- Submission of Receipt Vouchers
Department/Unit (“D/U”) that has received customer payments through the University’s bank accounts should submit a Receipt Voucher to the Finance Office (“FNO”). If the D/U uses the Income Collection and Receipt Issuance System (“IRIS”) to record receipt transactions, a summary report should be submitted instead.
- Receipt Voucher (From Invoicing) (“RVI”)
D/U that has issued invoices to customers using the Customer Invoice E-form in CUSAP should complete RVI E-form in CUSAP and obtain the appropriate e-approvals. The duly approved RVI would automatically be submitted to FNO for fund checking and income posting to the relevant cost centre/project account. Upon submission of the completed RVI E-form to FNO, the D/U may issue an official receipt to the customer if required.
- Receipt Voucher (Without Invoice) (“RVII”)
Where a D/U has not issued invoices using the Customer Invoice E-form in CUSAP, the D/U should complete RVII E-form in CUSAP and obtain the appropriate e-approvals. The duly approved RVII would automatically be submitted to FNO for fund checking and income posting to the relevant cost centre/project account. Upon submission of the completed RVII E-form to FNO, the D/U may issue an official receipt to the customer if required.
- Submission Timeline
D/U should submit duly e-approved RVI and RVII (or a summary report if IRIS is used to record receipt transactions) to FNO IMMEDIATELY upon receipt of funds. For numerous receipt transactions of a similar nature (e.g. student activity fees), submission may be made within one week of receipt.
- Information Required on the Receipt Voucher
D/U should clearly indicate on the Receipt Voucher the nature of the income, amount received, and income posting information (i.e. company code, cost centre/project code and account code), as well as any other relevant information required for processing.
- Supporting Documents
To facilitate fund checking and income posting, the following documents should be uploaded to the Receipt Voucher E-form (or attached to the summary report if IRIS is used to record receipt transactions):
-
- Payment proof (e.g., bank deposit slip, bank remittance advice, ATM deposit slip, etc.)
- Agreement or supporting documentation relating to the nature of the income received
- Any other supporting documents deemed necessary
- Enquiries
For enquiries, please contact Ms. Wendy Chan at 3943-7278 of Investment and Treasury Unit.
