GST – Roles and responsibilities
Expense Claims
First Line Defence
Second line Defence
Third Line defence
Faculty & Division
Finance Faculty&Division
Internal Audit
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• Review Process
• Audit rating/
recommendations
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Credit Card
reconciliation
Data entry and Approval
GST code, GST amount, agrees
to Tax Invoice
Valid Tax Invoice
Suitable GL account
Scanned attachments
Finance
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EMS – Business Purpose,
Expense Type
Sample Testing
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Faculty and Division
Finance Faculty&Division
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Finance
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Data entry and Approval
GST code, GST amount, agrees
to Tax Invoice
Valid Tax Invoice
Suitable GL Account
Scanned Attachments
Faculty and Division
Purchase Orders/
AP vouchers/PR1s
Monitoring and Review
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Data entry
GST code, GST amount
Suitable GL Account
Identify where need to consult
with Tax on GST treatment
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Monitoring and Review
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Reporting on spend
EMS – Business Purpose,
Expense Type
Sample Testing
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Finance - AP
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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
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Sample Testing
Internal Audit
• Review Process
• Audit rating/
recommendations
Internal Audit
• Review Process
• Audit rating/
recommendations
GST – Roles and responsibilities
Billings
First Line Defence
Second line Defence
Third Line defence
Faculty & Division
Finance - AR
Internal Audit
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Data entry
GST treatment on RFTI
GST free – document reason
Identify where need to
escalate to Tax on GST
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Raise Tax Invoice as per
RFTI form
Send to Customer/F&D
Identify where need to
refer to Tax
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• Review Process
• Audit rating/
recommendations
Finance – Tax
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Credit Notes
Faculty and Division
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Data entry
RFCN – Same GST treatment
as original Tax Invoice
Sample Testing
Finance - AR
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Raise Credit Note as per
RFCN form
Same GST treatment as
original Tax Invoice
Identify where need to
refer to Tax
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Internal Audit
• Review Process
• Audit rating/
recommendations
Finance - Tax
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One Stop/Cashier
Payments
Faculty and Division
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Data entry
Sufficient details on L20s
Advise Finance Operations of
expected receipts to Bank
Account
Suitable GL Account
Sample Testing
Finance - AR
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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 responsibilities
Petty Cash
First Line Defence
Second line Defence
Third Line defence
Faculty & Division
Finance - AP
Internal Audit
• Review Process
• Audit rating/
recommendations
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Web Pays
Data entry
GST code, GST amount, agrees
to Tax Invoice
Valid Tax Invoice
Suitable GL account
Faculty and Division
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Set up of GST treatment
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Review GST code, GST
amount
Valid Tax Invoice
Review GL account
Finance - Tax
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Sample Testing
Internal Audit
• Review Process
• Audit rating/
recommendations
GST – Roles and responsibilities
BAS Preparation
First Line Defence
Second line Defence
Third Line defence
Faculty & Division
Finance - FBS
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Internal Audit
Data entry
Refer R&R for Expense claims,
Credit Cards, PO,AP vouchers,
PR1s, Billings, Credit Notes,
OneStop, Petty Cash, Web
Pays
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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
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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
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Review GST Process
Audit rating/
recommendations
ATO
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Monitoring of Returns
ATO queries
Risk Quadrant
GST – Roles and responsibilities
Systems and
Processes
First Line Defence
Second line Defence
Third Line defence
Finance - Tax
Finance - FBS
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Internal Audit
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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
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Faculties and Divisions
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Training and Advice
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Only trained staff enter
transactions
Retention of data entry
knowledge – complex or high
risk transactions
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
Finance - Tax
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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
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Review GST Process
Audit rating/
recommendations
Internal Audit
• Review Process
• Audit rating/
recommendations