Staff and students are required to complete an internal requisition form for all purchases (including IT items such as hardware, software and accessories) as they are required for reconciling accounts. This must include the following:
- cost centre code
- name of person ordering goods
- supervisor's signature
- date order placed
- date goods required
- name of supplier, address, phone no, fax no (if known)
- full description of goods, together with catalogue numbers (if known).
The white and blue copies of the requisition form are then given to Paul Wotley (for non-IT items) or
Shanahan (for IT items).
Goods Obtained From Store Stock
The store currently stocks a large selection of laboratory consumables, chemicals, nitrogen cylinders, stationery, computer consumables, paper and protective wear. Staff and students are required to complete an internal requisition form for all goods obtained from store stock. This must include the following:
- cost centre code
- name of person requiring goods
- supervisor's signature (essential)
- date goods taken
- full description of goods.
The cost is deducted from the relevant cost centre at the end of each month.
Supplies of "G" size HP Nitrogen are kept as store stock (refer to "goods obtained from store stock") but any other gases need to be ordered by Paul Wotley as per normal purchasing procedures. Note that BOC charge a rental fee for all cylinders from the time of the initial purchase until such time as the cylinders are returned to them. This charge is deducted monthly from the cost centre indicated in the initial purchase of the cylinder. Please return all cylinders that are empty or no longer required to The Wark store in Building R.
The key to the bulk liquid nitrogen tank is available from any member of Scientific Services in Q2-02. For safety reasons, only persons who have undergone training by BOC are permitted to access the bulk liquid nitrogen tank.
The key to access the dewer from the Instrument Lab (IW1-3) can also be obtained from any member of Scientific Services in Q2-02. A short test to assess the risk of using liquid nitrogen must first be completed before the key is obtained. The following information will then need to be completed in the log:
- Name of person
- Amount of liquid nitrogen taken
- Cost centre (essential)
The cost will then be deducted from the relevant cost centre on a regular basis.
Staff and students must obtain an order number from Tracy Greeneklee or Christina Koutlakis before any external work can be undertaken. This includes all services for which we will be charged. You will need to advise Tracy or Christina of the name of company providing the service, the cost centre it is to be paid from, and an approximate cost. Any invoices received that do not contain this order number will be deemed to be a personal expense of the person concerned.
All invoices should be forwarded to
Tracy or Christina (or email to: firstname.lastname@example.org) for payment. Also a
Request for an invoice form must be completed if any of the charges are to be invoiced to a third party.
Please see Paul Wotley (R1-21) for the necessary paperwork that needs to be completed. A cost centre code is required.
Purchases of up to $50-00 can be claimed from petty cash. The original paperwork needs to be given to Tracy or Christina who will assist you in completing the relevant paperwork. All petty cash receipts must contain the company's name, ABN and full details of any GST paid. The original documents and petty cash voucher then need to be photocopied and the photocopy given to Tracy or Christina. The originals can then be taken to Campus Central for a cash reimbursement.
Purchases in excess of $50-00 must be processed through Promaster by the claimant. The relevant paperwork (eg tax invoice, receipt, document control report and copy of your credit card statement) is then forwarded to either Tracy or Christina for verification and approval. Payment will be made directly into your bank account through Central HR.
All invoices or delivery dockets (paid and unpaid) should be forwarded to either Tracy or Christina (or email to: email@example.com) for processing.
An invoice will only be raised if a Request for an invoice form has been completed and forwarded to either Tracy or Christina together with all documentation to substantiate the claim.
When developing the project budget for a proposal it must be done using The Wark pricing template:
Once completed, a copy of the proposal along with the completed pricing template must be forwarded to Paul Luppino for processing onto the University's Project Quality System (PQS). Until the project has been accepted onto the PQS and the appropriate approvals completed, it must not be sent to the client. You will be notified within a couple of days (usually same day or next) that all is okay for the proposal to be sent.
If you require assistance with the budget process, please contact Paul Luppino.
Refer to the UniSA insurance home page. If you require any further information, please contact Paul Luppino.
Before a cost centre can be established the proposal (previously entered onto the PQS) must be accepted by the client in writing. A copy of the acceptance should be forwarded to Paul Luppino for processing. Once the cost centre has been established you will be given a unique number, which you will need to remember for all future transactions relating to the project.
To obtain additional information pertaining to the cost centre structure please refer to the UniSA chart of accounts web page.
Cost centre managers (chief investigators) can obtain updates on their cost centre (project) budgets at any time by contacting Paul Luppino.