Medicine, Dentistry and Health SciencesDepartment of Otolaryngology

Finance

Purchase Orders

Purchase orders should normally be used at all times when ordering goods or services from external suppliers. However, if an invoice is received and there are no tax implications, a request for payment may be used to arrange payment.

A purchase order is compulsory for:

  • All standard purchases greater than $5,000
  • Asset purchases over $1,000
  • All software purchases over $1,500
  • All Dangerous Goods, Hazardous Substances, Drugs, Poisons and Controlled Substances and Therapeutic Goods

New Purchase Request Process

This process is to be used once your account has been migrated to the university server.

Please complete the following order form for purchase requests. 

 Purchase Order Request Form

If you are unsure of which account to charge the request please contact the Finance and Resources Manager.  

 Please email your completed form to cwelcome@unimelb.edu.au and carbon copy meghans@unimelb.edu.au into the email.

This is only an interim process until the IT transition is complete.

Purchase Request Form

When making an order, you must first lodge a purchase request form. These forms can be accessed via Microsoft Outlook. To use Outlook Forms:

  • Click on File, New, Choose Form
  • Double-click on Uni Purchase Request
  • Fill out all the details - Be sure to choose the correct Budget and Expenditure Category from the drop-down menu

The information collected on these forms are used by university staff to generate the purchase order.

Detailed instructions can be found here - How to create UNI Purchase Requests

Clinical Purchases

Clinical equipment purchases of the value $2000 or more must first be approved by the Clinical Committee. This process assists with equipment budgeting, and/or avoids duplication of equipment currently under-utilised around the clinical areas.

A Clinical Equipment Request Form is compulsory for:

  • Clinical purchases >$2000
  • Submit the Clinical Equipment Request Form to the Chair or Executive of the Clinical Committee
  • You will be notified about the application success after the next Clinical Committee meeting
  • For urgent purchases, please directly contact the Chair or Executive of the Clinical Committee (currently, Angela Marshall and Joanne Enticott respectively

Accounts Payable

When ordered goods are delivered, they should be accompanied by either an invoice or delivery docket. This should be labeled as 'Goods Received' and signed by the staff member accepting/acknowledging receipt of the goods or services. Any invoices must then be signed by someone holding the appropriate financial delegation to authorize payment, and forwarded to the Finance and Resource Manager to be processed. Delivery dockets should also be forwarded to the Finance and Resource Manager to match to the appropriate invoice.

Petty Cash

Petty Cash can be used to make small purchases and payments for the department or to reimburse staff members for expenses under $100 in accordance with University policy.

The following items must not be reimbursed through the petty cash system:

  • Mileage allowances (these are processed through Human Resources on the S27 Payment Request form because of the fringe benefits tax implications);
  • Salary type expenditure (overtime, meal allowances etc.);
  • Entertainment expenses of a substantial nature where there are fringe benefits tax implications (restaurant meals, social functions, etc.) These must be paid via supplier invoice, or as an employee reimbursement (refer Section 9-4.3 above);
  • Purchases of a substantial nature, (including stationery purchases);
  • Postage and taxi expenditure are discouraged (accounts may be set up with Australia Post or Cabcharge and paid monthly).

Reimbursements must not be made for expenditure exceeding the amount of an authorised advance. Claims for individual items must not exceed $100.00.

Petty Cash Locations

The Finance and Resource Manager
550 Swanston Street
Carlton VIC 3052
Ph: 903 55344

Recording: Details must be recorded on the Petty Cash Reconciliation form, together with the signature of the person who incurred the expense and is seeking reimbursement from the petty cash float.

Receipts: Tax receipts for each item being reimbursed must be produced and attached to the Petty Cash Reconciliation form.

Employee Expense Reimbursement - See Meghan Stewart

CabCharge

Please contact:
The Finance and Resource Manager
550 Swanston Street
Carlton VIC 3052

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