1. What are the requirements for financial probity?
According to the Australian Department of Finance, probity is the evidence of ethical
behavior, and can be defined as complete and confirmed integrity, uprightness and
honesty in a particular process. When it comes to finance, this means that a business
must behave legally, ethically and transparently in all financial matters. When sourcing
funding, or supplying services to other businesses or governments, they will often
conduct a financial probity check. This involves analyzing your business and its financial
practices to see whether it is fair, reasonable and honest, e.g. all parties understanding
the invoicing process.
Probity checks usually involve some form of audit of a business’ financial record keeping
as well as ensuring all licensing and other legislative requirements are up to date. Probity
checks may involve criminal checks where appropriate, e.g. if gambling or other licensed
activities are carried out.
Keeping this definition in mind you may look at Financial Probity as all of the procedures,
processes and systems that a business may put in place to minimize risks concerning any
transactions involving money. This may include purchasing, staff payments, contracts
and dealings with customers. Probity should also be considered when you are deciding on
partnership arrangement.
Probity requirements Principles
treating all tender participants fairly and equally;
conducting Public Construction Procurement in an open and transparent manner
ensuring defensibility of processes; and
undertaking Public Construction Procurement in accordance with the relevant
legislation, policy, guidance and any mandatory requirements in these Directions.
2. Describe the following concepts and principles of accounting
a) Accounting Entity Concept
An accounting entity is a business for which a separate set of accounting records is
maintained. The organization should engage in clearly identifiable economic activities,
control economic resources, and be segregated from the personal transactions of its
officers, owners, and employees. Examples of accounting entities are corporations,
partnerships, and trusts.
Once established, a chart of accounts and accounting policies are created for an
accounting entity, which form the basis for a separate system of accounting. Business
transactions are then recorded in a general ledger that reflect the ongoing activities of
the entity. The outcome of these recordation activities is financial statements that are
specific to the accounting entity.
The accounting entity concept is used to establish the ownership of assets and obligation
for liabilities, as well as to determine the profitability of a specific set of economic
activities.
b) The Reliability Principle
Accounting records must be based on accurate and reliable data. The data must be
verifiable and be able to be confirmed by an independent person. Accounting standards
have been set to ensure consistency of accounting between businesses and industries.
They spell out rules for the data used and how it must be treated.
An example of an unreliable method is the stock recording method used in the past: LIFO
(Last in, First Out). This method meant that the stock most recently received was used
first, so the stock value shown in the accounts was valued at the oldest date. This is not
necessarily reliable data, as market price fluctuations would mean that the stock is now
incorrectly valued
c) The Going Concern Principle
The going concern principle states that financial statements are prepared on the basis
that the business will continue to operate for a number of years, will not sell its assets in
the foreseeable future and will be able to meet its obligations in the coming year.
Going concern is an important part of the generally accepted accounting principles.
Without it, businesses would not be able to perform accrued or prepaid expenses. The
going concern principle allows a business to defer some of their prepaid expenses to
future accounting periods, rather than recognizing them all at once.
3. Describe the principles of and provisions for effective financial systems: An overview of
the common procedures and systems and what these entails:
a) Transaction recording
Financial transactions occur throughout the day in a Hospitality business. Every sale and
purchase you make is a financial transaction and must be recorded in your accounting
system. An SOP should be in place for exactly how, when and by whom, different types of
transactions are processed. The procedure will vary depending on the type of business
you are part of, as well as the style of management used in the premises.
As a general rule, a cash register or more complex POS system is used to record all sales.
This information will then be fed into the overall accounting system, whether that be
manual or computerized. This could be done via a journal entry, or more sophisticated
systems can be set up to automatically create the journal entry based on information
from the POS system at close of business. Purchases are entered directly into the
accounting system - the exact procedure will depend on whether Purchase Orders are
used, approval-seeking procedures and who is responsible.
Some common procedures to ensure transactions are recorded correctly include:
Use of triplicate docket book for orders
One dedicated cashier per shift rather than all staff creating their own bills
Separate menu items and prices set up in a POS system rather than a generic
cash register
Use of a purchase order system to ensure purchases have been approved by
management - no invoices to be processed without one
Checking mechanism to allow for the discovery of errors
Double entry accounting i.e. transactions must have 2 sides, a debit and credit.
b) Reconciliation Processes
Reconciliation is an essential part of ensuring the accuracy of the financial accounts. A
reconciliation is the balancing of different forms of the same information. For example, at
the end of a shift, the cashier at a restaurant would fill in a reconciliation which shows the
total food and beverage income from the POS system (with all dockets attached behind)
as well as the total cash held, including credit cards, EFTPOS and room charge if
applicable. Any variances will show whether funds are missing or extra cash is held.
Further investigation and a report to the supervisor should be done on all variances to
identify the reason and prevent it recurring.
Another regular reconciliation performed within a business is a bank reconciliation. This
balances the bank statement to the Cash at Bank General Ledger and should be
performed monthly at a minimum. This is important as generally, manual transactions
through the bank account such as cheque payments and banking of cash, are recorded in
the ledger, but direct debits and direct deposits can easily be forgotten.
The manual bank reconciliation process starts with having the Cash at Bank General
Ledger open and the bank statement in front of you. Each transaction from the bank
statement is searched for in the General Ledger. Once it is found, a tick is placed next to
the item on the statement and the ledger.
Any transactions which appear on the statement but do not appear in the general ledger
must be entered. Any transactions which appear in the General Ledger but not on the
statement should be investigated. Generally, this would be a cheque payment which the
supplier has not yet taken to their bank. This is known as an unpresented cheque
Once all transactions are in both areas, the closing bank balance on the statement
should match the General Ledger. If not, you need to start again and check what you
have missed. Most computerized accounting systems can perform bank reconciliations
fairly simply. Alternatively, you can create a simple spreadsheet or write it on paper.
Another area which should be reconciled regularly, i.e. monthly, is the Accounts Payable
Subsidiary Ledger. Suppliers will send a Statement of Account, usually on a monthly
basis. When this is received, it should be checked to ensure that each invoice has been
received, approved and processed. Note that it does not have to be paid prior to
reconciling; the normal terms of trade given by the supplier still apply.
If any invoices have not been received, a copy should be obtained. If any invoices have
not been approved, the supplier should be advised of the reasons and asked to create a
Credit Note. It is essential that you check the exact amount of each invoice as well as the
invoice number. Particularly with deliveries for the kitchen, the Chef may decline some of
the delivery if the quality is not up to acceptable standards. The supplier should issue a
Credit Note or amended invoice, but it is up to you to check that this happens.
c) Invoicing
Invoices are created for customers when they are leaving your premises and are required
to pay. Invoices should be raised by the cashier, based on all of the dockets for that table
in a restaurant, or all charges to the room in a hotel. In some smaller establishments
such as cafés, customers are required to make payment when the order is placed.
Invoices must state the name, address and ABN of the business, as well as the
date, what is being purchased, the total amount and the GST component (if
applicable).
Once the invoice has been created, either manually, or on the cash register or
POS system, it must be paid for by the customer (unless an Accounts Receivable
account has been set up prior). The customer should then be given one copy of
the invoice as their receipt. Manual invoices should be created using a triplicate
system, where the second copy is attached to the cashier's closing reconciliation
and the third copy stays in the invoice book. For a cash register or POS system, a
duplicate should be attached to the cashier's closing reconciliation. No triplicate
copy is required as an invoice can be reprinted or a report for the period's sales
can be printed from the system if desired.
Invoices must be created based on standard prices as set out on your menu or
other price list. If a quote was provided, then the customer must be charged what
was quoted to them. If a cash register or POS system is in use at your
establishment, it should be set up with the prices for different items. This will
prevent items being incorrectly charged and make life easier for the cashier, as
they will not have to search the price list for each item sold.
d) Accounts payable
Accounts Payable, also known as Trade Creditors, is the amount your business owes to
suppliers for goods already received. Each supplier will have their own credit terms for
which you have been approved - these can vary from 7 days to 90 days, but the most
common is 30 days. This means that invoices received from the supplier must be paid
within 30 days after the date of the invoice.
When processing invoices from suppliers, it is important to check that their tax invoices
show all the information required on an invoice, including Supplier name, address, ABN,
date, what is being purchased and for how much, as well as the GST component, if
applicable and the words TAX INVOICE. Suppliers who do not have an ABN should be
avoided. However, if you receive an invoice without an ABN, you must withhold 49% of
the payment (at time of printing this resource) as well as filling in some forms from the
ATO.
Prior to processing an invoice, the Accounts Payable clerk should attach the delivery
docket, which has been signed by the receiver to confirm everything was received, as
well as the Purchase Order, which will show that the purchase was approved in the first
place. Depending on the size and type of Hospitality business you work in, all or some of
these procedures may exist. Once the invoice has been matched it should be entered
into the accounting system. Each accounting system will have its own procedure for data
entry.
e) Account receivable
Accounts receivable are legally enforceable claims for payment held by a business for
goods supplied and/or services rendered that customers/clients have ordered but not
paid for. These are generally in the form of invoices raised by a business and delivered to
the customer for payment within an agreed time frame. Before setting up an account for
a customer, a Credit Application should be obtained from the customer. An example of a
Credit Application is shown. Important information required includes the business details,
owner/shareholder details, the amount of credit required and a number of trade
references. Trade references are other suppliers used by the customer, with whom they
have credit. The trade references should be contacted and asked questions to determine
the credit worthiness of the applicant. You should ask how long the applicant has held an
account with them, how much credit they have, what the payment terms are, what their
payment history is like and ask for general comments. The ideal Debtor will have held
the account for a reasonable amount of time (over a year) and will pay within the trading
terms. General comments may indicate that they are a good customer with whom the
referee has a good business relationship.
f) Cash management
Cash is one of the biggest potential security issues within a business. On a busy night,
many restaurants take thousands of dollars in revenue and this must be dealt with
securely and professionally to minimise the risk of theft from outsiders as well as people
within the business.
Examples of minimizing cash management risk
Anytime cash is transported within the business or outside the business, 2 staff
or a staff member and a security guard must be present. NEVER allow a single
staff member to transport cash.
Set up a float system. At the start of the shift, the float should be collected from
the safe by the cashier and another staff member and placed into the till.
Close and reconcile the till at the completion of each shift, with all cash (including
the float) being removed and transported to the safe.
During a busy shift, it may be desirable to remove cash from the till more
regularly, for example, once the till has $1,000 in it. If this is done, the float must
remain in the till as change for the customers and the remainder taken to the
safe. A complete reconciliation must still be done at the end of the shift.
All cash transactions must have corresponding invoices or sales dockets
processed. No cash is to be taken without an invoice being created.
Supplier payments should not be made from the till. Payments should be done by
cheque, credit card or EFT by the Finance department or other authorized person,
as per your business SOP. Petty cash should be made available for small items
such as if you run out of milk.
Cash should be banked daily to minimise the amount held in the business
premises at any time. On a particularly busy day, you may consider banking the
lunch revenue in the afternoon.
Bank accounts must be reconciled regularly (at least weekly) to ensure
inconsistencies are detected as early as possible. Each cashier's envelope should
be opened and the amount in the envelope should be ticked off against the
cashier's reconciliation.
g) Security measures
Always ensure that you use the correct security measures when transporting cash.
correct security measures when Cash Transport Example
Step1. When going to the bank, park the car near the bank and go directly to the bank.
Do not do other errands on your way there.
Step2. Carry the banking in a normal bag - do not use a bag with the bank logo on the
side, or one stating "banking", "Cash" or anything similar.
Step3. Vary the time of day you go to the bank (and the day of the week, if you do not
bank money every day) - this will make it less predictable for anyone considering stealing
from you.
Step4. Ensure that a different person than the one who prepared the banking takes it to
the bank.
Step5. If there is a large amount of cash e.g. on a Monday when you have the whole
weekend's trade, send 2 staff.
Step6. If your business takes significant amounts of cash on a regular basis, you may
consider using security personnel to transport the funds to the bank.
h) Banking procedures
When preparing funds for the bank, there is a number of important procedures to follow
as you are dealing with cash. Each morning, the funds received from yesterday's trade
should be removed from the safe and transported to the finance department or other
area responsible for banking. Always ensure that you use the correct security measures
when transporting cash. Each cashier's envelope should be opened and the amount in
the envelope should be ticked off against the cashier's reconciliation. Any variances
should be noted and discussed with the relevant staff member and/or their manager.
Once each envelope has been opened and the cash counted, you should count all of the
cash together and compare the amount to the total of the cashier's envelopes. The
amount should agree. If it does not agree, double-check by adding the cashier's
envelopes again and recounting the cash. If there is still a problem, speak to your
manager.
A deposit slip should be filled in - it is important to use one for your specific bank. Enter
the total cash amount under the cash section. Any cheques you have received (either
from a cashier's envelope or from Accounts Receivable) must be recorded on the deposit
slip. You must enter all of the details of each cheque as well as the total of all cheques.
You must then total the entire banking, i.e. cash and cheques.
i) Revenue systems
It is important for business owners and managers to have accurate knowledge of revenue
at all times. The recording of revenue must be controlled and strict procedures must be
followed to ensure that customers are being charged correctly and that the income is
recorded in the correct area. Particularly in a larger organisation, where you may report
on a department basis rather than as a whole business, it is important to ensure that
revenue is being applied to the correct department.
When setting up your accounting system, revenue General Ledger codes should be
created for each item you wish to separate. In Hospitality, it is common to have separate
income accounts for Food Revenue and Beverage Revenue. Some businesses may split
this further into Breakfast, Lunch and Dinner. Hotels will also have Accommodation
Revenue and may split their F&B revenue into the different outlets e.g. restaurant, bar,
conferencing etc. Cafés may wish to separate Coffee Revenue from Food Revenue. Clubs
may also have Gaming Revenue to consider. The number and type of categories you set
up will depend on the depth of reporting you wish to use. Small businesses may be happy
to simply report Trading Revenue and combine all types into one. What revenue
categories does your workplace use?
The POS system can be set up with each menu item, its price and the relevant revenue
code. This ensures the accuracy of data, provided the correct menu item is selected by
the cashier. It also saves time as the cashier is not searching through a menu for the
price of each item. Refer to the earlier section on invoicing for more information
regarding invoicing procedures. Remember that revenue is the income the business
earns. It is important to have trustworthy staff in charge of recording revenue, to ensure
that revenue is recorded accurately and that all revenue is recorded.
j) Financial management systems
Many systems are available for Financial Management. The system you choose for your
business will depend on a number of factors, including:
• The size of your business
• The type of business
• The level of reporting and analysis you wish to use
• The expertise of the staff who will be using the system
• Recommendations from your accountant as to suitability of product.
Basic accounting systems can be used by most business owners, even without a detailed
knowledge of accounting and the rules that apply. For example, MYOB and Quickbooks
use simple terminology such as "Pay Bills", "Spend Money", "Enter Sales" etc. but offer a
range of products to suit different types and sizes of business. Payroll, inventory and POS
systems are also offered.
Recently cloud-based Accounting software has become more prevalent. Xero and MYOB
offer entirely cloud-based packages, which make access from anywhere possible.
Many companies offer variations of POS systems, stock control software, budgeting
software, etc. You need to look at the requirements of your business and the amount of
money you want to spend on the software prior to making a decision. Basic software can
be quite cheap and may be enough to service your needs. Complex software can cost
tens of thousands of dollars and whilst you may require it, you may also be able to get by
without it. When setting up a new business, the financial management software should
be part of your budgeting process. You also need to consider the number of staff who will
need to use the system, as license fees are often charged per computer or per user.
4. Explain the following Australian, international and local legislation
and conventions that are relevant to financial management in the
organisation. Where these are not relevant to your organisation,
provide a detailed example for each of these applied to a suitable
business activity.
a) Australian Consumer Law (ACL)
ACL covers laws for consumers and business in relation to consumer protection. This
includes unfair contract terms, consumer guarantees, sales practices, consumer rights
and product safety.
Cases Applicable to Business Activities
If you run an organic restaurant, consumers who buy need to be able to be confident that
the material is actually organic, and many want information about where their food
comes from. The country of origin label should therefore be displayed on most foods you
buy, including food packaging or in-store signboards, and any misjudgment, false or
deceptive organic arguments are against the law.
b) International Commercial Terms (INCOTERMS)
These are a set of commercial terms that are widely used in international commercial
agreements. They are published by the International Chamber of Commerce and are
designed to eliminate confusion regarding differences between local laws and
regulations. International Commercial Terms are three-letter trade terms developed by
International Chamber of Commerce and widely used in international and domestic
contracts for the sale of goods.
Incoterms make international trade easier and help traders in different countries to
understand one another. These standard trade definitions that are most commonly used
in international contracts are protected by ICC copyright.
c) Warsaw Convention
This international convention regulates the liability of airlines which transport people,
luggage or goods. This offers protection in case of damage or loss during transportation.
Subject to the Fourth Schedule of the Act due to injury or death resulting from an
accident, passengers of domestic airlines will be subject to $925,000; passengers on
other airlines other than domestic flights will be guaranteed a liability limit of $480,000
due to injury or death caused by accident
In addition, under Part 4 of the Act, which is registered with respect to bankruptcy, loss
or injury, baggage that is not registered as passenger baggage for damage, loss or injury
up to $3,000 shall be guaranteed to be liable for up to $300.
d) Trade Agreements
Countries or regions of countries may sign trade agreements which govern import duties
and the movement of certain goods. These can impact on what can or cannot be
exported, as well as pricing.
Australia's free trade agreements (FTAs)
A free trade agreement (FTA) is an international treaty between two or more economies
that reduces or eliminates certain barriers to trade in goods and services, as well as
investment. Australia negotiates FTAs to benefit Australian exporters, importers,
producers and investors by reducing and eliminating certain barriers to international
trade and investment. Australia has entered into 11 FTAs with both individual countries
and groups of countries.
Cases Applicable to Business Activities
Australia - The New Zealand Economic Relations Trade Agreement is one of the most
comprehensive bilateral free trade agreements in existence. It applies to all Tasman's
trade in goods, including agricultural products, and was the first to include free trade in
services. Therefore, all goods that meet the country of origin criteria in business can be
traded without tax exemption and quantity import restriction in Tasman.
e) World Trade Organization determinations
The World Trade Organization (WTO) is an international body that determines
international trade rules. At the heart of the WTO is a series of multilateral agreements
that set legal rules for international trade in goods, services and intellectual property.
Australia has been a Member of the WTO since its founding in 1995.
The WTO can enforce legally binding trade sanctions on countries, which dictate whether
or not businesses can sell certain products to certain countries. WTO provides a forum for
Members to negotiate trade rules and agreements, provides dispute resolution, monitors
and reviews domestic trade policies of Members and helps developing country members
comply with WTO rules (and realize the benefits of membership).
5. Outline the requirements of the Australian Tax Office, including
Goods and Services Tax, Company Tax, Pay as You Go. Your response
needs to include details for amounts, calculating these, due dates and
provisions relevant to different business models e.g. partnership/sole
trader or company.
Tax income
Under the Income Tax Act 1986, income tax applies to both business and individuals. As a
business owner, you will probably be responsible for both - the tax charged to the
business for any profits made and the tax you need to pay on your own income each
year. The rate of tax will depend on the business structure selected (companies are
charged at the company tax rate of 30%, regardless of the level of profit) and the level of
profit (sole traders and partnerships are charged at individual tax rates and pay tax
depending on the bracket they fall into).
Every business and person of working age in Australia must have a Tax File Number
(TFN), which can be obtained from the ATO. However, the ATO cannot force everyone to
get a TFN, so extra tax must be withheld from any payments made to a person without a
TFN. Since the introduction of GST in July 2000, every business must also have an ABN
and similar withholding requirements apply if you are making a payment to a business
without one. Businesses and individuals are required to lodge a tax return every year and
penalties and interest charges apply if not completed on time.
Once your tax return has been completed, the ATO may charge tax in advance, based on
the anticipation of a profit similar to last year. This is known as Pay As You Go
Instalments. In addition, if you employ staff, you will be responsible for withholding a
certain amount of tax from their wages each pay day. It is important not to get the 2
different types of PAYG mixed up - one is to do with tax from your employee's wages, the
other prepays your business' tax.
When employing staff in TH&E, there is a number of tax issues you may come across.
Depending on the staff member, whether they have a HELP debt from studying at
university, whether they hold other jobs, etc. you will have to withhold different amounts
of tax. Payroll software can be used to simplify this process, or if you are completing
wages manually, you will require a number of different tax tables to show you how much
to withhold. You may come across people who are on a working holiday from overseas.
These people are generally considered non-residents and have a different tax structure
than residents. They are not entitled to a tax free threshold; they must pay tax on every
dollar they earn.
Pay as You Go
Under PAYG withholding, you need to withhold tax from certain payments made to
others. These payments include:
payments to employees, company directors and office holders
payments to workers under a labour-hire agreements
payments under voluntary agreements
payments where an Australian business number (ABN) has not been quoted in
relation to a supply.
You must report any withheld amounts in the PAYG tax withheld section of your business
activity statement (BAS) and pay all withheld amounts to us.
If you fail to comply with the PAYG withholding obligations for a payment to a worker, you
may not be entitled to a deduction for that payment. Penalties may also apply.
You can calculate these amounts using one of the following methods: Withdrawals taken
by the payee (but do not include payments of dividends or payments which reduce
liabilities owed by the business to the closely held payee). Calculating 25% of the total
salary or director fees from the previous year or the year of the last lodged tax return of
the closely held payee. Vary the previous years’ amount (to take into account trading
conditions) within 15% of the total salary or directors fees for the current financial year.
These methods are similar to the way you would calculate pay as you go (PAYG)
instalments.
Goods and Services Tax
Goods and Services Tax (GST) was introduced in Australia on 1st July 2000 and is
regulated by A New Tax System (Goods and Services Tax) Act 1999. It replaced a number
of other federal and state taxes, including wholesale sales tax. GST is currently charged
on top of the sales price of most goods and services, at the rate of 10%. Some goods,
such as raw food items, are exempt from GST. For more information on which goods and
services are exempt from GST go to the ATO website. Some activities are completely
outside the GST system, such as payment of employee wages and most Government
fees and taxes.
GST is a multi-stage tax, which is charged on every transaction in the production chain,
provided the business is required to be registered for GST. If a GST-registered business
sells goods to a wholesaler, they charge GST at 10%. When the wholesaler sells the
produce to a retailer, they charge GST at 10% of their marked up price and when the
retailer sells the produce to the consumer, they charge GST at 10% of the retail price. In
the end, it is the final consumer who pays the GST. The businesses involved in the chain
each collect GST and pay GST, so they do not bear the cost of the tax.
Other Taxes
A number of other taxes are applicable to businesses, but which ones apply to an
individual business will depend on the particular circumstances.
Fringe Benefits Tax (FBT)
This tax is a Federal tax and is applicable to benefits received by employees in addition
to their wages. Examples of benefits include non-business use of a business motor
vehicle, the staff component of entertainment expenses, private health insurance, living
away from home allowance and other personal expenses. FBT is currently charged at
47% of the grossed-up value of the benefit.
Payroll Tax
Payroll tax is a State tax levied on the wages you pay to your employees. It has nothing
to do with PAYGW or your employee's or business' tax but is simply a tax levied by State
Governments on large employers. Each state has different thresholds and tax rates.
Stamp Duty
Stamp Duty is a State tax levied on a range of transactions including transfers of
property (motor vehicles, land, buildings, and shares); leases and mortgages; insurance
policies and motor vehicle registration. When purchasing property, it is important to take
stamp duty into account as it can be a very large sum of money and must be included in
the budget.
Wine Equalization Tax
Wine Equalization Tax (WET) is charged on wine sales within Australia at 29% of the
wholesale value before GST is added. Wine manufacturers, wholesalers and importers are
required to collect WET on behalf of the ATO. As a Hospitality business, you will have to
pay WET on any wine purchases, but you are not automatically entitled to claim back
WET - it simply forms part of your beverage expense. As with the GST system, only those
who are registered to collect WET may claim back credits for any WET paid.
Land Tax
Land tax is a State tax levied on vacant land, holiday homes, investment properties and
residential, commercial and industrial units. Again, each State has different tax rates and
thresholds. Land Tax is only charged to owners of land, however, if you are renting your
business premises, your lease may include what is known as "outgoings" (the expenses
your landlord incurs such as land tax, strata fees, rates and other taxes), and you may be
liable to pay your landlord's land tax.
Reference
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