1.Purpose
The purposes of this Financial Policy Implementation Guidelines, prepared by the Finance Office, are to improve the efficiency and service quality, clarify the approval and procedure for expenditure, and strengthen the financial management.
2.Scope
This guideline applies to all UIC teaching and administrative staff
3.Responsibility
3.1 The applicant prepares documents and fills out relevant reimbursement form and payment form.
3.2 The Unit Head of the applicant verifies the payment for necessity and authenticity.
3.3 Dean or senior management approves the transaction/business as a matter of operation.
3.4 The Cashier is responsible for payment, collection, reimbursement and supervision.
3.5 The Financial Director and Managing Director verify/approve payment, quotation, invoice and budget depending on amount claimed.
3.6 The President is in charge of any final approval in terms of financial procedure depending on amount claimed.
4.Procedures
4.1 Cash Advance
4.1.1 Cash Advance for Administrative Expenditure
In order to reduce cash transaction risks, expenditure more than RMB 1, 000 should be remitted through bank.
4.1.1.1 Administrative expenditure includes expenses relating to office supplies, automobile maintenance, work meal, book, photocopying, postage, entertainment, etc.
4.1.1.2 For cash advance relating to administrative expenditure, the applicant fills out the Cash Advance Form and gets approval from the Unit Head. The Finance Director and Managing Director shall review and approve the application before the Cashier processes the payment in the end.
4.1.2 Cash Advance for Business Trip Expenditure
Applicant fills out both the Cash Advance Form and Staff Business Trip Application Form, and gets approval from their Unit Head. The Finance Director and Managing Director shall review and approve the application and the Cashier processes the payment in the end.
4.1.3 Cash Advance for Functions / Programs
4.1.3.1 The committee in charge should work out detail schedule and budget including expense items and standards, number of participants, total expense amount, etc., and get approval from the President.
4.1.3.2 The applicant submits the approved documents to the Finance Office and fills out the Cash Advance Form, and gets approval from the program director. The Finance Director and Managing Director shall review and approve the application and the Cashier processes the payment in the end.
4.1.4 Cash Advance Processing Time
4.1.4.1 For cash advance less than RMB 2,000, please submit the approved Cash Advance Form to the Cashier. Payment should be processed at the same day of application.
4.1.4.2 For cash advance above RMB 2,000, the applicant should make an appointment in advance of 1 to 3 business days, cash flow dependent, and submit the approved Cash Advance Form to the Cashier. Cash advance above RMB 5,000 shall be deposited directly into the applicant’s ABC bank account, please allow 2 to 3 business days for bank transfer.
4.1.4.3 For especially large amount of urgent cash advance, applicant must first obtain approval from the Finance Director and Managing Director for same day payment processing.
4.1.5 Others
4.1.5.1 If an applicant wishes to authorize someone else to process payment, the applicant should prepare the document and letter of authorization for the deputy. The deputy submits the documents to the Finance Office to process the payment.
4.1.5.2 The applicant must settle any previous borrowings prior to applying for a new one and it is not allowed to authorize someone else to apply for a new borrowing if previous borrowings have not been settled.
4.1.5.3 The applicant should submit all relevant reimbursement documents that have been already reviewed by their operational leaders to the Finance Office for final approval within 2 working days upon the completion of transaction or business trip. Cash advances have not been settled for over one and half month and without proper explanations recognized by the Finance Office shall be handled as the "Overdue Cash Advance". An overdue surcharge of 0.05% per day will be charged for Overdue Cash Advance starting the overdue date.
4.1.5.4 The Cashier shall remind the borrowers of claim or reimbursement by phone or email of repayment at the end of each month based on the Overdue Cash Advance list. In addition, for long overdue payments over 2 months, the Cashier shall remind the borrowers by email with carbon copy (cc) to the borrower’s supervisor and the Finance Director for further assistance if any.
4.1.5.5 The Cashier submits the Cash Advance Summary to the Finance Director and Managing Director at the end of every month.
4.2 Reimbursement
4.2.1 Requirements for Preparing Reimbursement Documents
4.2.1.1 Please fill out the Personal Claim Form, prepared by the Finance Office, using a black or blue ink pen; it is not allowed to use ball point pen to fill out the form.
4.2.1.2 All original copies such as invoices, receipts, contracts / agreements/ quotations, acceptance reports etc. should be categorized in accordance to types of expense (such as transportation expense, accommodation expense, entertainment expense, gift expense, office supplies expense, etc) and glue onto clean A4 paper (using the blank side of recycled A4 paper is also acceptable).
4.2.1.3 Please state purpose, date, departure/arrival details (train tickets), number of people attending meal (meal plan), claimant’s endorsement, etc. on the original documents.
4.2.1.4 For domestic transactions, original "tax invoices" must be provided for approval other than exceptional cases. For oversea transactions, either original invoices or receipts are acceptable. Photocopies will not be accepted.
4.2.1.5 Special cases
(1) Labor Remuneration
① Staff fills out the Personal Claim Form for payment recipient, individual who renders professional service to UIC in return of labor remuneration and the payment recipient must sign the form. If payment had already been made by UIC staff on behalf of UIC, receipt of payment must be provided for reimbursement to the UIC staff.
② Payment recipient should provide ID copy (Mainland China Staff, please provide identification card; HK staff, please provide Mainland Travel Permit for Hong Kong Residents; Taiwan staff, please provide Mainland Travel Permit for Taiwan Residents; foreign staff, please provide passport) in addition to service contracts/agreements.
③ For individual receiving one-time labor remuneration over RMB 800, the Financial Office will deduct, withhold, remit and report the applicable Individual Income Tax (IIT) on the individual’s behalf.
(2) If claimant loses the original invoice with value less than RMB 2,000, they should submit an explanation report and detail expenditure breakdown to the Finance Office to process the reimbursement. If the same person loses invoices for more than 2 times, this person will be responsible for the making of a new invoice and any applicable taxes. If the value of the lost invoice is above RMB 2000, the claimant will be responsible for the making of a new invoice and any applicable taxes.
4.2.2 Reimbursement Approval Procedure
4.2.2.1 The claimant submits reimbursement documents to the respective Unit Head, Dean or Budget Holder for approval.
4.2.2.2 The Finance Director and Managing Director (maybe together with the President, claimed amount dependent) review and approve the application.
4.2.2.3 The Cashier informs the claimant the approval result by e-mail and process reimbursement.
4.2.3 Reimbursement Time
2pm to 5pm of every Monday, Wednesday and Friday
4.3 Remittance by Check or T/T
According to the State Council Cash Management Rules, the minimum standard for payment made by check is RMB 100; any amount above the minimum standard may be processed via remittance. For payment above RMB 1,000, it must be paid by remittance and NOT cash except for pre-approved expense items such as business trip expenses and special situations recognized by the Finance Office.
4.3.1 Requirements for Preparing Payment Documents
4.3.1.1 Please fill out the Payment Request Form with black or blue ink pen; it is not allowed using ball point pen to fill out the form.
4.3.1.2 Please submit the Payment Request Form along with original contract/agreement/quotations, invoices, receipts, purchase applications and acceptance reports etc.
4.3.2 Payment Approval Procedure
4.3.2.1 The applicant submits payment request documents to the respective Unit Head, Dean or Budget Holder for approval.
4.3.2.2 The Finance Manager and Managing Director review and approve the application.
4.3.2.3 The Cashier processes the payment.
4.4 Tuition Fee
4.4.1 Tuition Fee Payment
4.4.1.1 Standard Collection Procedure for Tuition Fee:
UIC authorizes the Agricultural Bank of China- Beijing Normal University Zhuhai Campus branch to collect tuition fee directly from student's bank card (Kins Debit Card) in accordance to the agreement signed between students and the college. The Finance Office designates a financial specialist to manage this collection process.
4.4.1.2 Remittance from Students
In case where direct collection does not process properly or any other
special situations, students may remit tuition fee to the college’s
bank account. Kindly find below is the banking details:
Account Name: Beijing Normal University-Hong Kong Baptist University United International College
Account No.: 44-354601040000421
Bank Name: The Agricultural Bank of China Guangdong, Zhuhai Sub-branch
★Remark: Please state student name, student number and purpose of payment on the banking slip.
4.4.2 Printing and Copying Charges
The Librarian returns the printing and copying charges to the
Finance Office at the end of each month.
4.4.3 Medical Charges
4.4.3.1 POS Machine Charges
Medical fee can be charged via POS machine directly. The Finance Office performs bank reconciliation with the Officer of Medical Office at the end of each month.
4.4.3.2 Cash Charges
The Medical Office should provide receipts of payment when charging cash for medical service provided, and submit them to the Finance Office along with cash collected at the end of each month.
4.4.4 Classroom Rentals
4.4.4.1 Long-Term Rentals
The Finance Office collects the rent and provides invoice every month according to the rental contracts.
4.4.4.2 Short-Term/ Temporary Rentals
In accordance to the rental standards prepared by the Academic Registry Office, the applicant submits the application and gets approval from the Academic Registry officer and the Finance Director; the Cashier then collects the rental payments from the applicant and provides payment of receipt by return.
4.4.5 Hall Charges
B201,B202 and F403; please refer to 4.4.4
4.4.6 Gym Charges
Please refer to 4.4.2
5.Work-Study Program/ Part-Time Job
Please refer《UIC Work-Study Program/ Part-Time Job Payment
Regulations》
6.Related Documents
《Business Trip Management for UIC Staff》
《UIC Work-Study Program/ Part-Time Job Payment Regulations》
《Expenses Criteria》
7.Attachments
7.1"Personal Claim Form"
7.2"Payment Request Form"
7.3" Staff Business Trip Application Form"
7.4" Cash Advance Form"
7.5"Summary of the Staff Borrowing"
7.6"UIC Work-Study Program Application"
