GUIDANCE NOTE FOR USE OF CABCHARGE
1. MANAGEMENT OF CABCHARGE ACCOUNTS
1.1Ordering packs of account coded eTickets
Packs of eTickets can be ordered over the phone or via email. Cabcharge's toll free phone number
is 1800 652 229 and email address e is no cost for packs of eTickets.
2. MAINTAINING A REGISTER OF eTICKETS
2.1 Taxi eTickets
• Accompanying each pack of eTickets received is a list showing their 14 digit number, expiry date
and 1 to 50 sequential numbers.
• The list can be used to compile the Cabcharge Requisition & Allocation Register (refer to Appendix 1) which records all eTickets issued including the ticket sequence number, date of issue, full passenger’s name, faculty/ school/ division, reason for travel, cost allocation.
2.2 Issuing eTickets
• The appropriate number of eTickets should be issued per trip as it will
minimise any risk of loss or misuse.
• eTickets are electronic single trip use and contactless ticket.
• eTickets have an expiration date of 2 years from the date of issue which is recorded on them
• There is a two part eTICKET – ‘passenger record’ retained (refer to Appendix 2 for a sample).
2.3 Security of eTickets
• Taxi eTickets may be subject to theft. Therefore, they must be properly secured at all times by the nominated account holder. In the event of a stolen eTicket:Cabchargemust be notified immediately if an eTicket is lost or stolen. (Phone 1800652 229 or Email )and the eTicket will be cancelled.
• eTickets are to be returned to the Nominated Cabcharge Account holder within 7 days if not used and recorded reason of return on the Register.
•The relevant University account will be liable for any applicable cost resulting from any misuse that occurred on or before the date of notification.
3.USE OF eTICKETS
3.1Taxi eTickets
•Taxi eTickets store the name and account number of the Cabcharge account holder on its
magnetically encoded strip.
4. PROCESSING CABCHARGE INVOICES BEFORE SUBMITTING THEM FOR
PAYMENT
The processing procedure is as follows:
• Cabcharge will forward a tax invoice and eTicket transaction listing to Accounts Payable inbox (refer to Appendix 2).
• Accounts Payable will then validate the invoice and forward in Basware to the relevant Cabcharge account holder in the Faculty/ School/ Division.
• If an eTicket could not be processed by the EFTPOS terminal a copy of the eTicket attached to the
emergency paper docket will also be forwarded. (Forward invoice and allassociated paperwork to: .
• Cabcharge account holder or appropriate officer is to check that the invoice is correct
including ensuring that the amount to be paid is “this period” only and that the charges are
valid and reasonable. The Register of eTickets may be useful when checking the invoice.
• Any errors of unauthorised transactions should be promptly investigated and resolvedbefore the invoice is submitted for payment.
• Once the invoice has been certified for services received, code with an accountclassification (using Natural Account 2003 – Taxi/Car Hire (Aust)) within Basware and forward tothe appropriate delegate for approval.
• Approval effectively ensures the invoice has beenchecked as outlined above. (It may be helpful to scan into Basware the appropriatereceipts. If not scanned, all receipts will need to be retained by the account holder for auditpurposes).
5. DEFINITIONS
Cabcharge Taxi eTicket Requisition and Allocation Register means the official form to be used by the Nominated Account Holder/Staff Member to record the details of all eTickets issued to them.
APPENDIX 2 – SAMPLE CABCHARGE DOCUMENTS
Sample Cabcharge eTicket
Sample Cabcharge Invoice
Sample Cabcharge eTicket Transaction Listing