• Section 1 - Hospitality
• Section 2 - University Purchasing Card (preferred option)
• Section 3 - Invoice Issued to University
• Section 4 - Staff Reimbursement

Section 1 - Hospitality

(1) Hospitality expenditure may be incurred by:

1. Charging amounts to University Purchasing
2. Requesting an invoice to be issued to the University
3. University staff paying account and requesting reimbursement

Section 2 - University Purchasing Card (preferred option)

(2) If hospitality is charged to a University Credit Card, the "entertainment" questionnaire in Spendvision must be used, enabling the correct GST and FBT treatment to be defaulted and recorded in the Finance System.

Section 3 - Invoice Issued to University

(3) If the University is invoiced for hospitality provided, the first option is payment by University purchasing card. If for some reason you are unable to pay via purchasing card, a Finance One requisition will need to be completed specifying the Hospitality category and the additional information provided for Category 4 transactions, in order to satisfy FBT requirements.

Section 4 - Staff Reimbursement

(4) Currently Staff employed within the University Services Division have access to staff reimbursements via Spendvision.

(5) Staff employed outside University services, and requesting reimbursement of hospitality expenses, should complete the Hospitality section of the Student and Visitor Claim Form until Spendvision reimbursements have been rolled out to all staff.

(6) Alternatively for those staff a Petty Cash Claim Form may be completed and presented to the Cashier's Office for reimbursement. A Hospitality category must be specified within the Hospitality section of the form and the additional information provided for Category 4 transactions, in order to satisfy FBT requirements. Petty Cash can only be paid if the amount is within the approved Petty Cash limit (currently $110 per claim with a limit of $110 per person, per day, including GST). Tax invoices or receipts must accompany all claims for reimbursements.