Finance Processes for Committees

This section outlines the approval processes for expenditure, but first, an important warning:

BE SCAM ALERT

Cyber scams are common throughout the business community, including in membership associations, with some very sophisticated scams that can purport to be from a Branch President asking a committee member to take care of making a payment - this is s scam. We ask that our volunteers remain vigilant to scams.

To protect against fraud and scams, please note that staff, Office Bearers or committee members will NEVER email you and ask you to transfer money to make a payment, to purchase gift cards, or to click on links to make payments.

If you are unsure about an email you have received, please contact our Accounts team or phone 07 35445670. You can also contact your local President/Chair to verify the email, but please do not use any contact details provided on the suspicious email.

If you receive scam request in addition to advising us, please report it to the Australian Government Scamwatch site: Report a scam | Scamwatch

Approval process for expenditure

Branch Presidents and Branch Treasurer are the only ones that can approve any Branch expenditure in accordance with the approved budget.

TMN Chair and TMN Treasurer are the only ones that can approve any TMN expenditure in accordance with the approved budget.

This applies to all purchases such as venue hire, catering (including deposits), and gifts for speakers.

For any purchases, including those requiring reimbursement, it's essential to acquire and retain the tax invoice and obtain pre-approval through ApprovalMax from your Branch delegates.

Payments and reimbursements can only be processed with a valid tax invoice, not a receipt or credit card receipt.

PLEASE NOTE: Any invoice not meeting the requirements set out below or addressed correctly will need to amended by the supplier before payment / reimbursement can be made.

Tax Invoices

Tax invoices must include enough information to clearly determine the following details:

document is intended to be a tax invoice

seller's identity

seller's Australian business number (ABN)

date the invoice was issued

brief description of the items sold, including the quantity (if applicable) and the price

GST amount (if any) payable – this can be shown separately or, if the GST amount is exactly one-eleventh of the total price, as a statement which says 'Total price includes GST'

extent to which each sale on the invoice is a taxable sale

Please address ALL invoices to:

Transport Professionals Association

PO Box 107

LUTWYCHE QLD 4030

Contact our National Finance and Administration Officer here or phone 07 3544 5670 for any invoice queries.