Important Information for Event Coordinators

Important Information for Event Coordinators

1. How do I request an online booking and payment facility?

Complete an Online Booking Form. The form is located on the Financial Services Division web site > Our Teams > Accounts Receivable > Online Bookings and once submitted is emailed to the email address.

1. Are Tax Invoices available?

When a customer makes an online payment, the final confirmation page provides the customer with a Receipt/Tax Invoice. This page is to be printed if a Receipt/Tax Invoice is required.

In the event, payment is not made online a Receipt/Tax Invoice will be mailed to the customer upon payment.

Attendees who have not paid by the commencement of an event are not automatically raised as a debtor of the University. The assumption is, no payment - no entry.

Where an attendee is allowed entry to an event they have not paid for, the Event Co-ordinator is required to complete an External Tax Invoice Requisition – contact your Finance Officer for further assistance. For reporting and audit purposes, please ensure the Event Name and Booking Reference are clearly marked on the invoice requisition and that an email is forwarded to advising which attendees/booking referencesare to have debts raised. A Debtor Officer will add a note to the booking stating a debt is to be raised in the PeopleSoft Financial system.

In the event a company/business requires a tax invoice prior to processing payment through their Accounts Payable, the above applies, an external tax invoice requisition is required.

PLEASE NOTE:

When forwarding the external tax invoice requisition to your Finance Officer, ensure a copy of the Booking Report is attached so that the Finance Officer can confirm that the booking reference and the amount are correct.

Reconciliation of payments and the raising of external tax invoice requisitions is the responsibility of the event co-ordinator.

1. Is a Booking Confirmation with payment options available?

Yes, a Booking Confirmation template is available for Event Co-ordinators to complete - contact if template is required.

1. How do I cancel an attendee’s booking?

Complete a Booking Cancellation Form and forward to . It is important to cancel an attendee’s booking where tickets/seats are limited.

1. How do I prepare a refund?

Refunds are processed as per any other CQUniversity General Refund. Refer Financial Services website for Guidelines on General Refunds or contact your Finance Officer.

In instances where the refund is requested prior to an event occurring and bookings are limited, the Event Co-ordinator will need to email a request to to increase the maximum attendees by the number of refunds.

z:\student debtors\onestop\conference and webpay\information for event coordinators.docx