3.0 Bookkeeping Instructions – Read this first

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Reporting Timelines
Actions/Reports by CCSA
Electronic Bookkeeping
Paper-based Bookkeeping
Petty Cash
Fee Software Reporting
Bank Reconciliations
BAS/AIS

 
Reporting Timelines

Business Solutions Bookkeeping - Reporting Table Service
Timing Reporting form numberDetails
Monthly - within 7 days of end of month3.1
3.2
3.3
Payments and receipts reports
Copies of bank statements
Annually - within 14 days of AGM1.4Names, addresses and contact numbers of office bearers


 
Actions/Reports by CCSA

Business Solutions Bookkeeping - Reporting Table CCSA
TimingReportDetails
MonthlyBalance Sheet, Profit and Loss reports and bank reconciliationsSent to service and committee by the 15th of each month
Monthly/Quarterly as applicablePAYG payable
By due date
BAS returnBy due date
Access to software file to nominated auditorWhen requested


 

Electronic Bookkeeping

Procedure

We will incorporate your existing bookkeeping systems into our processes and procedures.

This includes the options to;

  1. Allocate transactions through bank feeds,
  2. Attach invoices to transactions through the in tray function of your software file

Please speak with the Business Solutions Team for more details.


 

Paper-Based Bookkeeping

Related Forms

3.1 Monthly Receipts Report

3.2 Monthly Payments Report

Procedure

Receipt all money received by service – cash, cheques, direct deposits, EFTPOS.

Complete the Monthly Receipts Report (see back of Form 3.1 for instructions). Include any GST amounts and MYOB account codes as per form instructions.

If more than one bank account is used, complete a separate form for each account and indicate the bank account number on the form.

Forward signed copy of Monthly Receipts Report to CCSA on a monthly basis within 7 working days of end of calendar month

Include all Recipient Tax created invoices for government grants.

List all cheques or payment made by EFT during the applicable month

Complete Monthly Payments Report (see back of Form 3.2 for instructions). Include GST amounts and MYOB account codes and job codes if necessary.

If payments are made from more than one bank account, complete a separate report for each account and indicate the bank number on each form.

Forward signed copy of Monthly Payments Report to CCSA on a monthly basis within 7 working days of end of calendar month.

CCSA will enter all information and as part of the end of month bookkeeping, will provide financial reports no more than 10 working days after the receipt of all bookkeeping information.


 

Petty Cash

Related Forms

3.3 Petty Cash Report

Procedure

To establish a petty cash float:

Decide at a Committee meeting what the Petty Cash Float shall be, who shall have access and minute the decisions.

Draw and cash cheque for float.

Store cash in secure place.

To record petty cash expenditure:

Record all purchases for period (see instructions for completing form on back of Form 3.3)

To balance and replenish petty cash:

Draw a cheque for amount of expenditure in this period (which will not necessarily be the same amount as the float) and record cheque number on Form 3.3. For example, if the float is $100.00 and there is $5.60 left in the petty cash tin, write a cheque for $94.40 to bring the float back to $100.00

To report to CCSA:

Send a copy of the completed Petty Cash report to CCSA

CCSA will enter all petty cash transactions and reconcile the petty cash account.

A reconciliation report will be forwarded to the service on request.


 

Fee Software Reporting

As part of the end of Month reporting, CCSA can also enter information regarding Fee Income and Debtors balances if required.

A report showing the Total Fees invoiced for the month, and a Debtors balance as at the end of the month would be required.

These reports should be generated from your fee software package at the earliest point after the last date of the month, before any current month charges are entered.

Please speak with the Business Solutions Team for more details.


 

Bank Reconciliations

Related Forms

Copies of monthly bank statements

Procedure

Forward a copy of all Bank Statements to CCSA on monthly basis within 7 working days of end of calendar month.

CCSA will reconcile the bank statements from the information provided in the receipts and payments reports.

As part of the end of month bookkeeping, CCSA will provide financial reports no more than 10 working days after the receipt of all bookkeeping information.

CCSA will forward a copy of the reconciliation report to the service on request or as part of the ongoing end of month reporting requirements of the service.


 

BAS/IAS

Related Forms

Copy of tax file declaration for each employee

ATO change of registration details

Procedure

CCSA are registered BAS Agents and will submit all IAS/BAS electronically through the Business Portal.

As specified by the ATO, CCSA will seek approval from the centre before lodgement of monthly IAS or quarterly BAS with the ATO. At this time a draft copy of the IAS or BAS, plus documentation to support our calculations, will be sent through for approval.

It is recommended that CCSA be added as a contact for dealing with PAYG queries with the ATO. The service should complete Section E of the ATO change of registration details form and sign Section I. Contact CCSA for details of person to be added. The service should then keep a copy and forward the form to the ATO.

 

 

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