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Office of Financial Services

Our office is responsible for the University's financial affairs.

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The Accounts Payable team is responsible for processing all payments to creditors on behalf of Charles Darwin University, staff reimbursements, refunds, travel allowances, scholarships, prizes and awards.

Payments are processed by electronic funds transfer (EFT), cheque, telegraphic transfer (TT), bank draft, MasterCard and internal transfers.

  • EFT payments are processed each Thursday. Funds transfer from the University's account to payee's bank overnight for direct deposit to the payee's account. Remittance advices are sent via email or facsimile or mail as nominated by the payee
  • Cheques are printed each Wednesday for mail out on Thursday
  • Telegraphic transfers are processed weekly. Payees are emailed or faxed a copy of the transfer confirmation
  • Foreign currency drafts (international cheques) are ordered monthly and mailed out via international registered post.

Download Accounts Payable forms.

Find out more information about end of year financial requirements.

Requests for new suppliers to be set up in Oracle Financials or amendments to suppliers existing details may be done by completing the Suppliers or Staff Bank Details forms (see below) and emailing suppliers@cdu.edu.au

All requests for suppliers will be processed within 2-3 days of receipt of the request. For urgent requests please email the form first and then call 08 8946 6232.

Suppliers may provide their bank details for payment via EFT by completing the form Supplier Bank Details for EFT Payment (see below).

Supplier Bank Details for EFT Payments
Supplier Bank Details for Telegraphic Transfer (T/T)
Staff Bank Details for EFT Payments

General university requirements of suppliers

Purchase orders are required to support each and every transaction with Charles Darwin University. The invoice should reference the purchase order number to which it relates.

The University requires all suppliers who are registered for GST to provide a tax invoice for purchases over $82.50 including GST.

To be tax compliant tax invoices must be addressed to Charles Darwin University, not to employees of the University or areas within the University.

Where a specific person or area's attention is required an "Attention to" may be added.

Supplier invoices should be numbered.

It is recommended that invoices should not be sent with the goods or handed to University staff. They should be sent to Accounts Payable to reduce the risk of the invoice going astray and delaying payment.

Mail to:

Charles Darwin University
Accounts Payable Orange 12
Casuarina campus
Darwin NT 0909

F: 08 8946 7070
E: payables@cdu.edu.au

Alice Springs suppliers mail to:

Charles Darwin University
PO Box 795
Alice Springs NT 0871

F: 08 8952 9856 or hand deliver to Grevillea campus

Under the Pay As You Go (PAYG) legislation, a supplier which does not quote its ABN on an invoice, or provide a Statement by a supplier declaration (PDF 139KB), must have 46.5% (the top marginal rate plus the Medicare levy) of the invoice total withheld.

The University processes payments by cheque and Electronic Funds Transfer (EFT). Both posting of cheques and transferring of EFT payments occur each Thursday.

The University's standard terms of trade are thirty (30) days from date of invoice or receipt of goods - whichever is the latest. These terms of trade may be varied by specific written contractual arrangements or with the approval of the Chief Financial Officer, Finance and Asset Services. All applications for varied terms should be in writing to the Payables Manager and include detailed reasons.

Team members and contact details

For general queries on supplier (creditor) accounts, staff allowanced and reimbursements

Vacant

Customer Service Officer

08 8946 6577

Princy Philip

Customer Service Officer (A - I)

08 8946 7194

Maria Valer

Customer Service Officer (J - Z)

08 8946 7278

For supplier maintenance, creation and amendments, bank account set-ups and amendments for EFT payments, MasterCard/iExpense Reports Pending Payables Approval, payment runs - cheque, EFT, foreign currency - drafts and telegraphic transfers, receipting holds, plus all of the above

Priscila Santos

Senior Customer Service Officer

08 8946 6232

For special payment requirements/problems, refunds, prize giving/awards, scholarship payments, invoice price holds, advance acquittals, Cabcharge eTickets plus all of the above (and below)

Rosemary Cormick

Senior Accounts Officer

08 8946 7087

For Accounts Payable management issues, anything outside normal procedures, plus all of the above.

Anna Ikonomou

Payables Manager

08 8946 6262

Voicemail is active on all Accounts Payable phones and is cleared regularly.

Generic email addresses:

  • payables@cdu.edu.au for supplier queries, receipt of supplier invoices, internet payment approvals, mastercard limit variations
  • suppliers@cdu.edu.au for supplier creation/amendments, bank detail amendment/queries.

Assistance with the University's business systems and financial processes plus training and/or re-training is available through the ORACLE (elVIS) HELP DESK on 08 8946 6039 or email elvis@cdu.edu.au.

The Charles Darwin University Accounts Receivable team's responsibilities include:

  • Customer service - responding to financial queries from students, staff, government bodies, employers and the general public
  • Monitoring and managing the debtor's database, financial records on the Callista student system, the CDU receipting system (OneStop) and accounts receivable in Oracle (elVIS)
  • Raising invoices, solving payment issues, and the debt collection process
  • Callista student system receipts with the general ledger receipts each month
  • Monitoring and dispersing material fees to faculties
  • Receipting of all payments, banking and end of day reports.

Download Accounts Receivable forms.

Learn more about end of year financial requirements.

Team members and contact details

Maria ThomasLedgers Manager08 8946 6221
Jennifer DesamitoLedgers Control Officer08 8946 6237
Nancy HalafihiLedgers Officer08 8946 6245
Agnes ZhuLedgers Officer08 8946 6495
Lene KjaergaardCustomer Services Officer08 8946 6248
Geraldine DebuqueCustomer Services Officer08 8946 6411

Each year Operational Plans and the resulting budget requirements for the next year are submitted from June - July.

Operational Plans are linked to the University Strategic Plan.

The process requires that "Strategic Initiatives" be evaluated and considered as "bids" for funding prior to finalising funding submissions.

Advice will be available to academic units of forecast student load.

The budgets are a combination of input from budget holders and meeting sustainability targets from the University's five-year plan.

Related documents

Operational Planning Template

Cognos Training Manuals

Assets of the Charles Darwin University can not be traded in, auctioned, sold, wilfully destroyed or in any other way disposed of without prior consideration of the Board of Survey.

If you have assets, which you would like to dispose of, you can contact the Assets Officer to obtain an Asset Control Advice.

The Asset Officer shall prepare and submit the Asset Control Advice to the Chairman of the Board of Survey.

The form shall give the description, book value and date of purchase of the assets listed. The chairman of the board will complete the Asset Control Advice and submit to Chief Financial Officer for final approval.

Board of Survey meetings are held every third Monday of the month.

Completed Asset Control Advice forms and any accompanying paperwork must be received by the Asset Officer by close of business on the Monday the week before the Board of Survey meeting.

For more information please contact Robyn Woods by:
T: 08 8946 6292
E: robyn.woods@cdu.edu.au.

Purchases between $0.00 to $999.99 - 'Minor Equipment' will not be recorded in the assets register.

The purchase details of minor equipment will need to be maintained by the Faculty/Services/Area by the appointed Asset Custodian if considered necessary.

If these goods arrive through Stores, a label will be placed on the item quoting the Purchase Order number.

All equipment within the $ value of $1000 to $9999.99 may be recorded as 'attractive items' in the assets register.

This is for prudent asset management and internal control purpose. Such 'attractive items' will be coded to either expense codes '342' to various sub codes depending on the category of expenditure).

The details of the sub codes within these expense codes are listed below.

Expense Code '342' - EQUIPMENT - Note:It is imperative that correct sub codes are used to facilitate cost centre reporting.

- 342-01 - Equipment/other
- 342-02 - Computing
- 342-03 - Furniture & Fittings
- 342-04 - PC Parts/attachments
- 342-05 - Server Parts/attachments
- 342-06 - Communications Parts/attachments
- 342-07 - PC Equipment Free Standing
- 342-08 - Server Equipment Free Standing
- 342-09 - Communication Equipment Free Standing
- 342-10 - Vehicle/Mobile Plant (From $1000 - $9,999)
- 342-11 - Boats (From $1000 - $9,999)
- 342-12 - Photocopiers

All requisitions for capital purchases of $10,000 and over - to code against expense code '761'.

Upgrade to capital: Any upgrade to existing capital items (over $10,000) - is to be coded against the expense code '761' - (Replacement of component parts of an asset to regard as recurrent expenditure and not as capital expenditure).

Individual staff members will be accountable for minor equipment purchases on their Corporate Purchasing Card.

It is suggested that the Corporate Purchasing Card purchase date be written on the item, copies of invoices and goods received notes.

These purchase details have to be kept on file by the Faculties/Services/Area and may be required for warranty/repairs.

A capital/attractive item can only be purchased (requisitioned against) by one cost centre and cannot be split.

If a cost centre wishes to contribute to the purchase of an item, funds may be transferred by a journal transfer, and be processed by Ledgers Section of Finance.

For items not assetised (under $1000.00) Faculties/Services/Area will be responsible for maintaining records of purchases.

If these goods arrive through the stores, a label will be placed on the item quoting Purchase Order number.

Inquiries regarding the University's Asset Register can be directed to the Asset Officer: Robyn Woods on 08 8946 6292.

To obtain a cash advance, the applicant must prepare a written request, detailing the need and justification to his/her faculty dean or non-teaching executive for authorisation.

The request must include reasons why reimbursement or credit card facilities can not be utilised and the details of how funds are to be expended. 

The expenditure details provided will be used in the acquittal process.

If approved, the request will be endorsed and returned to the cost centre manager.

The cost centre manager will then be required to organise a requisition and purchase order for the amount of the advance, and code to xxxx/xxxx/752/02/xx.

The purchase order along with the approved request must be forwarded to the Payables Manager, who will organise a cash cheque or EFT as applicable.

Hand-deliver the approved written request and RQ/PO details to the Payables Manager or email payables@cdu.edu.au to ensure prompt action.

The cost centre manager is responsible for ensuring that the payee is aware of the requirements to fully acquit the advance, per the University's acquittal process and if not actioned in full they (the payee) will be liable for the return of any un-acquitted funds.

Accounts Payable will hold documentation of all cash advances made in a file for ten working days prior to seeking immediate acquittal from the responsible cost centre manager. Any delays in effecting acquittals to be reported via CFO to responsible dean, executive director, etc.

Payment transfers of project funds, which require acquittal to the funding body, are not cash advances per this process. 

The project manager and grant recipient are required to ensure that these payments are acquitted as per the funding body contract/agreement.

To ensure that cash advances are acquitted with relevant documentation that meet the requirements of the Australian Taxation Office (ATO) and University financial audit processes.

Procedure

  1. Original documentation must be produced as evidence of expenditure.
  2. A tax invoice is required for all expenditure over $55 including GST, for goods or services provided within Australia.
  3. Where the supplier does not have an Australian Business Number (ABN) an 'ATO Statement by a Supplier' declaration must be obtained.
  4. Forms are available from ATO website or Accounts Payable.
  5. For outside Australia documentation must be an original receipt (i.e. credit card slip/s alone are not acceptable).
  6. Tax invoice/receipt dates must be within the period of travel or funding.
  7. Tax invoice or receipt detailing expenditure must accompany credit card slips.
  8. For expenditure where an invoice or receipt are not available, a statutory declaration must be completed detailing items purchased and/or service provided and why no documentation is available.
  9. All copies must be supported with a statutory declaration stating why no original is available.
  10. All documentation must be provided within seven working days of payment of the advance, or as per special arrangement at time of payment.
  11. All documentation must be sent to Finance and Asset Services, Accounts Payable with a detailed summary of expenditure signed by the approver of the advance.
  12. No further advance will be actioned until any previous advance is acquitted in full.

For further information or queries please contact the Payables Manager on 8946 6262 or email payables@cdu.edu.au.

COGNOS Enterprise Planning is the university's modelling, planning, budgeting and forecasting tool that allows web based consolidation of budgeting information and financial reporting.

The COGNOS tool allows cost centres to enter their budgets online, enabling collation of the budget for management and governance purposes. It also provides online reporting facilities.

Cognos Training Manuals

Please contact help desk (x6039) or email elvis@cdu.edu.au.

The COA is a financial organisational tool that provides a complete listing of every account in CDU’s financial system. An account is a unique record for each type of asset, liability, equity, revenue and expense. The COA is a coding system used to code all transactions within the University's ledger.

It allows for the management of financial data which is then used to report at an Area level, at individual project level or at the University level. The COA is used in all General Ledger transactions and interfaces with many subsidiary financial systems such as Ascender, Callista, OneStop, etc.

CDU’s Financial System - Oracle

CDU’s Financial System is used to facilitate management of the University's financial resources and to provide information to stakeholders; The Members of Council, Government, Partners, Funding Bodies, Areas, Business Enterprises, and other stakeholders.

The Structure of CDU’s Chart of Accounts:

CDU’s COA is made up of 5 segments totalling 15 characters, this is also known as the Cost Code. The five segments are;

  • Area - 4 characters;
  • Activity - 4 characters;
  • Account - 3 characters;
  • sub-Account - 2 characters; and
  • Entity & Location - 2 characters.

Area

Activity

Natural Account

Sub-Account

Entity & Location

XXXX

XXXX

XXX

XX

XX

Resource documents:

  • A copy of the COA can be printed or viewed by accessing the links below. There are several parts to the COA - each is available to download separately.

Hierarchy

  • The Hierarchy segment defines the grouping an Area belongs to.
  • Each Hierarchy will have a division, branch/college, and a section.
  • The Hierarchy can be classified under the following:
    • 1000 – Vice Chancellor & President
    • 2000 – Indigenous Leadership
    • 3000 – Operations
    • 4000 – Research & Research Training
    • 5000 – Higher Education Teaching Group
    • 7000 – Global Strategy & Advancement
    • 8000 – Vocational Education and Training (VET) Faculty
Note: Hierarchy is only used for reporting and is not used to post transactions.

Area

  • Area is used to identify the business or organisational unit where transactions are controlled. It will closely follow the official Organisation Chart at the higher levels
  • The area or posting segment (division, branch / college, and section) defines the internal management structure or areas of responsibility within a Hierarchy.
  • To ensure consistency in reporting it is recommended that any set-up or changes to these values be undertaken at the beginning of the year, and alterations should not be made during the year.
  • The Area Account is an independent segment that is a four-digit numeric value (0100 - 0999).

Activity - Appropriation and Restricted

  • The Activity segment is used for Appropriation and Restricted activities.
  • The segment identifies jobs or projects under the control of an Area where transactions need to be separately identified and monitored.

Appropriation:

    • Appropriation is the operational budget an area receives to carry out their operational activities for the year.
    • Appropriation funding is recurrent funding received from Commonwealth and Territory governments.
    • Appropriation accounts do not receive a cash carry forward balance as they are renewed each year.

    Restricted:

          • Restricted funding relates to activities funded for a specific purpose and the University uses them for self-funded and project related activities.
          • Most common usage of Restricted Activities is for capital works; research projects where reporting and acquittal of expenditure is required; consulting projects; and various one-off projects.
          • The University undertakes a significant number of research, consulting and other individual engagements that often span over more than one accounting period. The Restricted Activity segment provides a mechanism for collecting and reporting financial activities across multiple accounting periods.
          • Restricted accounts are subject to funds control which means the expenditure cannot exceed the funds received, other restricted guidelines are outline below.
          • The Activities can be classified under the following:

     Appropriation:

    o   0500 Series – recurrent overhead activity – non-Academic

    o   1000 Series – recurrent administration support activity – non-Academic

    o   2000 Series – recurrent academic teaching HE activity – Academic

    o   3000 Series – recurrent academic teaching VET activity – Academic

    o   8000 Series – Revenue

    Restricted: 

    o   4000 Series – Acquittable Contracts/Projects

    o   4100 – 4499 - Teaching Activities and other non-research projects, Acquittable

    o   4500 – 4799 - Consultancy (non-individual), Acquittable

    o   4800 – 4999 - Internally Funded Projects, funded by Appropriation, requires tracking. Non-Acquittable.

     

    o   5000 Series – Non Acquittable Projects/Consultancy

    o   5101 – 5199 – Projects

    o   5300 – 5799 – Individual academic codes

    o   5800 – 5899 - Teaching contracts/projects

    o   5940 – Commercial business units

     

    o   6000 Series – Research & Scholarship

    o   6101 – 6199 - Scholarships

    o   6201 – 6299 - Internal Research

    o   6401 – 6499 - RTS Codes – Internal

    o   6500 – 6999 – External Research

     

    o   7000 Series – Facilities Management

    o   7101 – 7399 - Capital works FAS

    o   7401 – 7499 – Other areas capital works

    o   7501 – 7599 – Minor new works

    o   7601 – 7699 – Repairs and maintenance

     

    Natural Account and Sub Account

          • The Natural Account segment is used to describe the nature of the transaction, it is for financial reporting and management control purposes.
          • The Sub Account gives a further breakdown to the natural account adding an additional description to describe the nature of the transaction. Each natural account must have a sub account.
          • The Natural Account is an independent segment that is a three-digit numeric value (111 - 999).
          • The Sub Account is a dependent segment that is a two-digit numeric value (00 - 99).
          • The Natural Accounts can be classified under the following:

         Income – 100 - 199

    o   111 - 119 – Australian Government Contracts

    o   121 - 129 – HELP - Australian Government payments

    o   131 - 139 – NT Government Financial Assistance

    o   141 - 149 – Consultancy and Contracts, Donations, Scholarships and Prizes

    o   151 - 159 – Fees & Charges

    o   171 - 179 – Investment Revenue and Income

    o   181 - 189 – Other Revenue

    o   191 - 199 – Miscellaneous Income

           Expenditure – 200 - 699

    o   201 - 299 – Salaries & Related Costs (includes staff medical expenses)

    o   301 - 499 – Administration & Operational Expenses

    o   501 - 599 – Income Tax Expense (To be used by Finance Only)

    o   601 - 699 – Depreciation & Amortisation (to be used by Finance Only)

        Assets –  751 - 899

    o   751 - 799 – Current Assets

    o   811 - 899 – Non-Current Assets

        Liabilities – 901 - 999

        Equity – 711 - 749

    Entity & Location

          •  Entity is used to identify the various Business Enterprises of CDU and the Separate Legal entities within the University. The Business Entities and Separate Legal entities do not require a location code.
          • The Location segment is used to determine the assignment of a campus or physical locality to transactions, it will assist with the improvement of financial reporting and management control purposes.
          • The Entity & Location is an independent segment that is a two-digit numeric value (01 - 99).
          • The Entity & Location Accounts can be classified under the following:

         Charles Darwin University - Locations – 01 – 19

    o   01 - CDU Head Office                      08 - Katherine Town

    o   02 - Casuarina                                 09 - Katherine Rural

    o   03 - Sydney                                     10 - Nhulunbuy

    o   04 - Melbourne                                11 - Jabiru

    o   05 - Darwin - Waterfront                 12 - Tennant Creek

    o   06 - Palmerston                               13 - Yulara

    o   07 - Alice Springs                            14 - Adelaide

         Business Enterprises Entities – 21 - 59

    o   21 – UniPrint                                      25 – Gallery & Business Development

    o   22 – Childcare                                    27 – Student Accommodation

    o   23 – CDU Bookshop                           29 – Centre for Youth Music

    o   24 – Territory FM

         CDU Related Entities –  61 - 79

    o   61 – CDU Foundation                     65 – Cairns Business College

    o   62 – Menzies School of Health       66 – Cairns Education Australia

    o   63 – CDU Amenities Limited           67 – International College Hotel Management

    o   64 – Cairns Language Centre

         Consolidation – 80 – 89

    o   80 – CDUA Consolidated Elimination

    o   81 – CDU Consolidated Elimination

     ·               CDU Managed Organisation – 91 – 99

    o   91 – Darwin Symphony Orchestra

     What is Location?

          • Location will be used to define where a transaction belongs to. e.g:

    o   A new computer is purchased for an office at the Waterfront Campus = 05 Darwin Waterfront. (The computer will be used at the Waterfront Campus, the cost is coded here)

    o   A lecturer from Casuarina books a flight to Sydney for a conference = 02 Casuarina (The lecturer works fulltime in Casuarina the cost relates to their primary work location)

    o   A Nursing student in Sydney attends placement in Royal Darwin Hospital = 03 Sydney (the cost to enter the student on the placement program is coded to where the student is based for study).

          • For every staff member, a location code will be assigned based on their principal place of work. e.g:

    o   a nursing lecturer from Darwin teaching in Sydney = 03 Sydney (Sydney is where the lecturer works, where they are from is not relevant)

    o   a business lecturer at the waterfront who lives in Palmerston works from home 1 day a week = 05 Darwin Waterfront (principal place of work is Darwin Waterfront, the cost relates to this location).

    o   A finance staff member working in Casuarina performs tasks for multiple locations = 01 Head Office (Central Support Services provided to the University as a whole are coded to Head Office regardless of where the person works). 

          • Certain Colleges / Areas will have multiple locations, e.g:

    o   VET area operates in multiple locations.

    o   College of business operates from multiple locations. 

          • Central Support Service costs are coded to CDU Head Office 01 and Teaching/Research costs are coded to a location 02-19

     What is CDU Head Office and why is it different to Location?

        • CDU Head Office is to be used for Central Support Services provided to the University as a whole, the location of where this support service is provided from is not necessary.
        • Head Office expenses will mainly relate to non-academic activities.
        • Some of the following are considered Central Support Services and should be coded to CDU Head Office:
          • Marketing
          • Media
          • ITMS
          • OPC
          • Facilities
          • Finance
          • Procurement
          • Major Projects
        • Some examples of CDU Head Office expense and exceptions:

    o   Marketing engage a consultant from Melbourne to develop an advert = 01 CDU Head Office (the advert is for all of CDU).

    o   ITMS purchase a new software licence which can be used by all staff = 01 CDU Head Office (the software is for all CDU staff).

    o   Major projects renovate an office in Jabiru = 11 Jabiru (the project is only for Jabiru)

          • Buildings on the Casuarina Campus will be either Head Office 01 or Casuarina 02, refer to the link for further details. Casuarina Buildings 

            

    2018 Chart of Accounts

    Title

    .pdf

    .xlsx

    Hierarchy

    Appropriation

    Restricted

    Account & Sub-Accounts

    Entities & Locations

    Old to New Mapping Documents

    Title

    .pdf

    .xlsx

    Area and Approp Activity - Old to New

    Area and Restricted  Activity - Old to New

    Natural and Sub final - Old to New

    Chart of Accounts Other Resources Documents

    Title

    .pdf

    CDU Changes to the COA Overview 2018

    Casuarina Buildings by Location

                      

    Restricted Activity - Operating Guidelines 2018


    Chart of Accounts - Archived 2017

    A copy of the chart of accounts can be printed or viewed by accessing the links below. There are several parts to the chart of accounts - each is available to download separately as well as a work book of all components.

    Current as at 1 December 2017

    To apply for a Corporate Purchasing Card (P-Card) forward the approved Corporate Purchasing Card Application form to the delegated officer via corporatecard@cdu.edu.au. The form must be accompanied by a copy of your current Driver's Licence or Passport.

    All enquiries related to the following please direct them to corporatecard@cdu.edu.au:

    • Credit limit
    • Cancellation of card
    • New application or renewal
    • Amendments to current card
    • Disputed transaction
    • Lost or Stolen card

    Other procurement queries such as - can I purchase this on my credit card eg general purchases, travel etc can be dealt with by the procurement office procurement@cdu.edu.au.

    Coding your P-Card

    P-Card transactions are processed via the iExpenses management system (training is required via the Finance Systems elVIS Team).

    Transactions are to be coded by the 25th of each month, to allow time for the report to be approved before the end of the month so all the transactions are recorded in the Ledger for the EOM reports.

    The card-holder (or proxy) is required to complete the iExpenses Expense Report and attach electronic copies of the sales vouchers/tax invoices for each listed charge.  The Expense Report is then submitted to the cost centre delegated approver.  In the absence of invoices the card-holder must complete a Statutory Declaration stating why the original is unavailable and provide full details of the transaction/s.

    Please note: Transactions are not recorded in the ledger until approved through the iExpenses System.

    How often is the P-Card cleared?

    Balances are recredited by Westpac five (5) working days into the following month.

    CDU 'University Finance' Key Dates for 2017

    Closedown Period:  Close of business Wednesday, 20 December 2017 reopening Tuesday, 2 January 2018.

    Interim Financial Audit
    The Audit commences Monday, 16 October 2017
    Duration:
    2-3 Weeks
    Timely compliance with the Auditors is important and staff contribution will allow the University to achieve key deadlines.

    End-of-Year Financial Audit
    Audit commences Monday, 12 February 2018 (tentative)
    Duration: 3-4 Weeks
    Timely compliance with the auditors requests is important and staff contribution will allow the University to achieve key deadlines.

    Chart of Accounts and New Travel Codes
    Rollout of the new chart of accounts Tuesday, 02 January 2018
    Oracle and all finance systems will be offline during the rollout period, expected offline period will be approximately 9 days. Tuesday, 02 January 2018 - Wednesday, 10 January 2018.

    Year-End Key Dates
    To assist Finance/Procurement in ensuring that all transactions for the 2017 year are processed prior to December 31, 2017, the following deadlines have been agreed. 

    Staff should continue 'business as usual' and continue processing transactions and sending documentation to Finance / Procurement, however, if they are not received by the due dates noted below, transactions may not be processed until 2018.

    FINANCE / PROCUREMENT
    DUE DATE

    Procurement - Leased Computers
    The close off of leasing / replacement IT equipment

    Saturday, 25 November 2017

    Accounts Payable - Supplier Payments
    Payment requests to be forwarded to Accounts Payable by this date to ensure they are included in the final payment run

    Friday, 8 December 2017
    Accounts Payable - iExpenses for Staff reimbursements and travel allowanceFriday, 8 December 2017
    Accounts Payable - Cash Authentication Certificates
    Friday, 8 December 2017
    Accounts Payable - Cash Advance AcquittalsTuesday, 12 December 2017
    Procurement - Requisitions and Travel Allowance
    To be processed and approved by the due date for inclusion in the final payment run
    Tuesday, 12 December 2017
    Assets - Disposals and Additions
    Advise the Assets Officer of any items to be disposed and capitalised from your area
    Tuesday, 12 December 2017
    Accounts Payable - Final Payment Run
    PLEASE ARRANGE FOR ALL INVOICES RELATING TO 2017 TO BE MAILED TO ACCOUNTS PAYABLE AT payables@cdu.edu.au
    Thursday, 14 December 2017

    Accounts Payable - iExpenses for Credit Cards
    Audit for iExpenses will be conducted through end of business Tuesday 20 December 2017.  Any iExpenses approved after end of business Tuesday, will not be processed by Accounts Payable and the expense will carry into 2018 and will be reflected against your 2018 budget

    Tuesday, 19 December 2017
    Ledgers - Journal RequestsTuesday, 19 December 2017
    Accounts Receivable - Debtors
    Listing of all outstanding debtors (including values) for Bookshop, UniPrint, Territory FM (TFM), International House Darwin (IHD), Child Care Centre and Centre (CCC) for Youth and Community Music (CYCM) to be provided to Ledgers by this date
    Tuesday, 19 December 2017
    Accounts Receivable - Invoices
    Requests for debtor Invoices to external (3rd) parties for services rendered by CDU
    Tuesday, 19 December 2017
    Cashiers - Receipting Money
    Cashiers to receipt all funds received during the close-down period by Friday, 29 December 2017
    Tuesday, 19 December 2017
    and
    Friday, 29 December 2017

    Charles Darwin University's Ledger section is responsible for:

    • Collection of data from Purchasing, Accounts Payable, Accounts Receivable, OneStop (the Cashiers receipting system), Assets and Concept (the software used by People Management and Development for salaries)
    • Maintaining and revising the Chart of Accounts to reflect the structure of the University
    • Processing of Journal transfers(.doc609B)* - internal transfers from one cost code to another
    • Loading and transfers of budgets
    • Maintaining budgetary control.

    Find out more information about end of year financial requirements in the section above.

    Budgetary control

    Budgetary Control is a mechanism that prevents areas of the University spending more funds than they have been allocated.

    Recurrent cost codes (appropriation)

    Budgetary control for recurrent cost codes applies at the school level for academic areas and the branch level for academic support areas.

    Restricted cost codes

    Most restricted cost codes have budgetary control. This means the expenditure cannot exceed the funds received by the cost code. Some restricted cost codes are excluded from budgetary control at the discretion of the Chief Financial Officer of Finance and Asset Services.

    Our team members are:

    Maria ThomasLedgers Manager08 8946 6221maria.thomas@cdu.edu.au
    Jennifer DesamitoLedgers Control Officer08 8946 6237jennifer.desamito@cdu.edu.au
    Nancy HalafihiLedgers Officer08 8946 6245nancy.halafihi@cdu.edu.au
    Agnes ZhuLedgers Officer08 8946 6495agnes.zhu@cdu.edu.au
    Lene KjaergaardCustomer Services Officer08 8946 6248lene.kjaergaard@cdu.edu.au
    Geraldine DebuqueCustomer Services Officer08 8946 6411geraldine.debuque@cdu.edu.au

    Charles Darwin University uses Oracle Financials e-Business Suite as its core financial system, calling it elVIS (electronic Varsity Information System).

    To gain access to Oracle (elVIS) Registration and Training must be completed.

    Finance Help contacts via email
    T: 08 8946 6039
    E: elvis@cdu.edu.au

    View the Frequently Asked Questions for Oracle (elVIS) Financials and iExpense.

    The six modules of Oracle Financials used by CDU are:

    A copy of Oracle Financial Delegations can be viewed by accessing the links below.

    Current as at 14 May 2018

    Title

    .pdf

    .xlsx

    Oracle Financial Delegations ( Approver and cost codes)

    (PDF 308KB)

    Discoverer Viewer (HTML)  - This link is quicker and is useful for getting an excel extract of the required data in a timely manner

    Discoverer reports are currently being redeveloped and added to eFinance.

    As reports are being recreated the list will show a message “Please Use Reports in eFinance”.  If the report you are wishing to access says this please use the eFinance portal by following the link above. 

                                         

    Got a question? Perhaps it's answered in our FAQ section.

    What is the web address for Oracle Financials (elVIS)?
    The web address for production is http://shrike.cdu.edu.au:8000 .

    What are the contact details for Oracle?
    Oracle Financials (elVIS) help desk: telephone: 08 8946 6039 or email: elvis@cdu.edu.au.

    I have forgotten my password or it won't work and I get an error message, what can I do?
    This message indicates that you are using either the incorrect username or password. Your username is your first initial followed by your last name. To have your password reset, please use the or contact the Finance help desk on 8946 6039.

    I will be absent and need someone else to process my notifications, how do I set Vacation Rules?
    Set Vacation Rules

    Can I export information from Oracle to Excel?
    Data exporting instructions with screen dumps as a PDF document (120KB).

    I need to print reports. How do I get a printer added to the printer options?
    Contact the Oracle Financials (elVIS) help desk via email elvis@cdu.edu.au or on 8946 6039 with details of the type of printer along with the printer's IP address.
    To obtain the IP address, print a copy of the configuration of the printer.
    If you are unsure of how to do this contact the help desk.

    CDU iProcurement R12 Manual

    How do I fill in more than 2 lines in a Requisition?
    How to Create Multiple Lines Requisition

    How do I create a Foreign Currency Requisition?
    Hints and Tips when Raising a Requisition with Foreign Currency

    My Requisition is in process and my Approver is away, how do I send my requisition to another approver?
    How to Withdraw your Requisition to Change the Managerial Approver

    How to Change or Cancel a Requisition with Status Rejected or Returned?
    How to Change a Requisition that has the Status of Rejected or Returned

    Who is my buyer?
    Check with your area or the Oracle Financials (elVIS) help desk. If you do not have a buyer in your area, your buyer will be a Purchasing Officer from the Procurement Office.

    I have an "INCOMPLETE"  status on a requisition What does this mean?
    An 'INCOMPLETE' Status on a Requisition means that the preparer has created the request and saved it, but not yet submitted it for approval.
    The status will not change until the requisition is opened, completed and submitted for Approval.

    How can I delete an "INCOMPLETE" requisition?
    How to Delete a Requisition with an Incomplete Status

    Purchase Orders

    How do I Print a Purchase Order?
    How to print a PDF copy of a Purchase Order

    How do I Receipt a Purchase Order?
    How to Receipt Purchase Order

    How do I Correct or Reverse my Receipting?
    How to Reverse and Correct Receipts incorrectly applied to a Purchase Order

    In order to meet the differing needs and business practices at Charles Darwin University, training has been structured into a series of modules. Inquiries and bookings for training sessions may be made to elvis@cdu.edu.au or by calling 8946 6039.

    If you are a new user you will need to complete the following form:

    1. elVIS (Oracle) Registration and Confidentiality Statement (docx 368KB)
      (Oracle Financials e-Business Suite, iProcurement and iExpenses)

    When completed, forward your forms to:

    Office of Financial Services / Finance Systems
    University Finance
    Orange 12.3.04 ( Casuarina Campus)
    For more information email elvis@cdu.edu.au

    CodeTitleDurationPrerequisiteNext training session
    Oracle iProcurement
    Intro/NavIntroduction to the financial processes of the university and navigation around elVIS2-3 hoursNoneHelp desk x6039
    Req/RecRequisition and receipting2-3 hoursIntro/NavHelp desk x6039
    BuyBuying1-2 hoursIntro/Nav Req/RecHelp desk x6039
    Inq-SInquiring and reporting - standard2-3 hoursNavHelp desk x6039
    Hints/Tips-PPurchasing hints and tips - advanced1-3 hoursIntro/NavHelp desk x6039
    Hints/Tips-LLedgers hints and tips - advanced1-3 hoursIntro/NavHelp desk x6039
    AppApproving30 minutesNoneHelp desk x6039
    Oracle iExpense
    CodCoder1 - 1.5 hoursNoneHelp desk x6039
    AppApproving30 mins-1 hourNoneHelp desk x6039

    Glossary of each module

    • Introduction to the financial processes at the University, introducing the procure to pay cycle, including the university's policies and procedures
    • Navigation of elVIS, introducing the various ways of navigating around Oracle Financials R12 (elVIS) via menus, shortcuts and icons along with customising the users home page menu
    • Requisitioning, receiving and managing requisitions via Oracle Financials R12 (elVIS)
    • Uses the Purchasing module of elVIS
    • Requisition to procure goods and services
    • Receipt goods and services and manage the workflow of requisitions

    Creating Purchase Orders using the Purchasing Module

    • Inquiring on Requisitions, Purchase Orders, Invoices and GL Accounts
    • Running general reports and FSG (Financial Statement Generator) reports
    • Learn to drill down from Purchase order to Requisition and vice-versa
    • Learn how to use folders, export data and much more
    • Learn to inquire on accounts funds, journals and budgets
    • Approving requisitions and purchase orders through Universal Inbox and Email.

    Charles Darwin University is actively pursuing a policy of limiting the use of petty cash by encouraging staff to pay for ad hoc purchases through use of university-sponsored credit cards.

    Petty cash floats will only be authorised by a faculty dean or non-teaching executive under advice to the Chief Financial Officer, where a need can be fully justified.

    The value of petty cash float will be limited to a maximum of $200.00.

    Applicant prepares a written request, detailing the need and justification to his/her faculty dean or non-teaching executive for authorisation. If approved, the memo will be endorsed and returned to the cost centre manager. The cost centre manager will then be required to organise a Requisition and Purchase Order for the amount of the float, and code to xxxx/xxxx/752/01/xx. The Purchase Order along with a photocopy of the approved memo must be forwarded to the Payables Manger, who will organise a cash cheque.

    The custodian will be notified via email to cash the petty cash cheque at the Cashiers office, Orange 1, Casuarina campus.

    For security reasons, the float must be enclosed in a lockable container and secured in a locked area. The delegated custodian of the float is personally responsible for the safety and security of the float and is accountable for the cash on hand and disbursement of funds.

    The custodian replenishes their float by completing a Petty cash replenishment claim form , creating a requisition and purchase order (the supplier is the custodian's name). The claim form is forwarded to Accounts Payable - the claim must be received by close of business Friday for a cheque to be produced in the next cheque run (Wednesdays). The custodian will be notified via email to go to cashiers to cash their Petty Cash cheque (available Thursday).

    Complete the Petty cash claim form and hand to the Petty Cash Custodian who will provide the reimbursement.

    The transfer of responsibility for custody of a float is subject to a signed Petty cash float handover/Takeover certificate (PDF 8KB)*. This form is completed by the current custodian and counter-signed by the new custodian. Send the original to the Payables Manager.

    The Treasury and Compliance Accountant is responsible for the following:

    • Cash flow performance analysis
    • Monitoring investments and bank accounts
    • Monitoring and reconciliation of VET and higher education payments/grants from the Northern Territory and Commonwealth governments
    • Reconciliation of salary clearing accounts, investments
    • Taxation reporting - Business Activity Statement (BAS) and Fringe Benefit Tax (FBT)
    • University Insurance: Public Liability, Industrial Special Risks, Professional Indemnity and Directors and Officer Liability.

    For further information, contact:

    Dharshica Ganesan
    E: dharshica.ganesan@cdu.edu.au
    T: 8946 6078

    Charles Darwin University maintains extensive insurance cover to provide financial protection against liability for personal injury and loss or damage to university property. All protection is subject to certain terms, exclusions, conditions and limitations.

    This page provides general information on the University's insurance policies. Further information, queries and claim applications can be directed to the Treasury and Compliance Accountant, Finance and Asset Services on 8946 6078.

    For liabilities arising from personal injury (including death) and property damage in connection with the University's business or from products manufactured, sold or supplied by the university.

    This applies anywhere in the world other than operations domiciled and/or entities incorporated in USA/Canada.

    This protection covers the legal liability of students whilst engaged on university sponsored or authorised activities provided that the student is not engaged as a paid employee or receives remuneration.

    For legal liability to pay damages as a result of any claim or claims made against the member, protected person or entity arising out of any negligent act, error or omission in or about the conduct of the University's professional business.

    This applies anywhere in the world other than operations domiciled and/or entities incorporated in USA/Canada.

    For legal liability to pay damages as a result of any claim or claims made against the member, protected person or entity during the Protection Period in consequence of Malpractice in connection with the University's Business.

    This applies anywhere in the world other than operations domiciled and/or entities incorporated in USA/Canada.

    For material loss of University assets being real property, including buildings, plant, machinery, stock and merchandise. Also for loss of revenue, increased loss of working, loss of rental income and additional expense resulting from interruption or interference to the business during the protection period.

    Head of Security must be advised immediately of any property loss, destruction or damage and a 'Security Occurrence Report completed' without delay.

    The cost centre initiating the claim will be liable for the excess. The cost centre may submit an application to the Chief Financial Officer, Finance & Asset Services to pay the excess. The application may be approved or rejected depending on the degree of negligence involved in the loss of property.

    Cover under this Policy applies to an Insured Person (1) engaged in a Journey (2) undertaken on the University's business (3)

    (1) Employees, Governing Body and all official university staff.

    (2) Journey shall mean approved travel exceeding 100km from the insured person's normal place of residence or business premises. The maximum duration of any one trip shall be 180 days.

    (3) Official travel on University business approved by a Cost Centre Manager or delegated officer and supported by a completed Movement Requisition (docx 353KB)

    Travel Insurance for overseas travel may be constrained by Travel Advice from the Australian Department of Foreign Affairs and Trade (DFAT) Travel Advice. This Advice can be accessed at: www.smartraveller.gov.au

    Travel insurance provisions are to be read in conjunction with the travel policy of the university.

    To ensure you have travel insurance in place through the university you must:

    • Have an approved Movement Requisition (docx 353KB) forwarded to the Travel Officer in Procurement
    • Ensure your travel is less than 180 days
    • Comply with the requirements of the travel policy.

    Travel Guard (previously known as AIG Travel Assist) provide emergency assistance as part of the travel insurance policy. The contact number is 60 3 2772 5641. This number is located in Malaysia. Business cards providing the contact numbers are available through Procurement.

    Note: Incidental private travel according to university policy is defined in the travel guidelines for staff. There is no allowance for incidental private travel for students. If you intend travelling privately, in conjunction with your trip, you will not be covered by the policy of the university and will need to make separate arrangements for travel insurance.

    Exclusions and definitions apply to each Schedule. Contact Finance & Asset Services if more information is required.

    SectionCoverSum insured ($)

    1

    Overseas Medical Expenses

    Unlimited

    2

    AIG Travel Assist

    3

    Loss of Deposits and Additional Expenses

    Unlimited

    4

    Luggage, Personal Effects, Travel Documents & Credit Cards

    Various

    Mislaid Luggage

    $3,000

    Credit Card Fraud

    $3,000

    Keys and Locks

    $1,000

    Money

    $1,000

    5

    Personal Injury and Surgical Benefits

    Various

    6

    Alternative Employee or Resumption of Assignment Expenses

    $10,000

    7

    Political Risk and Natural Disaster Evacuation Expenses

    $20,000

    8

    Missed Transport Connection

    $10,000

    9

    Rental Vehicle Excess Cover

    $5,000

    10

    Kidnap and Ransom and Extortion

    $500,000

    11

    Personal Liability

    $10,000,000

    12

    Extra Territorial Workers Compensation:

    Various

    13

    Corporate Travellers Family Care

    Various

    14

    Identity Guard

    $10,000

    Comprehensive cover for vehicles and registered plant owned or leased by the University utilised for business or private use.

    Location: Australia Wide

    The University's motor vehicle fleet is maintained and managed by Finance and Asset Services. Please direct any motor vehicle accident/damage claims to this department.

    This policy provides personal accident cover for full and part time enrolled University students whilst engaged in campus/course related activities and/or practical placement or community placement.

    • Death Benefit
    • Weekly Benefit - Injury if loss of income
    • Domestic Help/Child Minding Benefit
    • Bed care Patient Benefit
    • Non-Medicare Expenses*
    • Home Tutorial Benefit
    • HECS and/or Post Graduate Fees
    • Injury Assistance Benefit
    • Modification Benefit

    *Medical expenses which are claimed in whole or part through Medicare cannot be claimed under this policy.

    Note: Students are not covered by workers compensation through the university as they are not employees.

    This Policy provides personal accident cover for full and part time enrolled University students whilst engaged in campus/course related activities and/or practical placement or community placement.

    • Death Benefit
    • Weekly Benefit - Injury if loss of income
    • Domestic Help/Child Minding Benefit
    • Bed Care Patient Benefit
    • Non-Medicare Expenses

    Medical expenses which are claimed in whole or part through Medicare cannot be claimed under this policy.

    Note: Volunteers are not covered by workers compensation through the university as they are not employees.

    The University has in place Workers' Compensation for employees as required under the Workplace Health and Safety Act.

    All questions regarding Workers' Compensation should be directed to Health Safety & Environment
    T: 08 8946 6473
    E: hse@cdu.edu.au.