GST – Roles and responsibilitiesFirst Line Defence Second line Defence Third Line defence

Expense ClaimsFaculty & Division• Data entry and Approval• GST code, GST amount, agrees

to Tax Invoice• Valid Tax Invoice• Suitable GL account• Scanned attachments

Faculty and Division• Data entry and Approval• GST code, GST amount, agrees

to Tax Invoice• Valid Tax Invoice• Suitable GL Account• Scanned Attachments

Credit Card reconciliation

Finance Faculty&Division• Monitoring and ReviewFinance• EMS – Business Purpose,

Expense Type• Sample Testing

Internal Audit• Review Process • Audit rating/

recommendations

Finance Faculty&Division• Monitoring and ReviewFinance• Reporting on spend• EMS – Business Purpose,

Expense Type• Sample Testing

Internal Audit• Review Process • Audit rating/

recommendations

Purchase Orders/AP vouchers/PR1s

Faculty and Division• Data entry• GST code, GST amount• Suitable GL Account• Identify where need to consult

with Tax on GST treatment

Finance - AP• ABN -Registered for GST• Valid Tax Invoice• GST code, GST amount• Require Statement by

Supplier form• Identify where need to

consult with Tax on GST Finance – Tax• Sample Testing

Internal Audit• Review Process • Audit rating/

recommendations

GST – Roles and responsibilitiesFirst Line Defence Second line Defence Third Line defence

BillingsFaculty & Division• Data entry• GST treatment on RFTI• GST free – document reason• Identify where need to

escalate to Tax on GST

Faculty and Division• Data entry• RFCN – Same GST treatment as

original Tax Invoice

Credit Notes

Finance - AR• Raise Tax Invoice as per RFTI

form• Send to Customer/F&D• Identify where need to

refer to TaxFinance – Tax• Sample Testing

Internal Audit• Review Process • Audit rating/

recommendations

Finance - AR• Raise Credit Note as per

RFCN form• Same GST treatment as

original Tax Invoice• Identify where need to

refer to TaxFinance - Tax• Sample Testing

Internal Audit• Review Process • Audit rating/

recommendations

One Stop/Cashier Payments

Faculty and Division• Data entry• Sufficient details on L20s• Advise Finance Operations of

expected receipts to Bank Account

• Suitable GL Account

Finance - AR• Entered as per L20s• Unidentified Receipts –

follow up with Payer, to determine what receipt for, GST treatment

Finance – Tax• Sample Testing

Internal Audit• Review Process • Audit rating/

recommendations

GST – Roles and responsibilitiesFirst Line Defence Second line Defence Third Line defence

Petty CashFaculty & Division• Data entry• GST code, GST amount, agrees

to Tax Invoice• Valid Tax Invoice• Suitable GL account

Faculty and Division• Set up of GST treatmentWeb Pays

Finance - AP• Review GST code, GST

amount• Valid Tax Invoice• Review GL account

Internal Audit• Review Process • Audit rating/

recommendations

Finance - Tax• Sample Testing

Internal Audit• Review Process • Audit rating/

recommendations

GST – Roles and responsibilitiesFirst Line Defence Second line Defence Third Line defence

BAS PreparationFaculty & Division• Data entry• Refer R&R for Expense claims,

Credit Cards, PO,AP vouchers, PR1s, Billings, Credit Notes, OneStop, Petty Cash, Web Pays

Finance - FBS • Include BAS reports and

queries in month end batch schedule

• Update and test BAS reports and queries for system changes and upgrades

• Advise Tax of issues impacting BAS process and reports

Finance – Tax• Prepare, review and lodge

BAS• Reconcile to GL • Advise Treasury of refund• Sample Testing• Review High risk areas• Respond to ATO queries• Advise FBS on system issues

Internal Audit• Review GST Process• Audit rating/

recommendationsATO• Monitoring of Returns• ATO queries• Risk Quadrant

GST – Roles and responsibilitiesFirst Line Defence Second line Defence Third Line defence

Systems and Processes

Finance - Tax• Advise FBS of updates to EMS• Inform FBS of system issues

impacting BAS reports and processes for data extraction

• Inform FBS of control weaknesses identified

• UAT sign off for system changes impacting Tax or BAS reports

Finance - FBS • Make changes to EMS

configuration as requested and approved

• Work with CF, IT and external parties to resolve system issues

• Work with CF, IT and external parties on business process improvements

• Work with CF, IT and external parties on design, testing and implementation of controls due to weaknesses identified

Internal Audit• Review GST Process• Audit rating/

recommendations

Training and Advice

Faculties and Divisions • Only trained staff enter

transactions• Retention of data entry

knowledge – complex or high risk transactions

Finance - Tax• Provide adequate GST

training• Provide GST advice to

Faculties and Divisions• Relevant GST information

on Finance website• Update EMS - due to tax

changes, or to assist users

Internal Audit• Review Process • Audit rating/

recommendations