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Accounts payable

Accounts Payable is responsible for processing of all invoices and payments to vendors, staff and students, as well as maintaining Vendor records. For further information, please follow the links below:

For assistance with:Contact:
Accounts Payable General Enquiries

accountspayable@cqu.edu.au +617 4930 9886

Invoices

Invoices received must be official Tax Invoices, as prescribed by the Australian Taxation Office (ATO), unless otherwise exempt of this requirement by the ATO. Invoices requiring payment must be invoiced to CQUniversity. 

Once received, invoices must be stamped with the appropriate Non-Order or Purchase Order stamp and authorised as required in the attached document:

Approval of Invoices for Payment

For International invoices, the currency in which the payment is to be made must be clearly identified on the invoice.

Accounts Payable Form

Payments

The University's preferred payment method is Electronic Funds Transfer (EFT); however Cheque payments are able to be made, where necessary. EFT payments are run each Wednesday & Friday and Cheques are drawn on Thursdays.

Invoices for payment must be received at Accounts Payable by the following deadlines:

For payments within Australia (EFT):

  • 12pm Monday for inclusion in Wednesday's EFT
  • 12pm Wednesday for inclusion in Friday's EFT

Funds are usually received at the payee account within 1-2 days, depending on the nominated Banking institution.

For payments within Australia (Cheque):

  • 12pm Tuesday for inclusion in Thursday's Cheque run

Cheques are usually released on Friday.

For International payments:

  • 12pm Tuesday for processing on Wednesday

The time taken for funds to be received at the payee account varies, depending on the country and banking institution.

Accounts Payable Forms

Vendors

It is important that Vendor details are kept up to date. If new or amended vendor details are required, please complete the Vendor Creation/Amendment Form and forward to accountspayable@cqu.edu.au.

Vendors must provide their Australian Business Number (ABN). However, if no ABN is held by the vendor, they must complete a "Statement by Supplier" form, available from the ATO. If a "Statement by Supplier" form is not provided, Withholding Tax will be deducted from any payments, as required by the ATO.

Please note that Banking Details must be either provided on the CQUniversity form/s or alternatively, on an official document from the related company. These documents may be e-mailed or faxed but Banking Details will not be accepted if provided in the text of an e-mail only or provided verbally.

The following document provides details on finding and reviewing Vendor details in PeopleSoft:
How to Find and Review Vendor Details

Accounts Payable Forms

Staff Payments/Reimbursements

For allowable payments and/or reimbursements to staff members, a fully completed Non-Order Voucher with all necessary supporting documentation should be completed, approved by an appropriate signatory and provided to the Finance Officer for your Faculty/Division/Campus. 

Enquiries regarding payments to staff members should be directed to the Finance Officer for your Faculty/Division/Campus.

Accounts Payable Forms