This page is your one stop shop for all cards, cash and payment processes and finance information.
Cards, Cash and Payments
Key Council references and numbers
Australian Business Number (ABN) – 41 205 538 060
Legal name and trading name – Greater Dandenong City Council
Industry code (ANZSIC) – 81130
Type of entity – Local Government (Council is a Local Government entity as constituted by Order in Council under Part 10C of the Local Government Act (1989) – as advertised in the Victorian Government Gazette on 15 December 1994). Certificate of incorporate (Amalgamation).
Australian Corporation Number (ACN) – Not applicable - Council is not an incorporated entity so does not have an ACN. It is a local government entity as per type of entity above.
Tax File Number (TFN) – 46 006 470
Deductible Gift Recipient (DGR) – Gifts in the name of the below only satisfy the DGR status (doesn’t apply to the whole Council):
- Heritage Hill Museum and Historic Gardens
- City of Greater Dandenong Libraries
Corporate purchasing card
Request for a new corporate card
To apply for a card read the Purchasing Card Policy.
The form below needs authorisation by your Manager and Director before being submitted to the Coordinator Financial Accounting.
Purchasing card - Request for a new card
Once approved, National Australia Bank will forward card and PIN letter to Council and Records will contact the cardholder to collect the card.
Managing your card
Online forms
Purchasing card - cardholder acknowledgement and undertaking
Purchasing card - request to change your card limit
Purchasing card - request for cancellation form
Hardcopy forms
Purchasing card - lost/no receipt form - 18.7KB
Corporate Purchasing Card System (Flexi Purchase)
Access the corporate purchasing card system (Flexi Purchase) at flexipurchase.cgd.vic.gov.au
Procedures for Flexi Purchase
Accounts receivable (Council receiving money) - guidelines and forms
Where Council is receiving money from a government department for grant funds, service delivered or a reimbursement and has been requested to raise a debtor invoice, follow the guidelines.
Raising debtor invoice procedure
This guideline applies to service areas responsible for entry of debtor invoices directly to Property and Rating (CI) Debtors.
The current service areas include Paddy O’Donohue Centre, Jan Wilson Centre, Sport and Recreation, Asset Management, Community Wellbeing and the Commercial Property department.
1. Confirm that the debtor currently exists within Property and Rating (CI) Debtors (Masterfile). If the debtor exists proceed to step 4.
2. If the debtor does not exist in Property and Rating please complete the 'New debtor account request form' below.
New debtor account request form
3. Ensure there is sufficient documentation to support the raising of a debtor invoice prior to proceeding to the debtor invoice entry stage.
4. Debtor invoice entry - please ensure the following information is entered at the time of raising the debtor invoice,
- responsible officer code (refer to Finance Officer - Accounts Receivable as necessary)
- GST – included or excluded as necessary
- description of the goods and/or service
- general ledger (income) account
- amount
- debtor name and address – confirm the existing details are accurate.
5. Print invoice and check to supporting documentation.
6. Copy invoice, attach supporting documentation and arrange for authorising officer (team leader or above) to sign.
7. Dispatch original invoice to debtor.
8. Retain and file authorised invoice copy, with supporting documentation, for audit purposes.
Guideline for requesting finance to 'raise debtor invoice'
Complete this form to request a debtor invoice to be raised by Finance Officer - Accounts Receivable,
Cancelling a Debtor Invoice
Complete this form to request to cancel a debtor invoice,
Requesting to write off debtors
Who to contact?
For further help related to accounts receivable, contact accounts.receivable@cgd.vic.gov.au
Accounts Payable (Council paying money) - Payment Guidelines
Where Council is paying a supplier for services, community grants, returning any type of bonds, staff reimbursements and petty cash claims > $100.
Payment terms
Generally payment terms are 30 days from the suppliers’ invoice date. Cheques/EFTs are processed based on the payment terms recorded in the system.
In case payments are required on shorter terms, please advise Accounts Payable (Eservices) in good time so that they can be accommodated in the next scheduled cheque/EFT run.
Payment runs and daily cut-off times
| Payment | Cut off | Payment date |
| EFT payment | Friday close of business | Tuesday |
| Cheque | Close of business two days prior to payment date | Once a month and last working day of month |
(Note: If the payment dates fall on a public holiday then the cheque/EFT run will be on the business day prior)
Cut-off times
Payment runs commence at around 10 am on the scheduled payment day above.
The payment run will only include vouchers scheduled for payment that day, which have been approved and received by Finance at close of business two days prior to the payment date.
The EFT file that is generated by the payment run is sent to the bank around midday and funds can be accessed by vendors the next day. Remittance advices are mailed/emailed/faxed on the afternoon of the payment run.
Cheque collections
Cheques are mailed in the morning of the day following the payment run or if specified by the department, can be picked up from Financial Services (Accounts Payable section) after 9 am on the day following the payment run.
Request to pay by Electronic Transfer (EFT)
The EFT file that is generated by the payment run is sent to the bank around midday and funds can be accessed by vendors the next day. Remittance advices are mailed/emailed/faxed on the afternoon of the payment run.
Request a Payment to external – one-off and no purchase order
For any one-off supplier payments/refunds that do not require a purchase order, complete the form below, approved by the manager with appropriate financial delegation. Payment will be by only an electronic funds transfer (EFT).
Complete the form below by choosing the option 'Other'
Request a Refund - All bonds and security deposits
Request for bond or deposit refunds complete the form below. Payment will only by an electronic funds transfer (EFT).
Complete the form below by choosing the option 'Bond refunds'
Request a Manual EFT Payment
Manual EFT payments are available to be submitted in exceptional circumstances. For example: The customer does not have email / computer access and is unable to complete an on-line refund form.
Other purposes might include an exempt transaction under the procurement policy. Please refer to Purchasing webpage for further information.
Refunds for vendors
To request a manual EFT payment, please complete the payment request form. The EFT payment request must be signed by the manager with the appropriate financial delegation.
Refunds to customers who are unable to complete online refund form
A manual EFT details form must also be completed by the customer. Please ensure that the customer is aware that the disclaimer is to be accepted by ticking the appropriate box and that the form is signed.
A bank statement is not required.
Petty Cash / Staff Reimbursement Claim
For petty cash/staff reimbursement claims, please follow the below petty cash procedure and complete the online form.
Procedures for all claims:
- all receipts to support the claim uploaded
- claims are forwarded to manager for approval
- an email is sent to applicant advising of outcome
- if approved, funds are credited to your nominated account
For Working with Children’s Check (WWCC) Staff Reimbursements please provide:
- Service Australia payment receipt
- Proof of payment i.e. bank statement
Please use Account code: XXXX 3799 XXXX
For Staff Study Assistance Reimbursements please provide:
- OD approved Study Leave Form approved by Manager (OD to provide)
- Receipts for proof of payment of the fees including HECS and PELS
- Statement of results to show successful completion
Read detailed petty cash and change float procedures - 656KB
Claims under $100
Claims under $100 are paid directly to applicant's credit/debit card (no cash) and processed by Customer Service staff.
Claims over $100
One off Staff Reimbursements – do not require purchase orders but require approval by manager with appropriate financial delegation.
Claims over $100 are paid directly to applicant's bank account via Bank Transfer. These are processed by Accounts Payable as per Council's weekly payment runs.
Select the form below and choose the option 'Staff reimbursement'.
Payments for Work Experience Students
Claims over $100
Complete the work experience payment form. Please contact Finance to provide details on how to lodge the claim.
Claims under $100
Complete the work experience payment form. Before you lodge the form, it will require authorisation signature from the departmental manager. The form must also contain the departments account number or Mnemonic that is applicable to this payment.
Forms can be lodged:
- in person at the Customer Service Centres
- by emailing the form to zzcssupport@cgd.vic.gov.au - In your email provide the mobile number of the work experience personnel. A member of the Customer Service team will contact the work experience personnel directly to process payment.
How will you receive your payment?
Please note we are no longer processing cash for these payments.
Credit Card
May take up to 48 hours to deposit into the claimant’s credit card.
Debit Card
Deposit will be made into the claimant’s debit card. Depending on the bank, processing can be immediate or within a few hours.
Work experience payment form - 20KB
For further enquiries contact Beverley MacFarlaine in Customer Service.
Payments for Volunteers
Greater Dandenong Volunteers can claim for petrol reimbursement. For staff claiming petrol reimbursement, please contact Organisation Development (OD)
Staff need to set up Volunteers in Computron before a reimbursement is submitted. Please submit a new vendor application with a statement by Supplier for any new volunteers requiring a petrol reimbursement.
- The form requires a Vendor ID, appropriate KM Rate, KM’S claimed and a General Ledger code
- No purchase order is required for the Volunteer Petrol Reimbursement, please complete the form below, approved by the manager with appropriate financial delegation
- Two Computron approvers will be required to release payment
- Payment will be by made by electronic funds transfer (EFT)
Instructions on how to view Refunds in G2
Follow the below instructions on how to view Refunds in G2.
Request to setup a New Vendor
Complete the form below to setup a vendor with and without an Australian Business Number (ABN),
Statement by Supplier – When Vendor cannot quote an ABN
If the supplier cannot quote an ABN (Australian Business Number) they will have to provide the 'Statement by Supplier'. If a supplier who does not quote their ABN is not qualified for one of the exclusions, Council must withhold 48.5% of the total payment (read below guide for further details),
Statement by Supplier - 32.27KB
Please note that if the supplier does not attach the correct paperwork to support their new vendor application, it is the responsibility of the requestor at Council to obtain further paperwork.
Accounts Payable Training
Training on Council's purchase order system and accounts payable workflow system (G2) will be organised as part of your new user training. If you require further assistance please contact the Accounts Payable team via Eservices@cgd.vic.gov.au.
Who to contact?
Further help related to accounts payable/purchase orders can be contacted via Eservices@cgd.vic.gov.au.
EPay refunds
This form is to be completed if a customer made the payment via the Council portal (Epay Transactions) and requires to be refunded due to duplicate/cancellation withdrawal of the service.
Full or partial payment can only be processed back to the same credit card the original payment was made.
If your refund meets the above criteria, please complete the below online form.
Payments made prior to 19 Jan 2024 will need to be refunded via Accounts Payable. See “Request to pay by electronic transfer (EFT)” for details.
Please direct your EPay refund enquires to Treasury.Accounting@cgd.vic.gov.au.
Contingent liability
Contingent liabilities and assets are not recognised in Council’s balance sheet because they are either:
- dependent on a future event occurring
- are not probable, or
- are not able to be reliably measured.
Finance will send a request bi-annually to the managers to complete the online assessment relevant to their department.
