Suppliers

University requirements

Suppliers are required to provide a valid invoice for all goods purchased on behalf of, or services supplied to, the University. As a general guide, suppliers who have an Australian Business Number (ABN):

  • Who are registered for GST provide a 'Tax Invoice';
  • Those not registered for GST will provide an 'Invoice'.

Where a supplier does not provide its ABN, the University is required to withhold 49% from the payment and remit this to the Australian Taxation Office.

Certain suppliers are not required to quote an ABN, in these cases the suppliers can submit a Statement by a supplier which identifies the relevant exclusion from not quoting an ABN from the supply. If the University has reasonable grounds to believe that the statement by the supplier makes is false or misleading, it is required to withhold 49% from the total payment.

What is a valid tax invoice?

A tax invoice is required to enable the University to claim back the GST on purchases from the Australian Taxation Office. Tax invoice requirements are based on the value of the invoice:

TAX INVOICE - MINIMUM REQUIREMENTS

Under $75 (GST excl)

Invoices total value over $75 to $1,000 (GST excl)

Invoices total value more $1,000 (GST inc)

No 'tax invoice' required, substantiate payment through documents such as cash register dockets, receipts or invoices and for there to be reasonable assumption that GST was included in the price.

 

Y

-

-

Words 'Tax invoice' stated prominently

-

Y

Y

ABN of supplier

-

Y

Y

Name of supplier

-

Y

Y

Date the invoice was issued

-

Y

Y

Brief description of each thing supplied, including the quantity (if applicable) and the price

-

Y

Y

The GST amount (if any) payable - this can be shown separately or, if the GST amount is exactly 1/11th of the total price, a statement such as 'total price includes GST'

-

Y

Y

Tax invoices that include taxable and non-taxable items must clearly show which items are taxable

-

Y

Y

GST-inclusive price of taxable supply

-

Y

Y

Name of recipient

-

-

Y

Address or ABN of recipient

-

-

Y

Tax invoices that contain incorrect or incomplete information are not valid should be returned to the supplier and corrected.

Special rules apply to transactions with agents and recipient-created tax invoices, suppliers should refer to Australian Taxation Office.

Ensuring prompt payment

For prompt payment ensure the tax invoice issued is valid for GST purposes and quotes the University's Purchase Order number.

If a University purchase order has not been issued, the tax invoice should be referred to the section/employee that requested the goods or services to initiate the payment process.

Enquiries

If you have any enquiries please email Payment Services