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(1) Official travel is an important element in the delivery of University of Newcastle ( (2) The (3) Cabcharge can only be used for official (4) Cabcharge Taxi eTickets are the only Cabcharge issued media to be used for (5) Cabcharge can only be used in taxis that display the Cabcharge logo. (6) Cabcharge Taxi eTickets can only be ordered from Cabcharge Australia by the University Custodian. (7) The University Custodians are nominated by the Chief Financial Officer. (8) The (9) Only the Chief Financial Officer may amend the list of authorised (10) University Custodians may issue no more than a block of 10 (ten) Cabcharge Taxi eTickets to any (11) No more than 15 (fifteen) Cabcharge Taxi eTickets are to be held by a (12) Cabcharge eTickets must be kept by the custodians in a secure location at all times. (13) (14) (15) For consistency in reporting, the on-line Cabcharge Taxi eTicket Requisition & Allocation Form is to be the only form used. It is an attachment to this procedure. (16) The Cabcharge Taxi eTicket Requisition & Allocation Form must be kept up to date and completed in full and be available for audit purposes at any time requested. (17) (18) Disciplinary procedures as per the Enterprise Agreement may be imposed for (19) Standard procedures for the ordering, issuing, distribution, recording, storage, disposal, and auditing of Cabcharge Taxi eTickets must be followed strictly. They are detailed in the following section. (20) The University Custodian will order new Cabcharge Taxi eTickets by completing the online Cabcharge Australia form, detailing the volume required. (21) Cabcharge Australia may limit the stocks the (22) The University Secretary or the Chief Financial Officer will notify Cabcharge in writing when the name of the University Custodian changes. (23) The (24) When the (25) Where it is not possible for the eTickets to be collected from Financial Services, because of location, the approval email from the (26) (27) On receipt of the eTickets, the (28) The (29) The eTickets should be personally collected from the (30) Any time an eTicket is issued, damaged, reported lost/ stolen, or sent back into stock all details related to the eTicket issued must be recorded on the Cabcharge Taxi eTicket Requisition & Allocation Form. (31) Once all the eTicket sequence numbers on a requisition form have been recorded as used, damaged, lost/stolen, or sent back into stock, the original form and any tax invoices/receipts are to be kept by the (32) All original Cabcharge Taxi eTicket Requisition and Allocation Forms are to be scanned and saved in TRIM by the (33) eTicket transactions may be subject to internal/external audit at any time. (34) The University Custodian will: (35) eTickets held by Custodians should be treated like cash. All unused eTickets must be locked in a drawer, cash box, or other secure location that has restricted access by the custodian(s) only. (36) If an eTicket is damaged, lost, or stolen the eTicket sequence number must be reported to the University Custodian so the eTicket can be cancelled. (37) If a (38) Where a (39) On a monthly basis the University Custodian will prepare a Journal using the data from Cabcharge and the cost collector supplied in the Cabcharge Register to allocate the charges for the use of eTickets. (40) The Journal will be sent to Financial Management Accounting for processing. (41) The University Custodian is responsible for: (42) The (43) The hard copy of the Cabcharge Taxi eTicket Requisition & Allocation Form is to be kept for 12 months for audit, review or reference requirements,. (44) eTicket transactions may be subject to internal/external audit at any time. (45) The Cabcharge Procedure
Section 1 - Context
Section 2 - Procedure
Use of Cabcharge Taxi eTickets
University Custodians
College/Divisional Custodians
Section 3 - Ordering and Issuing
Ordering New eTicket Stocks from Cabcharge Australia - University Custodian Only
Ordering and Issuing to the College/Divisional Custodian of New eTicket Stocks
Section 4 - Distribution and Recording
Distribution and Recording of eTickets by the College/Divisional Custodian
Recording of eTickets by the University Custodian
Top of PageSection 5 - Storage and Disposal
eTicket Storage/Disposal
Charges
Record Keeping and Audit