Accounts payable refers to all payments that the department makes to other entities.
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Accounts payable
If you receive an invoice that needs to be paid, please forward the invoice by email (or scan and forward the invoice if it’s in hard-copy) to the financial delegate (refer Delegations) along with the completed template below:
Please copy and paste the below table into email.
Example 1: Single cost centre
Invoice No. | Amount | Cost Code | Narration (Max 40 characters) | Additional Narration (Max 40 characters) | Date Received |
|---|---|---|---|---|---|
INV001 | $100.00 | 1111.11.6611.0000 | Stationery cost for May | Reflex Paper, pens, and sticky notes | 05/05/2024 |
Example 2: One Invoice with multiple cost centres
Invoice No. | Amount | Cost Code | Narration (Max 40 characters) | Additional Narration (Max 40 characters) | Date Received |
|---|---|---|---|---|---|
INV001 | $40.00 | 1111.11.6611.0000 | Stationery split for Finance May | Reflex Paper | 05/05/2024 |
INV001 | $60.00 | 2222.11.6611.0000 | Stationery split for IT May | Pens and sticky notes | 05/05/2024 |
Fill out details as per below:
- The invoice number.
- Amount of the invoice
- Cost code (see Chart of Accounts)
- Narration (maximum of 40 characters)
- Additional Narration (maximum of 40 characters)
- Date invoice was received (this is used to calculate penalty interest on late payments). If a received date has not been provided Penalty Interest may apply.
The Financial Delegate must send the email, along with the attachment to finance@stategrowth.tas.gov.au and include the word “Approved” in the email for the payment to be processed.
Important items to note:
- Each email should contain only one invoice, except for credit notes. Please include credit notes in the same email as an invoice of equal or greater value.
- Please attach invoice to email. Content Manager (CM) or website links will not be accepted.
- Invoices should be in an unalterable format. Invoices in word, excel etc. should be saved as PDF, JEPG etc. so that cannot be altered (key audit control)
- Please ensure the invoice is addressed to Department of State Growth or one of its Entities. We cannot pay it otherwise.
- Do not use special characters or symbols -, @, %, & etc. in the template or structure of the email.
- If either narration is over 40 characters, the information will be truncated. Which will affect the narration you see in your financial reporting.
- No spaces in Invoice Number or Cost code.
- If the invoice is long overdue, please provide an explanation and indicate if it is a contract etc.
- Please check the Cost Code is valid and Financial Delegate has necessary approval.
- To avoid duplicate processing, do not copy Finance into email asking for approval.
Corporate cards can also be used to make payments, refer Corporate cards.
For more information:
Forwarding invoices for Payment Quick Guide
Payments between government entities
Employee claims
If you need to be reimbursed for an expense, please follow the steps above as per payment of a regular invoice and include copies of all invoices you need to be reimbursed for. Be sure to indicate that the payment is to be made to you and include your bank details for the reimbursement.
Travel and meal allowances can be claimed through Employee Self Service.
Any questions
Phone: 6165 5165