Payment Codes

Bank Payment / Receipt Recording

Receipts are to be captured electronically and kept in the Shared Admin / Finance folder for the relevant financial year.

In order to allow for easy reconciliation against bank transactions, the following file naming protocol is recommended for bank payments and receipt file names:

2. YYYY/MM/DD – Date of Reimbursement

2. Name – Name of Person / Company paid by Tech Inclusion (this would be the person reimbursed or the company if paid directly by Tech Inclusion)

3. Expenditure Code from the following list:

• Marketing - MKT

  • Advertising & Marketing - this is typically Facebook Ads

• Event - EVT

  • Event consumables - this includes all event supplies and food. This covers anything under "Event Resources", or things like tshirts or stickers
    Split into types

    • Sydney - SYD

    • Adelaide - ADL

    • Brisbane - BNE

    • Burnie - BUR

    • Canberra - CBR

    • Melbourne - MEL

    • Perth - PER

    • Junior - JUN

• Business Cost - BIZ

  • Fixed Business Costs - this is typically sofrware renewal, insurances. This is things like the squarespace or campaign monitor subscriptions

• Labour - LAB

  • Labour Costs - this includes all contractor payments for work deliverables (but not reimbursements of event purchases)
    Split into types

    • Admin - ADM

    • Content - CNT

    • Socials - SOC

    • Node Liaisons - LIA

    • Big Day In - BDI

• Team Dev - DEV

  • Team Development and Support - this typically includes catering or other costs of content parties, volunteer engagement and committee bonding events, including the end of year events.

• Travel - TRV

  • Travel and Accomodation - this includes air fares, taxis, hotels and any meal reimbursements during travel to events

4. Amount spent

Several worked examples are shown below.

Example 1

Jane Smith has spent $20 on party supplies at Woolworths on 20th June 2025.  These were for an event at University of Melbourne later that month.  She has paid personally for these supplies, and is reimbursed on the 22nd June, 2025, after supplying the receipt.

In this case, the bank payment and receipt file name is recorded as:

2025/06/22 Jane Smith EVT MEL 20.00

Example 2

Emily Smith has worked on some GPN content for an agreed payment of $120.  She undertook the work between the 5th and 8th July, 2025, and provided an invoice for the work on the 12th July, 2025.  She is reimbursed on the 14th July, 2025.

In this case, the bank payment and receipt file name is recorded as:

2025/07/14 Emily Smith LAB CNT 120.00

Example 3

Patricia Smith spent $40 on a taxi fare to travel from the airport to a GPN event on the 11th August. She provided a receipt for this, and was reimbursed on the 18th August, 2025. 

In this case, the bank payment and receipt file name is recorded as:

2025/08/18 Patricia Smith TRV 40.00

Example 4

Alex purchases a very large amount of GPN T-shirts from the T-Shirt Co. on the 2nd September, 2025 at a cost of $12,000 and receives an invoice for these.  These T-shirts are to be used across multiple events.  Renee pays $10,000 of the amount on the 11th September, 2025, and a further $2,000 on the 12th September, 2025.  This needs to occur as the daily payment limit is $10,000.

In this case, the receipt file name is recorded as:

2025/09/11 T-Shirt Co. EVT 12000.00

The 2 payments are recorded as:

2025/09/11 T-Shirt Co. EVT 10000.00 Pt1

2025/09/12 T-Shirt Co. EVT 2000.00 Pt2

Example 5

In preparation for a Perth GPN event, Paula Smith buys some mints for $30.50 from Coles as well as some mini Mars bars from Big W for $24.70 on the 1st October, 2025. She submits both receipts and is reimbursed on the 2nd October, 2025.

In this case, the receipt file names are:

2025/10/02 Paula Smith EVT PER 30.50 Pt1

2025/10/02 Paula Smith EVT PER 24.70 Pt2

She is reimbursed via a single payment, which is recorded as:

2025/10/02 Paula Smith EVT PER 55.20