GST FBT for Accounts Payable Anne Harvey Group

GST & FBT for Accounts Payable Anne Harvey – Group Tax Manager, Corporate Finance Eric Mc. Callum – Group Tax Accountant, Corporate Finance 24 August 2012

Objectives • • When does GST apply What are the GST Codes What is FBT What does Taxable Value mean Types of benefits which attract FBT When is FBT charged Vendors Thesis Examiners

When does GST apply When is it applicable • Taxable supply Ø for consideration Ø in course of furtherance of carrying on enterprise Ø connected with Australia Ø registered or required to be registered Ø not GST free or input taxed • Taxable sales Ø Ø price includes GST pay GST on sales claim GST on purchases 1/11 th of Total invoice/sale price When is it not applicable • GST free sales Ø Basic food - meat, milk, bread, fruit and vegetables Ø Most education, child care, health Ø Some exports • Input Taxed sales Ø Residential property Ø Financial transactions Ø Cannot claim GST credit

How Does GST work Issue Tax invoice Supplier Raises Tax Invoice Purchaser Receives Tax Invoice $1100 • Taxable Sale $1000 • GST on sale $100 Receives Tax Invoice $1100 • Purchases $1000 • GST charged $100 Total Sales on BAS $1100 • Sales $1000 • Remit GST 1/11 th to ATO $100 Total Acquisitions on BAS $1100 • Acquisition $1000 • Claim ITC for GST $100 Cash Received $1100 • Net revenue $1000 • GST paid to ATO $100 Cash Payment $1100 • Net Expense $1000 • GST claimed from ATO $100 Vendor Sponsor UNSW

GST Codes: Acquisitions – AP/ Expenses/Credit Card 1. 2. Taxable – AC/AO GST Free – FRAC/FRAO 1. 2. 3. Imports – IMAC/IMAO 3. 4. Input Taxed – ACIT/AOIT 5. Non deductible – NIAC/NIAO 5. 6. 7. Out of scope – EXCL Advances - EXAD 6. 7. 4. Most goods and services Basic food; consumed/used overseas i. e. international airfare, accommodation Customs clearance e. g. Equipment; overseas subscriptions Financial supplies, residential accommodation Cannot claim GST, no Tax Invoice, student entertainment Taxes, wages, donations Travel Allowance, Advance “C” in AC, FRAC, etc refers to Capital. “O” in AO, FRAO, etc refers to Other.

University of New South Wales ABN 57 195 873 179 GST Codes Used In NS Financials GST CODE SHORT DESCRIPTION LONG DESCRIPTION Capital >=$5, 000 ACQUISITIONS Purchase Orders, Credit Card Reconciliation, AP Vouchers & Journals. The purchase of taxable goods or services where GST is charged and it can be claimed (i. e. as an Input Tax Credit – ITC). This applies to the majority of purchases. The purchase of taxable goods or services which are input taxed supplies but the GST charged (i. e. an ITC) cannot be claimed. E. g. financial supplies (financial services), and certain supplies relating to residential accommodation. GL 3505 GST In Price, Claimable GST In Price, & Input Taxed Supply AO ACIT AOIT NIAC NIAO FRAC FRAO NABC NABN The overseas purchase of goods and services imported into Australia, where, had they been purchased in Australia instead, would have been subject to GST. E. g. machinery, equipment, computers, software etc. IMAC IMAO The overseas purchase of goods and services brought into Australia, where, had they been purchased in Australia instead, would have been GST-Free anyway. E. g. Pharmaceutical and medicinal drugs. Also for goods imported into Australia that don’t require customs declaration. IMFC IMFO Not reported on the ATO Business Activity Statement (BAS). E. g. transactions between members of same GST group, payments of taxes (e. g. PAYG, payroll tax, employer payments such as wages, super, donations) EXCL EXAD EXCL AC 01 AO 01 cannot be claimed. E. g. fines and penalties. Also used for transactions where the original tax cannot be obtained. Note: For meal entertainment expenses, where FBT is not payable. GST Free Purchase The purchase of goods or services with no GST in the price. These are referred to as GST Free purchases. E. g. GST-free basic food; water; sewerage and drainage; also used for purchases made which are consumed or used overseas e. g. accommodation; international air fares, taxi fares etc. If imported into Australia use the Import codes below. No ABN or Used where the Supplier you are buying from does not have an ABN number, and hasn’t provided a Declaration declaration form (Statement by Supplier). UNSW are required to withhold 46. 5% of the payment as withholding tax. Supplier to be notified. Interim Advances Journals SSJ or ONL Kensington College GL 3505 AC GST In Price, The purchase of taxable goods or services which are specific non-deductible items but the GST charged GST Not Claimable Importation Of Taxable Goods And Services Importation of GST-Free Goods & Services Out Of Scope Payments Other <=$5, 000 This code is used for initial transactions in relation to Travel Allowances and Cash Advances. Other items where no GST is charged. GST adjustment journals maybe raised by the Client Service Accountants or Financial Control. Please refer to the journals procedure. Input tax purchases where 44% can be claimed as an "Input Tax Credit".

Supply and Consideration Supply (goods) UNSW Lab Equip Coy Consideration ($) Payment Goods used in business, can claim GST charged AC, AO, FRAC, FRAO Pay Taxes – Funds Payment only ATO UNSW Out of Scope EXCL No supply for consideration Travel Advance – Funds Payment only Employee Cash advance EXAD

Claiming ITC for GST charged • Tax Invoice showing GST or GST inclusive price • Can rely on other supporting documentation issued by supplier if minor defects in Tax Invoice • Purchase $82. 50 or less (including GST) with Tax invoice, Receipt, invoice, docket • Sale < $1, 000 – Tax Invoice, name & ABN of supplier, date, description, if each item is taxable sale, $ GST or Total price includes GST. • Sale $1, 000+ also show buyer’s name or ABN

Common GST Mistakes • Mixed Supplies – need to enter Taxable items and GST free items on separate lines with GST code (Telstra bills, Cabcharge, Hotels, Qantas, basic food) • Assume GST applies to total – check for GST free • Use GST code from PO - check if agrees to Tax Invoice • Relying on default GST codes in EMS • Tax calculated in system not agree to GST on Tax invoice – may need to split lines • Deposits – claiming GST on deposit. Adjust on final Tax invoice • Credits from prior month. Check GST charged on Invoice.

Risk to UNSW if GST Not correct Ø No entitlement to ITC if GST not charged, or no Tax Invoice held (except for low value items, i. e. < $82. 50) Ø No entitlement to ITC if goods or services not used for creditable purpose (used in business) Ø No entitlement to ITC if expense non deductible for Income Tax under Income Tax rules • Private or domestic in nature – if pay FBT(AO). No FBT (NIAO) • Entertainment • If pay FBT (staff & associates), can claim ITC (AO) • If don’t pay FBT (students, clients, guests) cannot claim ITC (NIAO) Ø Audit risk – inadequate processes and controls Ø Penalties and Fines Ø Reputational risk Ø BAS amendments

Mixed Supply – GST free and Taxable Supply

Mixed Supply How to create two voucher lines from one line Entry fields are green, all other fields are derived from the entry fields Input Total GST is not 10% of the total invoice value Enter the total value of the tax invoice (inc GST) (Total cash payment inc GST) Calculated GST value by NS Financials Enter the total GST on the suppliers tax invoice Value of the tax invoice (excluding GST) 15. 19 (Total GST on the tax invoice) GST Code 167. 14 Total to enter as AO including GST AO Total to enter as FRAO This should equal the total value of the invoice (inc GST) 152. 65 Base Amount 14. 49 GST Gross Amount 144. 90 14. 49 159. 39 7. 75 0. 00 7. 75 152. 65 14. 49 167. 14 Comments: If the non-taxable supplies on the invoice relate to residential rent, financial supplies, or long term student accommodation please use the code AOIT instead of FRAO

GST Calculated Processed 3. 07 93. 10 9. 31 $105. 48

GST(VAT) calculated not agree to GST entered VAT entered ≠ VAT calculated As FRAO used VAT on Invoice of $8. 46 shows as Non Recoverable. GST does not go the GST account in GL

Cabcharge Mixed Supply How to create two voucher lines from one line Entry fields are green, all other fields are derived from the entry fields Input Total GST is not 10% of the total invoice value Enter the total value of the tax invoice (inc GST) (Total cash payment inc GST) Calculated GST value by NS Financials Enter the total GST on the suppliers tax invoice Value of the tax invoice (excluding GST) 9. 59 (Total GST on the tax invoice) 105. 48 GST Code Total to enter as AO including GST AO Cabcharge service fee no GST 8. 46 97. 02 Base Amount GST Gross Amount 84. 62 8. 46 93. 10 FRAO 9. 31 0. 00 9. 31 Liquidated damages no GST FRAO 3. 07 0. 00 3. 07 This should equal the total value of the invoice (inc GST) 97. 00 8. 46 105. 48 Comments: If the non-taxable supplies on the invoice relate to residential rent, financial supplies, or long term student accommodation please use the code AOIT instead of FRAO

Fringe Benefits Tax - Facts FBT year 1 April to 31 March Tax Rate 46. 5% - Calculated on Grossed Up Taxable Value FBT paid by employer – UNSW Includes benefits under a salary sacrifice arrangement Reportable Fringe Benefit included on Payment Summary in June, if > $2000 FBT is tax on benefits (right, privilege, service or facility) Ø provided to employees & associates (relative, partner/ spouse, child) Ø by an employer, associate of employer or under an arrangement with a third party Ø in respect of employment – reward for service “Employee” includes current, former and future employees No FBT for students, clients, volunteers or independent contractors v If pay Salary PAYG deduction Employee pays tax v If provide fringe benefit no PAYG deduction Employer pays tax

FBT Calculated on Taxable Value What is Taxable Value Determined by the rules applying to each category of fringe benefit Generally the cost of the benefit Some benefits concessional tax, e. g. Motor Vehicles Some reductions and exemptions provided in legislation GST Impact • Taxable Value based on GST inclusive amount • FBT payable depends on whether entitlement to ITC credit • Can claim Input Tax Credit for GST paid Important correct GST codes are used and GST amount is correct.

When Does FBT apply FBT applies No FBT applies • Employee receives benefit/privilege due to employment • Private or domestic in nature • Not related to work/ not for business purpose • No concessions, reductions or exemptions in legislation • For student client, guest • For Business purpose/ incurred in earning income • Exemption, concessions or reduction in legislation • Entitled to income tax deduction if incurred expense themselves • Pay personally from after tax dollars • Deceased employee • Capital nature for legally enforceable contract or Personal injury

FBT Applicable Accounts in General Ledger GL Account Description FBT Accrual A/c 6457 6459 6501 Entertainment – Recreational Uniforms FBT Payable 6613 6619 6623 6624 6626 Staff Exp Membership Fees Staff Gifts & Awards $300+ Staff Exp –Recognition Awards Staff Exp - Education Staff Exp – Childcare 6662 6687 6663 6664 6687 6692 6682 6630 Staff Expenses FBT 6687 If expenses charged to the GL account, FBT will be accrued at month end

Examples of Benefits Incurring FBT • • • • Salary packaged Motor Vehicles or UNSW provided – personal use. Medical Insurance - inpatriates Permanent Residency – application, police & medical checks, lawyers fees (Exempt if to enter Australia on relocation) Gifts, awards and prizes - $300 or more Travel for family – SSP, accompany employee on business (exclude relocation) VC Child care support Furniture purchase in lieu of relocation transport/ relocation allowance Kensington College accommodation and meals – provided to tutors/employees Reimburse deferred HECS/HELP fees Write off Advance - Debt waiver Outstanding Advance not acquitted within 6 months Loan – calculate interest Home phone/ internet – private % Dual purpose travel – business and private Entertainment – tax exempt body

Exemptions, Concessions or reductions in legislation Exemptions – No FBT • • • work related item - provided for work purpose. Limit one item per type pa – e. g. laptop, mobile phone, electronic diary, tool of trade, protective clothing minor benefit < $300 and infrequent / irregular (consider associated benefits) relocation – Required to change usual place of residence for employment. Flights including family, relocation consultant, etc. HR administer Airport lounge, professional subscriptions, child care/gym on premises, car parking LSL awards Concessions – Lower TV • • • e. g. Cars, Car Parking benefits holiday transport for overseas employment – 50% concession. Limit of one trip per FBT year. Temporary accommodation on relocation. HR administer Reductions – TV reduced • • otherwise deductible with declaration reduced by % of business use, e. g. home internet use full time education of children of Overseas employees. Less than 25 years. At school, college, university or by tutor.

Entertainment v Sustenance • Social – FBT • Complete working day in comfort – Sustenance • CPD seminar sustenance • Overtime – Sustenance • Employee travelling – Sustenance • After work - FBT Why What When Where • How elaborate • Sit down meal – FBT • With alcohol - FBT • Finger food – sustenance • Coffee sustenance • On premises – less likely entertainment • Off premises – more likely entertainment

Entertainment – FBT • • • • Social function, farewell Party, Christmas party Restaurant meals Business lunch & drinks Celebrations, Dinners Spouse meal of employee travelling on business Non travelling employee (when dines with travelling employee) Morning, afternoon tea, light lunches – associates Leisure or amusement activities Sporting activities, golf days Gym membership, sporting club memberships Holiday Theatre/movie ticket Cruises v Account 6457 • • • Sustenance – no FBT (6611)tea for Morning and afternoon employees Birthday cake – morning tea for employees Light lunches, sandwiches, finger food, salad, juice, etc for employees Light breakfast at training seminar – incidental to seminar Finger food and light refreshments (with moderate alcohol) immediately after training or CPD seminar – incidental to seminar Meal at seminar that goes for over 4 hours Meal (with alcohol) while travelling on business - employee Tea / coffee – employee Overtime meal in office v Account 6611

GST - claiming ITC and interaction with FBT Entertainment (includes GST) FBT liability? Yes FBT Employees, Associates AO – can claim ITC for GST, as pay FBT FRAO – no GST charged, overseas No FBT Students, Clients, Guests NIAO – cannot claim ITC for GST

Travelling on business • • • ATO view of travelling on business is away for short periods - up to 21 days at a time Stay in hotel, motel, serviced apartment Unaccompanied by family ATO set Travel Allowance rates – based on Salary band destination Travel Allowance rates based on 1 July to 30 June year • Travel Allowance for Payroll Tax (State based tax) to be split between Taxable and Non taxable Ø Tax Exempt (Domestic 7014, International 7114) Ø Taxable component (Domestic 7013, International 7113) Ø For 2012/2013 year tax exempt portion is Ø Ø Accommodation $189. 00 per day Food and Drink $98. 40 per day Incidentals $17. 85 per day Any excess above these rates to 7013/7113

Travel Benefits Business Purpose • • Predominantly business undertaken Considered Incidental to business – extra day to acclimatise Weekends during business period, e. g. 2 week business trip Day to prepare/ wrap up Make Flight connections Due to flight availability/ delays 1 day Stopover en route – no extra cost Day between business meeting Dual Purpose • • Travel to conference then holiday Holiday at same or different location Book Annual Leave days in my. UNSW Family accompanies Private portion 40% or more of total days Travel Allowance only for business days Frequency of trips No restrictions on private travel Ø Flight cost split 50/50 between business (7103) and private (6630) FBT on 50% private If employee pays 50% of airfare directly to Travel Agent No benefit No FBT Ø

ABN • • Australian Business Number – www. abr. gov. au Ø Shows type of entity – company, sole trader, partnership, etc Ø If registered for GST – charge GST on invoices Must withhold 46. 5% of total payment for supply unless Ø Invoice with ABN quoted Ø ABN of agent quoted where supply made through agent Ø Exception to withholding applies Ø Supplier not entitled to ABN • Exceptions – no Withholding Ø Payment $75 or less, excluding GST Ø Not entitled to ABN - not carrying on enterprise or business in Australia Ø Statement by Supplier provided – ATO declaration of reason ABN not quoted

Contractors and VN 1 Form • • All new Vendors to complete VN 1 form – process and system to manage VN 1 form has questions in relation to the services provided and ABN status To assess if employee or contractor Assess for PAYG withholding, Superannuation and Payroll Tax Vendor Classification assists in identifying for upfront Payroll Tax exemption, ongoing Payroll tax assessment or SGC. If “Refer HR” – needs to be referred to HRC for setting up in HR system. Cannot be paid through AP. Standard UNSW Contact Ø Sole Trader Contractor Agreement Ø Other Entity Contractor Agreement (Company, Partnership, Trust)

Service Provider – Payment for Service Individual – No ABN Sole Trader. ABN Company, Partnerships & other structures Process via H. R Process Via A. P PAYG, Super, Payroll Tax Note: Some Sole Traders may be assessed(VN 1 result) to be paid via A. P, if no Superannuation or PAYG obligations

Thesis Examiners Pay in AP v Payment to Non Individuals/ Non residents • • • Payment to another University Payment to Organisation/ Company Overseas Individual Ø non resident of Australia Ø No Australian bank account Ø Cannot be paid in HR Ø Statement by Supplier required Pay in HR v Payment to individuals in Australia v Subject to PAYG deduction v TFN Declaration • • • Existing employees Individuals – in Australia Sole Trader entity with/without ABN

Questions Further Information Finance website: http: //www. fin. unsw. edu. au/Policies. Procedures/Accounting. Manual/FBT. html Contact: Anne Harvey - Ext 51635. Email: a. harvey@unsw. edu. au Eric Mc. Callum – Ext 52825, Lucy Lowe – Ext 51204