Skip to content
Gallery
Club Training
Running Your Club
Events
(archived) Finance
Marketing
Policies
Onboarding
Finance FR
More
Share
Explore
(archived) Finance

icon picker
Payment Methods

Tax Invoice

4. Tax Invoice and Purchase order

Purpose: Typically for large sums when paying coach, equipment, or court hire fees, often biannually.
Payment terms are 30 days from the end of the month in which the invoice is dated. These payment terms are set by Swinburne Finance and Clubs & Sport do not have any control over these terms. Invoices can take up to 8 weeks to process. Following approval of FRF that includes a tax invoice from the supplier with all required information; the C&S Officer can arrange for the Purchase Order to be sent to the supplier and they are paid at the end of the following calendar month. It is important for clubs to discuss these terms with suppliers, so that all parties are understanding of when payments will be made.
Please note that Finance will not process an incomplete invoice. It is a legal requirement that is set by the Australian Taxation Office (ATO), this is not something that Clubs & Sport or Swinburne have any control over. An invoice that is missing any of the required items will be rejected and will result in delays in processing times, and potentially payment times.
Please review the example invoice and list of required items below and ensure that any invoices you receive contain ALL of the items.

3. Paid in Advance via Credit card by a C&S Officer

Purpose: An alternative to the Sundry Refund. Can be used for large online payments, i.e. camp or excursion costs.
Following approval of FRF that includes tax invoices or screenshots of shopping carts with all required information included, the C&S Officer can make the payment online. In some cases, this will require the sharing of club login details and a drop by Club Hub to ensure the payment is made correctly.

2. Prepaid e-Gift Card

Purpose: A great option for club use when supermarket items are required i.e. snacks for an event. Can also be used for prize purposes i.e. competition or trivia winners.
Committee Members must provide a detailed quote of items to be purchased, individual costs, and a total amount required on each gift card in the FRF. C&S Officer purchases e-gift card/s from relevant stores and emails to the club. Following purchases, tax invoices/receipts are to be emailed with a description to the C&S Team.

1.
Sundry refund - EFT ReimbursementLinks to an external site.
⁠

Purpose: The primary payment method, can be used for expenses up to ~$300.
Committee members may be pre-approved to pay upfront with personal funds and submit a tax invoice/receipt to be reimbursed. No refunds will be issued for purchases made with personal funds that have not been pre-approved. Reimbursements will not be processed for any amount that exceeds the amount approved on the Funds Request Form. Following payment, you can submit a Sundry Refund Form with receipts upload and your bank details to be reimbursed. You will receive the EFT transfer to your account with 7 days of receiving confirmation of approval.
Want to print your doc?
This is not the way.
Try clicking the ⋯ next to your doc name or using a keyboard shortcut (
CtrlP
) instead.