How to use NOPF: 1. Please ENABLE the Macros before you start filling out the form.

2. STEP 1- Form sheet:

a.) Request for: there are 5 options in the drop down box, please choose correct one. For visitors, please use “Non Order Payment”.

b.) Faculty/Department: Please choose “4241 Science – Physics and Astronomy” from drop down box.

c.) Department Reference: Please leave it blank for admin staff. d.) Staff/Student/Account No.: Please use staff or student number, or “Visitor” if it is for a

visitor. e.) Total Amount Claimed: Please use amount calculated on STEP 2 sheet. f.) Only STEP 1 sheet required for Per Diem and Travel Advance claim.

3. STEP 2 – Receipts sheet a.) Number of transactions to be included in this substantiation (Number of dissection lines

required): Please estimate the lines required and type the number in the box. b.) Supplier: Please enter the purpose the expenses here, such as meals, train ticket etc. c.) Total AUD and Total FX Amount: Please enter total claim amount, one receipt one line. d.) Account Number: Please use numbers only, operating accounts are 8 digits, project

accounts are 7 digits. e.) Exchange rate choices are below:

Rate from www.oanda.com, back to the transaction date, or; Rate from Credit card statement, or; Rate from the actual cash exchange activity (docket required).

4. STEP 4 – Bank Info sheet Please fill out bank details on this sheet a.) if this is the first time claiming the cost; b.) if you want to change the bank details in the system.

5. If you have any troubles to fill out the form, please contact admin staff.

6. When the form is done, please print out the “STEP 1 – Form”, sign, submit it to admin staff

with original receipts (no staples). Meanwhile, email the excel copy to the admin staff.

7. Frequently used natural codes are stated below:

Travel - Australia

5101 Accommodation and meals - Australia only 5102 Train, bus, taxis fares, parking - Australia only 5111 Per Diem Australia

Travel International

5105 Accommodation and meals - International only 5106 Bus, train, taxis fares - International only 5110 Per Diem International

Travel Australia and International

5103 Vehicle Hire 5107 Conference fees

5112 Travel Advance

Laboratory Purchases (please note you should only purchase small items as all other items should come through our office)

4452 Consumables with in the laboratory 4450 Chemical or bio 4451 Gases

Examples attached: a.) Reimbursement b.) Per Diem c.) Travel Advance d.) Substantiation e.) Receipts

Request For:

Invoice Code: (Please complete Electronically and print for sign off )

Faculty / Department:

Department Reference:

Desription:

Pay To: Staff/Student/Account No.

Address:

State Post Code CountryEmail :

x EFT(By Prior arrangement only)

Please complete the Banking Authority Form if you have not previously provided your Bank Details to Accounts Payable

Total Amount Claimed: GST Included Amount Excl. GST

Signature: Name: Date:

Certifying Officer: Signature: Date:

Authorised By: Signature: Date:

Total Reimbursement claimed for expenses incured on behalf of the University as per List of Receipts

Provide a full listing of all receipts attached. For easy reference please number receipts according to your list numbers Include AUD Value for all invoices and also Foreign Currency amount if applicableTravel Diary (If claim relates to expense incurred whilst travellingEFT Details - Banking Authority Form (completed - if not previously submitted) All original invoices / receipts as listed on page 2OANDA (or similar) exchange rate confirmation for dates of invoices as required

Note: If payments were made over seas with a personal credit card, you may attach a copy of your credit card statement as confirmation of exchange rates.

(Please complete Electronically and print for sign off )

ReimbursementREIMB

Mel trip Oct 14

(Restrict entry to 15 characters max)

12344241 Science - Physics and Astronomy Phone Extension:

Dept. Physics and Astronomy

ABC 12345678

abc@mq.edu.au

Special Comments & Requests:

20.00 506.00

International T/T International Draft Cheque

Payment Details:

Certification and Authorisation

Confirmation: in accorance with the terms of the Public Finance and Audit Act 1983, I confirm that the goods and services have been provided as described in the attached documentation and that this payment request has not been previously submitted.

ABC 1/10/2014

526.00

526.00$

Reason for the Expense

Reimbursement Checklist

Reimbursement

NOPF

example

Department Reference:

Desription: 

Number of transactions to be included in this substantiation (Number of disection lines required)

PLEASE NOTE:  The following cells are free‐entry fields and must be electronically filled by the claimant:**** These cells do NOT calculate automatically ****

Rec

1

2

3

4

5

Sub Totals

Total Amount of Receipted Items (AUD)

Total Amount of GST Paid on Receipted Items (AUD)

Rec #

Date Suppliers Name/ DescriptionAccount 

Number  (REQUIRED)

Natural 

Account  (REQUIRED)

AUD Transactions Transactions Foreign Currency Transactions

Total AUD 

Amount  (REQUIRED)

Z

List of Receipts and Allocation

0 Staff/Student No: 12345678

Mel trip Oct 14

5

Pre‐GST GST Total FX  FX Rate AUD Value

1/10/2014 Train 12345678 220.00

Date SupplierAccount 

Number

Natural 

AccountTotal AUD 

3/10/2014 Visa application 1234567 150.00

2/10/2014 Meals 12345678

200.00 20.00 0.00

150.00 0.00

GST Free 

C GST  Total FX 

Amount  (REQUIRED if 

FX)

NA (tax code)

GST Free 

Amount  (REQUIRED)

Amount 

before GST  (REQUIRED)

GST 

charged  (REQUIRED)

Exchange 

Rate  (REQUIRED if 

FX)

AUD Equivalent

156.00 1.00 156.00

0.00

0.00

0.00

156.00

526.00

20.00

370.00 150.00 200.00 20.00 156.00 1.00

Please note:  If your receipt contains both "C" & "Z" transactions you must use 2 separate lines for 

disection ‐ 1 line for "C" and 1 line for "Z"Please enter the number of lines needed (1 to 300 available).  Remember you can always come back 

and increase this number if needed. 

example

Request For:

Invoice Code: (Please complete Electronically and print for sign off )

Faculty / Department:

Department Reference:

Desription: 

Pay To: Staff/Student/Account No.

Address:

State Post Code  Country

Email :

x EFT

(By Prior arrangement only)

Please complete the Banking Authority Form if you have not previously provided your Bank Details to Accounts Payable

Total Amount Claimed:   GST Included Amount Excl. GST

Signature: Name: Date:

Certifying Officer: Signature: Date:

Authorised By:  Signature: Date:

As calculated with the Per Diem Calculator

Total Per Diem

Destination : International / Domestic?

Country of Travel Cost Code

Departure: Return:

Departure Date: Return Date:

Departure time from base to destination: Departure Time from destination to base:

Arival time at destination: Arival time at base:

Local Travel Overseas Travel

Consisting of: Full Per diem Consisting of: Full Per diem

Incidentals Incidentals

Breakfast Breakfast

Lunch Lunch

Dinner Dinner

$20.00

$14.50

$14.50

$29.00

Cost Group 

1 

Cost Group 

2

Cost Group 

3

Cost Group 

4

Cost 

Group5

Cost Group 

6

$13.00

$15.00

$7.00

$14.00

$15.00

$9.00

$9.00

$18.00

$20.00

$12.25

$12.25

$24.50

69.00$                     

(Please complete Electronically and print for sign off )

Per DiemPDIEM

Mel trip Oct 14

(Restrict entry to 15 characters max)

12344241  Science ‐ Physics and Astronomy Phone Extension:

Dept. Physics and Astronomy

ABC 12345678

abc@mq.edu.au

$3.75

$3.75

25.00$      

1/10/2014 10/10/2014

7:12:00 AM 10:00:00 AM

7:00:00 PM 12:00:00 AM

$10.00

Per Diem Rate for this travel

Per Diem

Purpose of 

Travel:

Special 

Comments & 

Requests:

500.00

405.00$                     

Japan International

International T/T International Draft Cheque

Payment Details:

Certification and Authorisation

Confirmation:  in accorance with the terms of the Public Finance and Audit Act 1983, I confirm that the goods and services have been provided as described in the attached 

documentation and that this payment request has not been previously submitted.

ABC

500.00

PD Rates:

$55.00

$20.00

$8.75

$8.75

$17.50

$7.00

$7.50

36.00$      

$10.00

43.00$       51.00$        69.00$        78.00$      

$6.50

$6.50

5

NOPF

example

Departure before 8am

Departure between 8am & 3pm

Departure after 3pm

LGR GST

No 

GSTNo 

GST

Incl

GST NOTE:   Z

Select  Yes ‐ If the amount includes GST

No ‐ If the amount does not include GST

(Please use drop down menu where applicable)

CTotal (Incl. GST) ‐$                                        

GST Included in total ‐$                                        

‐$         

‐$         

‐$         

Total (NO GST) 405.00$                                  

5110 ‐$          40.00$                                    

Dinner 1 1 50% $24.50 24.50‐$                          

Total Deductable 49.00‐$                          

Total Per Diem Claimed 405.00$               

PER DIEM SUMMARY (Details as per calculator)

Account Name

Per Diem payable as per Per Diem Calculator 1234567 5110 ‐$          365.00$                                  

Incidental only ‐ Conference Rate 1234578

Breakfast 1 1 25% $12.25 12.25‐$                          

Lunch 1 1 25% $12.25 12.25‐$                          

Qty included in Accommodation

Qty Included in Activity (eg 

conference / meeting / paid for by 

another party)

TotalMeals

69.00$                ‐$                              

69.00$                ‐$                              

Account Number

69.00$                ‐$                              

69.00$                ‐$                              

Total Non Travel Days 345.00$                        

Deductions ‐ Where meals are provided, please deduct as follows:% of Daily Rate 

Deductable (Excl 

incidentals)

Daily Per Diem 

Rate  (Excl 

Incidentals)

Amount Deductable

69.00$                ‐$                              

345.00$                        

69.00$                ‐$                              

Start Date End Date

Incidental Conference Per Diem ‐ International Travel

3/10/2014 7/10/2014

Arrival between 3pm & 8pm 50% 100%

Arrival After 8pm 0%

No Of 

DaysActivity

Incidentals only ‐ For Conference on Non travel daysDays

Allowable 

Percentage of daily 

rate *

Daily Per Diem 

Rate *Per Diem ClaimedUse where all meals are included in conference and/or accommodation

Total Per Diem ‐ Conference attendance 40.00$                          

FULL Entitlement ‐ Non travel Days

2 Days 100% 20.00$                40.00$                          

Incidental Conference Per Diem ‐ Domestic Travel Days 100% 20.00$                ‐$                              

Per Diem Claimed

Total Per Diem for Travel Days 69.00$                          

Total Payable 405.00$                                  

Time of departure from final destination 8am to 3pm 50% 69.00$                34.50$                          

Natural 

AccountGST Total ‐ Per Diem Amount

Per Diem ClaimedIncludes Incidental Rates and meals that are provided MUST be deducted in the following section

69.00$                34.50$                          

75%

Allowable % of Daily Rates:

5               Conference 69.00$               

PER DIEM CALCULATOR

Travel Days Time

First day of Travel

100% 0%

Arrival between 10am & 3pm

50%

Last day of Ttravel

50%

Time of arrive at final destination 3pm to 8pm

Arrival at destination (Single & Multiple Day Travel) Departure from Destination (Multiple Day Travel)

Arrival before 10am

Allowable 

Percentage of daily 

rate *

Daily Per Diem 

Rate *

Full Daily Per 

Diem Rate *

example

NOTES:

Please attachTravel Itinerary and/or Flight bookingAll original invoices / receipts for additional amounts claimedTravel Approval Form (staff & students)Travel Plan and / or Conference DetailsAuthorised Absence On Duty form (staff)

Per Diem Application ‐ Checklist 

Note:  If payments were made over seas with a personal credit card, you may attach a copy of your credit card statement as confirmation of exchange 

rates.

example

Request For:

Invoice Code: (Please complete Electronically and print for sign off )

Faculty / Department:

Department Reference:

Desription: 

Pay To: Staff/Student/Account No.

Address:

State Post Code  Country

Email :

x EFT

(By Prior arrangement only)

Please complete the Banking Authority Form if you have not previously provided your Bank Details to Accounts Payable

Total Amount Claimed:   GST Included Amount Excl. GST

Signature: Name: Date:

Certifying Officer: Signature: Date:

Authorised By:  Signature: Date:

Total Advance Required Other Payments Requested on this form

** You may claim up to 85% of the value of your travel Budget Total Amount Claimed

** Please remember to attach copy of approved travel budget and any other relevant supporting documentation

LGR

GST 

Incl / 

Excl

No 

GSTNo 

GSTNo 

GST

Please attach   Authorised Absence On Duty form (staff)   Travel Approval Form (staff & students)   Airline Booking (if travel by air)   EFT Details ‐ Banking Authority Form (completed)   Any other supporting documentation (if applicable)

Advance  ‐ Travel 5112 0.00

Request for Advance

(Please complete Electronically and print for sign off )

AdvanceADV

Mel trip Oct 14

(Restrict entry to 15 characters max)

12344241  Science ‐ Physics and Astronomy Phone Extension:

Dept. Physics and Astronomy

ABC 12345678

abc@mq.edu.au

Special 

Comments & 

Requests:

500.00

International T/T International Draft Cheque

Payment Details:

Certification and Authorisation

Confirmation:  in accorance with the terms of the Public Finance and Audit Act 1983, I confirm that the goods and services have been provided as described in the attached 

documentation and that this payment request has not been previously submitted.

ABC

500.00

500.00Total Payment Required

Total Amount Inclusive of 

GST (if applicable)

500.00$                      

Advance  Checklist 

Advance  ‐ Travel 12345678 5112

Natural 

Account

GST 

Amount

0.00 500.00

500.00$                       ‐$                            

Account NameProject or Discipline Code / Sub 

Group or Activity (REQUIRED)

Advance  ‐ Travel 5112 0.00

OTHER EXPENSES CLAIMED ‐ IF ANY  (Please note:  IF you include other expenses here, you must also complete Step 2 and Step 3 will auto complete.)

NOPF

example

Request For:

Invoice Code: (Please complete Electronically and print for sign off )

Faculty / Department:

Department Reference:

Desription: 

Pay To: Staff/Student/Account No.

Address:

State Post Code  Country

Email :

x EFT

(By Prior arrangement only)

Please complete the Banking Authority Form if you have not previously provided your Bank Details to Accounts Payable

Total Amount Claimed:   GST Included Amount Excl. GST

Signature: Name: Date:

Certifying Officer: Signature: Date:

Authorised By:  Signature: Date:

‐ =

OR

LGR

GST 

Incl / 

Excl

No 

GST

1    Provide a full listing of all receipts attached.  For easy reference please number receipts according to your list numbers 

2    Include AUD Value for all invoices and also Foreign Currency amount if applicable

3 Please attachEFT Details ‐ Banking Authority Form (completed ‐ if not previously submitted) All original invoices / receipts as listed on page 2MQ Cashier's receipt for repayment of unused funds (if appropriate)OANDA (or similar) exchange rate confirmation for dates of invoices as required

(Please complete Electronically and print for sign off )

SubstantiationSUBST

Mel trip Oct 14

(Restrict entry to 15 characters max)

12344241  Science ‐ Physics and Astronomy Phone Extension:

Dept. Physics and Astronomy

ABC 12345678

abc@mq.edu.au

Special 

Comments & 

Requests:

20.00 506.00

International T/T International Draft Cheque

Payment Details:

Certification and Authorisation

Confirmation:  in accorance with the terms of the Public Finance and Audit Act 1983, I confirm that the goods and services have been provided as described in the attached 

documentation and that this payment request has not been previously submitted.

ABC

526.00

‐$                            Unspent Advance to Refund 

to MQ

450.00$               Total of Receipts now 

provided 526.00 Difference 76.00‐$                 

Advance Details (To be reversed and allocated appropriately)

Account Name GST 

Amount

Substantiation of Advance

Substatiation Checklist 

Advance  ‐ Travel 1234567 5112 0.00 450.00‐$                                  

Account Number (Project or 

Discipline Code + Sub Group or 

Activity

Natural 

Account

Total Amount Inclusive of 

GST (if applicable)

Total Receipts attached

Reimbursement for additional 

spent 76.00$                        

Total of Advance 

previously received

526.00$                                  

76.00‐$                                    

Note:  If payments were made over seas with a personal credit card, you may attach a copy of your credit card statement as confirmation of exchange 

rates.

Total Amount to be repaid or paid in addition to advance

NOPF

example

Department Reference:

Desription: 

Number of transactions to be included in this substantiation (Number of disection lines required)

PLEASE NOTE:  The following cells are free‐entry fields and must be electronically filled by the claimant:**** These cells do NOT calculate automatically ****

Rec

1

2

3

4

5

Sub Totals

Total Amount of Receipted Items (AUD)

Total Amount of GST Paid on Receipted Items (AUD)

Rec #

Date Suppliers Name/ DescriptionAccount 

Number  (REQUIRED)

Natural 

Account  (REQUIRED)

AUD Transactions Transactions Foreign Currency Transactions

Total AUD 

Amount  (REQUIRED)

Z

List of Receipts and Allocation

0 Staff/Student No: 12345678

Mel trip Oct 14

5

Pre‐GST GST Total FX  FX Rate AUD Value

1/10/2014 Train 12345678 220.00

Date SupplierAccount 

Number

Natural 

AccountTotal AUD 

3/10/2014 Visa application 1234567 150.00

2/10/2014 Meals 12345678

200.00 20.00 0.00

150.00 0.00

GST Free 

C GST  Total FX 

Amount  (REQUIRED if 

FX)

NA (tax code)

GST Free 

Amount  (REQUIRED)

Amount 

before GST  (REQUIRED)

GST 

charged  (REQUIRED)

Exchange 

Rate  (REQUIRED if 

FX)

AUD Equivalent

156.00 1.00 156.00

0.00

0.00

0.00

156.00

526.00

20.00

370.00 150.00 200.00 20.00 156.00 1.00

Please note:  If your receipt contains both "C" & "Z" transactions you must use 2 separate lines for 

disection ‐ 1 line for "C" and 1 line for "Z"Please enter the number of lines needed (1 to 300 available).  Remember you can always come back 

and increase this number if needed. 

example

Ponto Campus l\.estaurante ltda.-Me

Av Bento Gon<;alves, 9500 r Blpco 43466/4 Fone: (51)3316-7227 -Agronomia - Porto Alegre/RS INSCR. EST096/3581376 CNPJ 03.789.685/0002-76

ROSARIO RESTO LOUNGE LEITE. LEITE & DEXHEIHER LTDA - nE

RUA 24 DE OUTUBRO, 1537 E 1539 - CF.P : 90~10·003 FONE:C51l3237.6765 - PORTO ALEGRE · RS

CNPJ: 15.566.51110001-42 IE: 0%/3481800

NOTA FISCAL DE VENDA SERIE D-1 r ff\ AO CONSU~OR ~

IM: 547 .253.2-1 i4io9izo14·22:i6;34-·--·· -· swF;o2i5is-too:osi9oo §B~!Ql~?15- --~Ao · ~-o~tOA~~,~~~iH~~~-- - ----··- · · -

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Sr.: ..................... ................. .... ................................. .............. .................. ..

NATURAL NATIEAL CMRCIO DE AUHENTOS LIDA HE

SON CJ.A LJ.S 73 l SUBSOLO/ASA NORTE BSB OF CNPJ:OB.317.852/0001-19 IE:07.479.919/001-63 IH: ISENTO --N-~-----;;m-,i;iv,.-'5X l~T0972ol4'-ff:3fiTAV"-CtF:v18o;i, "w:v£Vlx

CUPOM FISCAL ITEM CdDIGD DESCRICKD OTD.UN.YL UNITlR~' ST YL ITEM( R$j n-suctrrsmnnmrrr------- -Y.l------rirOilf TDTllL R$ ---------ro~<lo" 01nheiro 10, 00 T2=02T17 oo,. NATURllL ~ VOLTE SEMPRE{61 )-PROCON: 151

Cliente : CONSUHIOOR FINAL Operador: NATURAL

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RELAT6RIO GERENCIAL Con-f. de Mesa

-----·----·-----------·------- ------- ·--- -------CONFEREHCIA DE CONTA DE CLIENTE

-- --· -----· --- --- -- · -- · --·------ --- - ------ ------CARTAO: 002791 14/09/2014 · 22:16:37 MESA: 27 OPERADOI<: JORGE SOARES

NAO E DOCUMENTO FISCAL

CLIENTE: ERik DUTRIEWICZ END: , BAIRRO: TELEFONE: C 51 l --- -- -- -· -- ---- -------- --- ·-· -- --------------- --

ROSARIO RESTO LOUNGE ---- ---- ------- --- ------------------- -------- ---Cod Descr ~ cao ~t V. Unit

~HO E DOCUHENTO FISCAL V. Total

101 AGUA SEM SAS l 5. 00 121 PEPSI 1 6.00 204 CAIPIRINHA LIMAO l 14.00 880 SALMAO A BELLE NEU 1 55 .00 886 DELICIA oe ·soRVETE 1 12.00

INGRESSO -~ASC SERVICO

5.00 6.00

14.00 55 .00 12.00 30.00 9.20

TOTAL CR$l 131,20 NAO E DOCUMENTO FISCAL

Nun.Pessoas: 1 Total par Pessoa : R$ 131 .ZO RB : 14/09/201~ 20:34:59 FE : 14/09/2014 22:16:37

AGUARDE A EHISSAO DO CUPOH FISCP.L

·- - -· · ·· ··-·--· Ser. Valor Fiscal · ·· -··- ----· - ·­HAO ~ DOCUME~lD FISCAL

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