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Edith Cowan University

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Finance and Business Services

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Policies, Forms, Procedures and Templates

To meet ECU’s ongoing obligations for effective governance and financial integrity, Finance and Business Services oversees a vast number of financial management processes and systems. These involve policies, forms, standard templates and documented procedures.

Forms

Access the Finance Forms Kiosk

Policies, Procedures, Guidelines and Templates

Directorate

Procedures

Open Plan Office Etiquette (PDF File, 147K)
Internal Temporary Appointment Guideline for FBSC Employees (PDF File, 184K)
FBSC Organisational Chart (PDF File, 137K)
FBSC Flexible Work Arrangements (PDF File, 210K)
Acceptance of Gifts FBSC Guidelines (PDF File, 164K)

Templates

FBSC Working from Home Assessment Form (DOCX File, 361K)
FBSC Report Template (DOCX File, 3.0M)
FBSC Procedure Template (DOTX File, 361K)
FBSC Presentation Template (PPTX File, 29M)
FBSC Policy Template (DOTX File, 362K)
FBSC Memo Template (DOCX File, 3.0M)
FBSC Letterhead JO (DOCX File, 3.0M)
FBSC Guideline Template (DOTX File, 362K)
FBSC Document Template (DOTX File, 357K)

Business Services

Procedures

Research Business Support Procedures (PDF File, 174K)
Foundation Business Support Procedures (PDF File, 188K)
Field of Research & Socio Economic Objective Listing (XLSX File, 81K)
ECU Foundation Payment Request Procedure (PDF File, 519K)
Accounting for Donations and Gifts to the University (PDF File, 281K)

Templates

Research Costing Template (XLSX File, 122K)

Commercial and Investment Services

Policies

Procedures

Pricing Policy Guidelines (PDF File, 184K)
Joint Arrangements Guidelines (PDF File, 229K)
Invention Disclosure Form FAQ (PDF File, 181K)
Governance and Reporting Guidelines (PDF File, 239K)
ECU Discount Rate Guidelines (PDF File, 213K)
Competitive Neutrality Anti Unconscionable Conduct Procedure (PDF File, 192K)
Commercialisation Guide (PDF File, 954K)

Templates

Technology Readiness Levels Definitions sourced from AEA (PDF File, 125K)
Invention Disclosure Form (DOCX File, 370K)
Competitive Neutrality Internal Declaration and Assessment Form (DOCX File, 362K)

Financial Services, Fixed Assets and Treasury

Policies

Procedures

Treasurers Instructions (PDF File, 171K)
Strategic Asset Management Framework Flowchart (PDF File, 79K)
Shared Services Finance Service Delivery Timeframes (PDF File, 138K)
Segregation of Duties Framework (PDF File, 167K)
Reimbursement Guidelines (PDF File, 256K)
Receiving Credit Card Payments Best Practices (PDF File, 264K)
Petty Cash Guidelines (PDF File, 246K)
Management of Trade Credit and Receivables Guidelines (PDF File, 274K)
Management Reporting Timetable 2025 (PDF File, 105K)
Investment Policy Statement (PDF File, 714K)
Internal Loans Procedures (PDF File, 104K)
Cash and Cheque Collection Handling and Banking Guidelines (PDF File, 125K)
Assets and Tracked Non Capital Items Guidelines (PDF File, 162K)

Approved Sources of Tied Funds (PDF File, 106K)

Resource Planning

Policies

Procedures

Register of Applicable University Services Charge Accounts Exemptions and Delegated Nominees (PDF File, 142K)
Incidental Fees Procedure (PDF File, 212K)
In Kind Contributions Guidelines (PDF File, 185K)

Templates

USC Calculator (XLSX File, 27K)

Strategic Procurement

Policies

Purchasing and Contracting Policy

Procedures

eProcure Response Guide (PDF File, 443K)
Tendering for Goods and Services (PDF File, 630K)
Strategy and Planning Procedures (PDF File, 496K)
Strategic Sourcing Procedures (PDF File, 404K)
Strategic Procurement FAQ (PDF File, 182K)
Social and Sustainable Procurement Guidelines (PDF File, 158K)
Purchase to Pay Procedures (PDF File, 236K)
Purchase and Use of Gift Cards Guidelines (PDF File, 200K)
Purchase Order Conditions (PDF File, 218K)
Procurement Tendering Handbook (PDF File, 610K)
Procurement Tender Process Flowchart (PDF File, 149K)
Procurement Process Flowchart (PDF File, 175K)
Entertainment and Catering Expenditure Guidelines (PDF File, 269K)
Contract Management Procedure (PDF File, 608K)
Contract Checklist Reviewing Terms and Conditions (DOCX File, 269K)
Classifying Hazardous Substances (PDF File, 2.2M)
Category Planning Procedures (PDF File, 596K)

Templates

Verbal Quotation Template (DOCX File, 262K)
Tender Evaluation Report Template (DOCX File, 275K)
Request for Quote Template (DOCX File, 266K)
RFT Template (DOCX File, 326K)
RFP Template (DOCX File, 319K)
Procurement WHS Self Assessment Tool (DOCX File, 157K)
Procurement Risk Assessment Tool (XLSM File, 173K)
Procurement Plan Template (DOCX File, 470K)
Preferred Supplier List (XLSX File, 71K)
Gift Cards Register (XLSX File, 20K)
Expression of Interest Template (DOCX File, 313K)
Evaluation Handbook Template eProcure (DOCX File, 938K)
Contract Management Plan Template (DOCX File, 397K)
Category Plan Template (DOCX File, 150K)

Taxation

Procedures

Taxation FAQ (PDF File, 258K)
Tax Paperwork Requirements (PDF File, 109K)
TAX Invoicing Withholding Tax (PDF File, 198K)
SCC Super Contribution Procedure (PDF File, 216K)
PED Declaration FBT Guide (PDF File, 128K)
GST Valid Tax Invoice (PDF File, 186K)
GST Cheat Sheet (PDF File, 322K)
FBT Entertainment Help Table (PDF File, 317K)
FBT Cheat sheet (PDF File, 517K)
Employee vs Contractor Guidelines (PDF File, 198K)
Employee vs Contractor Flowchart (PDF File, 146K)
100 Percent Business Use Declaration Flowchart (PDF File, 537K)

Templates

Payroll SCC Super Contribution File Mandatory Fields (XLSX File, 11K)
Example Panel Member Acceptance Letter (DOCX File, 53K)
Example Honorarium Guest Lecture Letter (DOCX File, 52K)

Travel

Policies

Authorised University Travel Policy

Procedures

Uber for Business (PDF File, 171K)
Uber Vouchers (PDF File, 242K)
Uber Central (PDF File, 164K)
International Travel Advice (PDF File, 145K)
FCM Travel Management Service Fees (PDF File, 95K)
FCM Travel Hub Key Points (PDF File, 96K)
FCM Platform Procedures (PDF File, 3.9M)
Cabcharge Plus (PDF File, 404K)

Templates

Post Trip Travel Diary Template (XLSX File, 65K)
Group Travel Booking Request (DOCX File, 1.3M)

University Credit Cards

Procedures

University Credit Card Terms and Conditions (PDF File, 103K)
University Credit Card Reminder and Notification Schedule 2025 (PDF File, 122K)
University Credit Card Quick Help Guide (PDF File, 163K)
University Credit Card Procedure (PDF File, 206K)
University Credit Card Notification Cycle (PDF File, 93K)

More Information

Contacts and Useful Documents

UK Travel Requirement Update (PDF File, 375K)
Finance Team Contacts (PDF File, 173K)
FBSC Operational Plan 2025 (PDF File, 238K)
FBSC Key Contacts (PDF File, 118K)
ECU Budget Book 2025 (PDF File, 2.3M)
ECU Budget Book 2024 (PDF File, 743K)
ECU Budget Book 2023 (PDF File, 2.7M)
CPA CA Contacts (PDF File, 118K)
2025 Academic Calendar (PDF File, 529K)

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