Cash Office

‌We deal with all enquiries relating to income and cash receipts, whereas enquiries on supplier or student payments would normally be referred to Accounts Payable.

Please note that the banking of income is covered by the cash handling policy and all staff involved with banking cash or cheques must be familiar with this document.

Income received

All cash and cheques should be accompanied by an Income posting slip. Two versions of this document are available below. The excel document will do all of the calculations (such as the VAT and totals) automatically. The pdf version is available for those users who do not use excel. Both versions can be printed easily. They should be printed, signed off and attached to any cash or cheques to be banked.

• Excel version Income received posting slip Excel (Excel, 45 KB)
• PDF version Income Received Posting Slip (PDF) (PDF, 222 KB)

Some guidelines on completion

1. Please tick the appropriate box, keeping cash and cheques on separate forms.
   • Please note that cash must always be brought into the Finance Office, ASC, 79 North Street in person
2. The pay-in number is available for Schools / Units to use in order to keep track of pay-ins.
3. Enter the cost centre, analysis code and detail code.
   • See Departmental Analysis Codes and Cost Centre Database for a list of Cost Centres
   • See Departmental Analysis Codes and Cost Centre Database for a list of Analysis Codes
   • See Detail Code Qlikview App for a list of Detail Codes
   • See General Ledger Coding page for information on the general ledger coding structure
4. The GROSS amount received should be entered onto the slip for each line.
5. VAT Codes must be entered for all income received. For guidance on what VAT code to use - please see VAT Codings -Sales and Income
6. Please separate out income that has different VAT codes and enter these on different lines. For example - these would all need to be on different lines:
   • Sale of books (Z - zero-rated)
   • Sale of student course-materials (E - exempt)
   • Donation from sponsor (O - out-with scope)
   • Sale of second-hand computer (S - standard rated)
7. A description sufficient to support the VAT coding must be entered. This is especially important if a code other than 'S' (standard) is selected.
8. The excel document will calculate out the total gross amount, total net amount, total VAT amount, net amounts and the VAT for individual lines based on the VAT Coding selected.
9. For the pdf document you must enter the total gross amount, total net amount, total VAT amount, net amounts and the VAT for individual lines based on the VAT Coding selected.

Issue of receipts

Please bring or send both copies of this form to the Finance Office, ASC, 79 North Street and a receipted copy will be returned to you.

Reimbursement of Travel Costs

Please note that VAT may have to be charged on top of travel costs if it is part of a supply of staff.  More guidance can be found on the VAT on reimbursement of travel costs page.