Request for Quotation – Accounting Services

WRECK BAY ABORIGINAL COMMUNITY COUNCIL
Request for Quotation – Accounting Services

1. Name of Position Accountant
2. Services Required: Accounting Services
3. Timeframe for Provision of
the Services Required: Ongoing
4. Specific Personnel
Required for the Services:
Qualified Accountant or equivalent who is competent
in Financial Reporting, Acquittals & accounting programs.
5. Site where the Services are Required:
Wreck Bay Aboriginal Community Council – Depot
Service Road
Jervis Bay ACT 2540
6. Closing Date and Time: COB on 23 September 2024
7. Quotation Lodgement
Process:
All quotes submitted will be evaluated and final approval
given by the WBACC Board.
8. Monthly Services
(Recurring)
(a) Accounting Services
- Complete end of month Balance Sheet verification
including:
Bank Accounts
Accounts Receivable
Accrued Income
Prepaid Expenses
Petty Cash
Fixed Assets including motor vehicles, furniture,
equipment, etc
Accounts Payable
Credit Cards
Accrued Expenses
GST Payable
Income in Advance
Provision for Employee Entitlements Accrued Wages
Payroll Liability
- Preparation of Cash Flow Statement.
- Maintain the Asset Register including capital purchases
for the month, disposals and depreciation calculations.
- Preparation of monthly financial report for the CEO and
quarterly reports for the Board Meetings including:
Overall Consolidated Trading Result
Working Capital Ratio
Summary of Cash at Bank
Income Summary
Actual-V-Budget Summary by Department
Summary of Accounts Receivable
Debtors to be approved for write off
Summary of Capital Acquisition
Summary of Variances in Income
Summary of Variances in Wages
Profit and Loss Report
Balance Sheet
Departmental Profit & Loss V Budget
Statements
Accounts Receivables
List of Payments
- Attending monthly management meeting as required to
detail the monthly reports to CEO and management.
- Attending monthly Board Meeting to present financial
reports and answer any questions from Board Members.
- Assist CEO, payroll officer and other Administration
Staff as required regarding any bookkeeping, accounting
and other general financial matters that may occur from
time to time.
Other Services that will
be provided as necessary
throughout the year:
(a) Fringe Benefits Tax Return
- Please note that the organisation is required to lodge
Fringe Benefits
Tax Return each year, and the year ends on the 31
March.
- Reconciliation of motor vehicles held by the organisation
during the year and employee’s details for each one.
- Review motor vehicle logbooks.
- Analysis of vehicles purchased during the year and
vehicles sold.
- Review and compiled questionnaire regarding fringe benefits.
- Review and compile FBT reports from Advantage.
- Preparation of FBT return, calculation of fringe benefits
tax liability and lodgement of annual return.
(b) Other
- Review of employment contracts.
- Preparation of Budgets for the organisation including
any meetings and discussions with management to
complete.
- Assistance provided to the CEO to complete the Draft
Strategic Plan and Draft Business Plan to comply with
the funding requirements for the Department of Regional
Australia.
- Assistance provided to CEO and Admin for preparation
of Corporate Plan to comply with PGPA.
- Assistance provided to CEO and Admin staff with
preparation of policies and procedures as required.
- Preparation and lodgement of reports as required by
NIAA, DITRDCA and DEEWR as required by the
funding body including Balance Sheet, Profit & Loss,
Cash Flow Statement.
- Advice and attendance of meetings with BNP regarding
the Service Lease Agreements as required.
- Assist all management staff with preparation of reports
and budgets required by funding bodies.
(c) Interim Audit
- Liaising with Australian National Audit office with the
interim audit conducted during the year.
- Co-ordinating the interim audit with the ANAO auditors
and the admin staff of WBACC.
(d) Annually
- Conduct asset stocktake and verification with help from
admin staff and general managers. Verify the existence
and condition of the assets by comparing each asset with
the Asset Ledger. This includes preparing a report and
list of items to be disposed of to the board and disposing
of assets on the asset register.
- Review of the Security of Council’s motor vehicles,
plant and equipment, tools etc.
- Understanding annual training for Board Members
around governance obligations.
- Attend to reporting required by the ACNC.
(e) As Required
- Preparation of Summary report of audit findings and
presentation of report to the audit committee and board
members.
- Attendance of Audit Committee Meetings (at least four
meetings per annum).
9. Preparation of Annual
Financial Report including
assisting the External
Auditor:
- Preparation of Annual Financial Report in accordance
with Public Governance, Performance and Accountability
Act 2013.
- Preparation of all working papers to support all balance
Sheet items and all other relevant information required
for the purpose of the annual Audit.
- Preparation of Notes to the Financial Statements.
- Preparation of Statement of Significant Accounting Policies.
- Preparation of Statement of Comprehensive Income.
- Preparation of Statement of Financial Position.
- Preparation of Cash Flow Statement.
- Preparation of Schedule of Contingencies.
- Assisting the Auditor with the Annual Audit and
providing all information required.
- Preparation of Annual Report to the Board of Directors.
- Audit of Annual Acquittal of all Grants as per funding
body Grant Agreements.
- Uploading Annual Financial Statements onto Digital
Annual Reporting Tool.
10. Internal Audit Procedures: Monthly
- Review payroll for the month, checking for:
a. Authorisation of timesheets
b. Authorisation of leave sheets
c. Reconciliation of payroll
d. Payroll paid as per timesheets and leave forms
- Prepare list of issues raised and emailing to payroll staff
to follow up and correct.
- Review of payroll again to ensure all outstanding issues
are rectified.
- Review credit card reconciliations for the month
checking for credit card transactions requisition,
authorisation and supporting documents.
- Review monthly bank reconciliations for all bank
accounts checking for any old stale unpresented items
and reversing as required.
- Review of Accounts Receivable at the end of the month
checking for any provision for doubtful debt required.
As Required
- Preparation of Summary report of audit findings and
presentation of report to the audit committee and board
members.
- Attendance of Audit Committee Meetings
(at least four meetings per annum).
11. Additional work to be
carried out in role of CFO:
Acquittals
- Prepare Acquittals for all funding bodies as required and
to comply with funding agreements.
Managers Meeting
- Quarterly Managers meeting to discuss departmental
trading results, budgets, etc profits or losses.
Staff Training
- Provide ongoing staff training to Admin Staff in all areas
of bookkeeping, payroll, record keeping and compliance
work in order to improve staff skill levels.
Commonwealth Bank Authority
- We will become a second bank authority to authorise
changes to bank accounts, rollover of term deposits,
closing of bank accounts as requested by the board.
Compliance Register (Spreadsheet)
- Prepare a Compliance Register which will record due
dates for all Australian Taxation Office obligations,
payroll and award requirements and all other statutory,
administration and governance obligations.
The following is a list of some of the details that will be
recorded in the Register.
Business Activity Statement
IAS
Insurances
SCA Agreements
Budgets
Acquittals
Interim Audits
End of Year Audit
Annual Report Due Dates
Annual General Meeting
Audit Committee Meeting Dates
Annual Asset Stocktakes
Due Dates for Gate Takings
Due Dates for Lease Payments
Annual Review of Debtors
- (write offs and doubtful debts)
Acquittal Due Dates
Annual PAYG Statements and Reconciliation
To ensure that each task is carried out on a timely
basis, the person responsible will need to sign off to
acknowledge the completion and lodgement of each
relevant task.
The Compliance Register will be able to be presented
at each Board Meeting as evidence that all legal and
statutory obligations have been met by the Wreck Bay
Aboriginal Community Council.
12. Evaluation Criteria: Value for money, demonstrated experience working with
First Nations organisations, demonstrated experience in
services required
13. Conforming Quotation
Requirements: Monthly billing amount
14. Other Specific
Requirements: Attending WBACC office 3 days per week.
15. Acceptance:
16. Confidentiality Obligations: Utmost confidentiality required at all times.