GST and FBT Refresher for COFA Anne Harvey – Group Tax Manager, Corporate Finance Eric McCallum – Group Tax Accountant, Corporate Finance 15 August 2012

Objectives When does GST apply GST Codes GST application-Courses,Workshop,Conference What is FBT What does Taxable Value mean How is FBT calculated Types of benefits which attract FBT When is FBT charged Update on LAFHA Reforms

When is it applicable Taxable sales  price includes GST  pay GST on sales  claim GST on purchases  1/11 th of Total invoice/sale price Taxable supply  for consideration  in course of furtherance of carrying on enterprise  connected with Australia  registered or required to be registered  not GST free or input taxed When is it not applicable GST free sales  Basic food - meat, milk, bread, fruit and vegetables  Most education, child care, health  Some exports Input Taxed sales  Residential property  Financial transactions  Cannot claim GST credit When does GST apply

How Does GST work Issue Tax invoice $1100 Taxable Sale $1000 GST on sale $100 Total Sales on BAS $1100 Sales $1000 Remit GST 1/11 th to ATO $100 Cash Received $1100 Net revenue $1000 GST paid to ATO $100 Receives Tax Invoice $1100 Purchases $1000 GST charged $100 Total Acquisitions on BAS $1100 Acquisition $1000 Claim ITC for GST $100 Cash Payment $1100 Net Expense $1000 GST claimed from ATO $100 Supplier Raises Tax Invoice Purchaser Receives Tax Invoice Sponso r UNS W Recipie nt

Tax Invoice showing GST or GST inclusive price Can rely on other supporting documentation issued by supplier if minor defects in Tax Invoice Purchase $82.50 or less (including GST) with Tax invoice, Receipt, invoice, docket Sale < $1,000 – Tax Invoice, name & ABN of supplier, date, description, if each item is taxable sale, $ GST or Total price includes GST. Sale $1,000+ also show buyer’s name or ABN Claiming ITC for GST charged

1.Taxable – AC/AO 2.GST Free – FRAC/FRAO 3.Imports – IMAC/IMAO 4.Input Taxed – ACIT/AOIT 5.Non deductible – NIAC/NIAO 6.Out of scope – EXCL 7.Advances - EXAD 1.Most goods and services 2.Basic food; consumed/used overseas i.e. international airfare, accommodation 3.Customs clearance e.g. Equipment; overseas subscriptions 4.Financial supplies, residential accommodation 5.Cannot claim GST, no Tax Invoice,student entertainment 6.Taxes, wages, donations 7.Travel Allowance, Advance GST Codes: Acquisitions – AP/ Expenses/Credit Card “C” in AC, FRAC, etc refers to Capital. “O” in AO, FRAO, etc refers to Other.

1.Taxable – SALE 2.GST Free – FREE 3.Exports – EXPT 4.Input Taxed – ITAX 5.Out of Scope - EXCL 1.Most services 2.Accredited Education courses 3.Overseas customer 4.Some Kensington College rent 5.Gifts, No supply made GST Codes: Supplies – Account Receivable/ Billings

GST Non-accredited units (of Tertiary course) Admin services not directly related to education course - academic hire, non- resident application fee, textbook Conferences Seminars Workshops CPD training Adult and community education available to non- residents only Hobby and recreational course Self development, public speaking Excursion/field trip – Food, accommodation GST free Tertiary course determined by Education Minister in Student Assistance Act 1973 section 5D(1) Other course determined by Education Minister One unit of tertiary course – enrolment Course materials, student amenities fee Excursion/field trip –directly related to course, not recreational (excl food, accomm) Vocational course Adult and community education  Likely to add to employment related skills  Determined by Education Minister  Run by Higher Education Institution/ recognised body Courses/ Workshop/Conferences

GST Free Examples Photocopied or printed educational material specific to course Course notes – content, reading list, tutorials, seminar topics, assignments Study guide – extract from textbooks, journals, etc Film and developing chemicals Art supplies – paint, sketch pad, chalk Ingredients - hospitality, chemicals Consumables - wood, fabric, create models, necessary/specified stationery Workbooks to complete exercises  Effective life limited to duration of course Taxable Examples Textbooks Textbooks written by lecturers at Uni sold on/off campus Binders for assignments, theses Musical instruments Computers Calculators Sporting equipment, clothing Scissors, knives Photocopying services  Items retain their generic application for other purposes and not consumed or transformed in required manner Course Materials – GST Free Conditions Provided by education provider to students - supplied Necessarily consumed or transformed by students undertaking the course – essential, form changed Necessarily consumed or transformed for the purpose of the course – used up/ converted by student

Mixed Supplies – need to enter Taxable items and GST free items on separate lines with GST code Assume GST applies to total – check for GST free Use GST code from PO - check if agrees to Tax Invoice Relying on default GST codes in EMS Tax calculated in system not agree to GST on Tax invoice – may need to split lines Deposits – claiming GST on deposit. Adjust on final Tax invoice Credits from prior month. Check GST charged on Invoice. Common GST Mistakes

 If Taxable Supply UNSW still have to remit 1/11 th of total amount to ATO  Loss of revenue received by UNSW – only 10/11ths.  Audit risk – inadequate processes and controls  Penalties and Fines  Reputational risk  BAS amendments Risk to UNSW if GST Not charged

Fringe Benefits Tax - Facts FBT year 1 April to 31 March Tax Rate 46.5% - Calculated on Grossed Up Taxable Value FBT paid by employer – UNSW Includes benefits under a salary sacrifice arrangement Reportable Fringe Benefit included on Payment Summary in June, if > $2000 FBT is tax on benefits (right, privilege, service or facility)  provided to employees & associates (relative, partner/ spouse, child)  by an employer, associate of employer or under an arrangement with a third party  in respect of employment – reward for service “Employee” includes current, former and future employees If pay Salary  PAYG deduction  Employee pays tax If provide fringe benefit  no PAYG deduction  Employer pays tax

FBT Calculated on Taxable Value What is Taxable Value Determined by the rules applying to each category of fringe benefit Generally the cost of the benefit Some benefits concessional tax, e.g. Motor Vehicles Some reductions and exemptions provided in legislation GST Impact Taxable Value based on GST inclusive amount FBT payable depends on whether entitlement to ITC credit Can claim Input Tax Credit for GST paid Important correct GST codes are used and GST amount is correct.

Type 1 Entitlement to ITC Gross Up rate Taxable Value – incl GST $ * Gross Up rate Grossed up TV$ FBT rate46.5% FBT cost$ Type 2 No entitlement to ITC Gross Up rate Taxable Value - no GST $ * Gross Up rate Grossed up TV$ FBT rate46.5% FBT cost$ FBT Calculation PRT = $1000 * * 5.45% ( NSW PRT rate ) = $

Salary packaged Motor Vehicles or UNSW provided – personal use. Medical Insurance - inpatriates Permanent Residency – application, police & medical checks, lawyers fees (Exempt if to enter Australia on relocation) Gifts, awards and prizes - $300 or more Travel for family – SSP, accompany employee on business (exclude relocation) VC Child care support Furniture purchase in lieu of relocation transport/ relocation allowance Kensington College accommodation and meals – provided to tutors/employees Reimburse deferred HECS/HELP fees Write off Advance - Debt waiver Outstanding Advance not acquitted within 6 months – Loan Home phone/ internet – private % Dual purpose travel – business and private Entertainment – tax exempt body Examples of Benefits Incurring FBT

On premises – less likely entertainment Off premises – more likely entertainment Overtime – Sustenance Employee travelling – Sustenance After work - FBT How elaborate Sit down meal – FBT With alcohol - FBT Finger food – sustenance Coffee - sustenance Social – FBT Complete working day in comfort – Sustenance CPD seminar - sustenance WhyWhat WhereWhen Entertainment v Sustenance

Entertainment – FBT Social function, farewell Party, Christmas party Restaurant meals Business lunch & drinks Celebrations, Dinners Spouse meal of employee travelling on business Non travelling employee (when dines with travelling employee) Morning, afternoon tea, light lunches – associates Leisure or amusement activities Sporting activities, golf days Gym membership, sporting club memberships Holiday Theatre/movie ticket Cruises Sustenance – no FBT (6611) Morning and afternoon tea for employees Birthday cake – morning tea for employees Light lunches, sandwiches, finger food, salad, juice, etc for employees Light breakfast at training seminar – incidental to seminar Finger food and light refreshments (with moderate alcohol) immediately after training or CPD seminar – incidental to seminar Meal at seminar that goes for over 4 hours Meal (with alcohol) while travelling on business - employee Tea / coffee – employee Overtime meal in office

Business Purpose Predominantly business undertaken Considered Incidental to business – extra day to acclimatise Weekends during business period, e.g. 2 week business trip Day to prepare/ wrap up Make Flight connections Due to flight availability/ delays 1 day Stopover en route – no extra cost Day between business meeting Dual Purpose Travel to conference then holiday Holiday at same or different location Book Annual Leave days in myUNSW Family accompanies Private portion 40% or more of total days Travel Allowance only for business days Frequency of trips No restrictions on private travel  Flight cost split 50/50 between business and private  FBT on 50% private  If employee pays 50% of airfare directly to Travel Agent  No benefit  No FBT Travel Benefits

No FBT Minor benefit < $300 and provided infrequently and irregularly – 6617 Student gift – not employee Westfield Gift voucher FBT Gift of $300 or more – 6619 Teaching Award Movie ticket/ vouchers – Recreational entertainment Gifts and Awards

FBT Applicable Accounts in General Ledger GL Account Description Entertainment Entertainment – Recreational Uniforms FBT Payable Staff Exp Membership Fees Staff Gifts & Awards $300+ Staff Exp –Recognition Awards Staff Exp - Education Staff Exp – Childcare Staff Expenses FBT FBT Accrual A/c If expenses charged to the GL account, FBT will be accrued at month end

Accrued FBT v Actual FBT Adjustment to FBT charge Overcharged - CreditUndercharged - Debit FBT Return Actual FBT costAccrued FBT cost Throughout Year Expense – FBT accountFBT accrual V

Currently FBTAA provides concessional taxation to LAFH benefits LAFHA is compensation for additional expenses & disadvantages suffered due to employee being required to live away from usual place of residence in order to perform employment duties Required by employer to move Temporary period – fixed term contract Intention to return to live at former locality Employee provides a LAFHA declaration each FBT year Tax Implications Employee Salary Sacrifices for Rent and F&D Managed by HR Rent – No PAYG, No FBT F&D – No PAYG, No FBT on exempt statutory amount (i.e. >$42pw per adult up to ATO rate) No Payroll Tax - Exempt Fringe Benefit LAFHA not subject to SGC No Workers Compensation - Exempt Fringe Benefit Living Away From Home

Living Away From Home Reforms Background ATO started to take stricter view on LAFHA in Private Rulings issued Mid 2011 – ATO sent review letters to some organisations requesting information Mid 2011 – ATO audit letters 29 November 2011 – Treasury released Consultation paper on proposed LAFHA reforms 3 February 2012 – Submissions due on Consultation paper UNSW as part of Go8 made submission to Treasury outlining significant impacts of reforms Large number of Accounting bodies and other organisations also made submissions Late 2011 – HR advised Faculties to be aware of changes in recruitment discussions February 2012 – HR arranged for PwC to provide information session to LAFHA recipients 8 May 2012 – in Federal Budget further details released on proposed reforms – expected start date 1 July 2012 Exposure Draft and Explanatory Materials released 28 June 2012 – Bill introduced to winter sitting of Parliament Bill not yet been passed – new start date 1 October 2012

Employment contract entered into after 8 May 2012 Any material change to existing employment contract e.g. time extension, working hours, salary (except EBA), related entity Proposed Reforms Permanent residents who have employment arrangements in place prior 8 May 2012 Foreign/temporary residents maintaining Australian home that required to live away from and employment arrangement prior 8 May month time limit not apply LAFHA until 1 July 2014 or new employment contract Transitional Rules Living Away From Home Reforms

Treat LAFHA as part of employee’s assessable income Allow an Income Tax deduction to employees eligible for LAFHA  For reasonable expenses incurred and substantiated for accommodation  For food beyond statutory amount. If exceed specified amount, substantiate full expense  Maximum period of 12 months  Retain written evidence for 5 years Eligibility Required by employer to live away from Australian residence Maintain a home in Australia Ownership interest in home Home which living away from must be available for their personal use and enjoyment at all times Cannot be rented out or sublet Expectation to return to live at former residence Living Away from Home Proposed Reforms

Who impacted Fixed term employees from Overseas - no longer eligible LAFHA from 1 Oct 2012 Domestic employees on LAFHA if change to contract Visiting Academics Living Allowance – from 1 Oct 2012 no longer exempt from FBT as not living away from Australian residence SSP – accommodation or living expense paid/reimbursed – from 1 Oct 2012 only exempt if satisfy proposed LAFHA rules Tax Implications Employee - Overseas employee now taxable salary from 1 October 2012 Employer  Additional Payroll Tax - no longer LAFHA  Additional Workers Compensation  Additional SGC Employer subject to FBT on LAFHA benefits provided to employees not eligible to claim income tax deduction Employer subject to FBT on F&D for employees eligible for LAFHA on first $42 per week per adult, $21pw per child Living Away From Home Reforms

Contractors and VN1 Form All new Vendors to complete VN1 form – process and system to manage VN1 form has questions in relation to the services provided and ABN status To assess if employee or contractor Assess for PAYG withholding, Superannuation and Payroll Tax Vendor Classification assists in identifying for upfront Payroll Tax exemption, ongoing Payroll tax assessment or SGC. If “Refer HR” – needs to be referred to HRC for setting up in HR system. Cannot be paid through AP. Standard UNSW Contact  Sole Trader Contractor Agreement  Other Entity Contractor Agreement (Company, Partnership, Trust)

Service Provider – Payment for Service Individual – No ABN Process via H.R PAYG, Super, Payroll Tax Sole Trader-ABN Process via H.R Super, Payroll Tax Company, Partnership s & other structures Process Via A.P Payroll Tax Note: Some Sole Traders may be assessed(VN1 result) to be paid via A.P, if no Superannuation or PAYG obligations

Service Provider – Payment for Expenses Individual Employee ID – Pay by HR No Employee ID – Pay by AP Sole Trader- ABN If Service Payment in HR – Pay by HR If Service Payment in AP – Pay in AP Company, Partnerships & other structures N/A - HR Process Via A.P

Questions Further Information Finance website: Contact: Anne Harvey - Ext Eric McCallum – Ext 52825, Lucy Lowe – Ext 51204