E-receipt voucher without E-invoicing

1. Department which has received customers’ payments in the University’s bank account should submit receipt voucher (or summary report if Department uses Income Collection and Receipt Issuance System (IRIS) to record receipt transactions) to Finance Office (FNO).
2. Department which has issued invoices to customers using the Customer Invoice E-form in CUSAP should complete the Receipt Voucher (from invoicing) (RVI) E-from in CUSAP and submit the hard copy of RVI with proper authorization to FNO for fund checking and income posting to the department/project account. Department can issue official receipts and send to customers upon submission of completed RVI E-form to FNO (if official receipt is required by the customer).
3. If Department has not issued invoices using the Customer Invoice E-form in CUSAP, Department should complete the Receipt Voucher (without invoice) (RVII) E-form in CUSAP and submit the hard copy of RVII with proper authorization to FNO for fund checking and income posting to the department/project account. Department can issue offical receipts and send to customers upon submission of completed RVII E-form to FNO (if official receipt is required by the customer).
4. Department should submit the hard copy of the properly authorized receipt voucher (or summary report if Department uses IRIS to record receipt transactions) IMMEDIATELY to FNO when money is received or within a week if numerous receipt transactions of same nature are involved, e.g., student activity fees.
5. Department should clearly indicate on the receipt voucher the nature of the income, amount received, project account information (i.e., company code, cost centre/project code, account code), etc.
6. The following documents should be sent to FNO together with the properly authorized receipt voucher (or summary report if Department uses IRIS to record receipt transactions) to facilitate fund checking and income posting:
   1. Payment proof, e.g., bank deposit slip, bank remittance advice, ATM deposit slip, etc.
   2. copy of invoice/agreement regarding the nature of the income received
   3. other supporting documents if deemed necessary
7. For enquiries, please contact Ms. Wendy Chan at 3943-7278 of Investment and Treasury Unit.

Upon Receipt of Payment, Prepares RVII

Approved by Budget Holders/ Delegates

Submission to Finance Office

Fund Checking

Posting Receipt

Workflow for D/U to prepare RVII