Managing Funds and Orders

Introduction

This topic is about managing funds and orders.

Responsibility

Business Information and Planning (BIP) are responsible for managing expenditure.  Each area has a cost code to track expenditure from the area's allocated funds for community work (CW) agency funding.

Spreadsheet

The local BIP team will track expenditure from the funding pool using a spreadsheet

The area spreadsheet is updated when a decision is made about the application by an area manager.

Receipts

Agencies must provide a receipt for any grants or resources.

The $500 payable is exclusive of GST.  Unless supported by a valid GST invoice any cash payment made to the organisation will be zero rated. 

Reference: For guidance on what constitutes a valid GST invoice see the Finance Manual, 1.2 GST - Tax Invoices.

When to order tools and equipment

The tools and equipment are ordered after the application for funding is approved by the area manager.

Who to order from

Depending on the type of resources required, the order may be made with a different provider.

Where to deliver goods

When ordering tools and supplies, the goods should be delivered directly to the agency. In the event of a delivery dispute, this can be followed up with the courier firm.

Where possible, staff who are processing the orders should request that all items are delivered by 'signature required' courier services.