitlements: https://www.education.vic.gov.au/hrweb/Pages/resources/eduPay.aspx

Additional queries about pay/leave should be directed to the Business Manager.