LNP Treasurers Handbook March 2017

March 2017
1|Page LNP Finance Handbook

Contents
INTRODUCTION..................................................................................................................................... 4
1. GETTING HELP ............................................................................................................................... 5
2. THE LNP .......................................................................................................................................... 5
2.1 The Party Structure ................................................................................................................. 5
2.3 Rules (LNP Constitution) ............................................................................................................. 6
3. THE ROLE OF THE TREASURER ................................................................................................. 7
3.1 You’ve been elected Treasurer, Now What? .............................................................................. 7
3.2 Treasurer’s Responsibilities ........................................................................................................ 7
4. FINANCIAL MANAGEMENT ........................................................................................................... 8
4.1 Record Keeping ........................................................................................................................... 8
4.2 Treasurer’s Financial Report ....................................................................................................... 8
4.3 Segment Bank Accounts ............................................................................................................. 9
Accessing Bank Statements ............................................................................................................ 9
4.4 Deposits ..................................................................................................................................... 10
Direct Deposits (EFT/On-Line receipts) ......................................................................................... 11
Credit Card Receipts...................................................................................................................... 12
4.5 Payments ................................................................................................................................... 13
Supplier Invoices............................................................................................................................ 13
Reimbursements ............................................................................................................................ 13
Transfers to other Party Units ........................................................................................................ 13
Petty Cash ..................................................................................................................................... 13
Debit Cards .................................................................................................................................... 14
4.6 Invoices & Receipts ................................................................................................................... 15
4.7 GST Registration ....................................................................................................................... 16
4.8 Audit........................................................................................................................................... 16
5. DISCLOSURE ................................................................................................................................ 17
5.1 Disclosure Overview .................................................................................................................. 17
Queensland (ECQ) ........................................................................................................................ 17
Commonwealth (AEC) ................................................................................................................... 20
5.3 Donor’s Obligation? ................................................................................................................... 20
Queensland (ECQ): ....................................................................................................................... 20
Commonwealth (AEC): .................................................................................................................. 20
Things to Remember: .................................................................................................................... 21
5.4 Gift or Fundraising Contribution? .............................................................................................. 21
Fundraising Contributions .............................................................................................................. 21
A Gift (donation) ............................................................................................................................. 21
5.5 Gifts-in-Kind ............................................................................................................................... 22

6. FUNDRAISING .............................................................................................................................. 23
6.1 The Fundraising and Expenditure Codes .................................................................................. 23
6.2 Raffles & Auctions ..................................................................................................................... 23
6.3 Event Booking Tools.................................................................................................................. 23
7. CAMPAIGN EXPENDITURE ......................................................................................................... 24
8. MEMBERSHIP ............................................................................................................................... 25
9. Appendicies ................................................................................................................................... 26
Appendix 1 – Sample Cash Book .................................................................................................. 26
Appendix 2 – Sample Treasurer’s Financial Report ...................................................................... 27
Appendix 3. – Deposit Sheet ......................................................................................................... 28
Appendix 4. – Guide for Donors .................................................................................................... 29
10. YOUR NOTES........................................................................................................................... 30

INTRODUCTION
This handbook was written for Treasurers of the LNP Party Units, including FDCs, SECs, Regions,
Branches, Women, YLNP and Council Wards. You have an important and rewarding job; keeping the
Party Unit’s finances in order. The position of Treasurer requires time, dedication and some basic
financial knowledge.
The LNP is committed to the highest standards of accountability and financial integrity. This includes
the fulfilment of our responsibilities under electoral and taxation laws, and our responsibilities to our
members and supporters. Those responsibilities extend to all those who fundraise for our party and
manage the financial affairs of their Party Unit, including the Party Unit Treasurer.
The Treasurer must receive, keep records, and report all money coming into and going out of the
Party Unit. The Treasurer must make sure that the Party Unit follows the regulatory requirements of
both Commonwealth and Queensland electoral and tax laws. If the Party Unit enters into transactions
that violate these laws or fails to file proper reports on time, it is the Treasurer who is responsible. You
should not become a Treasurer unless you are willing and able to take on these responsibilities. If you
already are a Treasurer, you should be sure that you know what is expected of you.
The Treasurer does not need to know the intrinsic detail of the electoral and taxation laws, but should
know enough about these laws to properly conduct the affairs of the Party Unit and to ensure
compliance. Importantly, the Treasurer should know where to find the necessary information and how
to get additional help when needed.
We have not tried to answer every possible question in this handbook. When you can’t find the
answer to a question here, please call LNP Headquarters. You can find out which staff member can
best help you by looking at the “Getting Help” section. You can also look at the MyLNP membership
portal for up to date versions of this handbook.
This handbook should be read in conjunction with –

 LNP Fundraising Code
 LNP Candidate Agreement
 LNP Constitution
 The Blue Book

1. GETTING HELP
Assistance is only a phone call or email away.
If the matter is urgent then please phone 07 3844 0666 and ask to be put through to the appropriate
staff member in the LNP Finance Team.
The generic email for general queries, invoice copies and receipting information is –
treasurer@lnp.org.au
For specific queries or advice contact the LNP Finance Team:
Tiffany Pollard – Finance Assistant Party Units

Tanya Dwyer - Finance Officer Party Units
Michelle Fortuin – Assistant Accountant.
Janelle Goulding – Finance Manager – janelle.goulding@lnp.org.au
The latest version of all documentation; the LNP Fundraising Code, Candidate Agreement,
Constitution and other support resources are also available through the membership portal at
https://my.lnp.org.au ,by clicking on “The Blue Book” button.
2. THE LNP
2.1 The Party Structure

The LNP supports a constitutional democracy and governments that are responsible to the people,
dedicated to enhancing the quality of life and fostering a society that offers opportunity to all.
The LNP is a “grassroots” party and works through a structure of Party Units fully supported by the
membership. Members are automatically assigned to a Branch, State Electoral Council, Federal
Divisional Council and a Region.
Each Party Unit elects at its Annual General Meeting a committee consisting of a Chairman, a Vice-
Chairman, a Secretary and a Treasurer. These positions all carry with them the responsibility to
ensure the proper conduct of the Party Unit in accordance with the LNP Constitution.
The LNP is a registered political party with the Electoral Commission of Queensland (ECQ) and
registered with the Australian Electoral Commission (AEC).
The LNP Secretariat (Headquarters) manages the Party’s day to day business on behalf of the State
Executive, State Council and the LNP’s membership. LNP Headquarters exists to support our
membership and to maintain and develop a growing, dynamic Party from which every member can
benefit.

2.3 Rules (LNP Constitution)
The Party’s Constitution sets out the rules, structure and operation of the LNP. It offers guidance for
Treasurers relating to Finance and Property, in section T.
Treasurers should ensure they are very familiar with section T of the LNP Constitution to fully
understand the ground rules for the Party and basis upon which members can participate in the Party.
The Constitution should be referred to in conjunction with the Party’s other codes and references
mentioned in this handbook.
Some of the key clauses are:

T.2 - All books, records, documents, funds and property held by any Party Unit shall be deemed to be
the property of the Party and under the day to day control of the State Director and Party Secretary on
behalf of the Party and the Trustees.
T.3 - No Party Unit shall open or maintain a bank account or any other financial facility without the
written authority of the State Director or the Party Secretary.
T.18 - Provides treasurers with direction for the management of the Party Unit’s fund; “All income and
property of the Party shall be applied towards the objects of the Party and no distribution whether in
money, property or otherwise shall be made to Members”.
T.24 - No MP, Senator, member of a Local Authority Team or endorsed candidate shall operate, be a
signatory to, nor accept the benefit for campaign purposes of any account with a financial institution
other than an account operated by the Party.
The Party also has an Honorary Legal Advisor who is available to assist with questions concerning
the LNP Constitution and other rules. LNP Headquarters is always on hand to assist you.

3. THE ROLE OF THE TREASURER
3.1 You’ve been elected Treasurer, Now What?

Here is a checklist of all the things you need to do as soon as you get the job:
 Organise a detailed briefing from the outgoing Treasurer and a handover of all financial
information;
 Contact the LNP Finance Team for an introduction and any additional information;
 Check details of your Party Unit’s Westpac segment account;
 Send a request to the LNP Finance Team to be set-up on Westpac Corporate Online;
 Check if your Party Unit has a petty cash float, ensure this is handed over;
 Check if your Party Unit was issued a Debit Card, if so contact the LNP Finance Team to reissue
the card and PIN; and
 Read this Handbook and supporting material.
3.2 Treasurer’s Responsibilities

As an elected Party Unit Treasurer, you are a key member of your Party Unit’s Executive Committee.
You are responsible for managing your Party Unit’s finances and making sure your Party Unit
complies with Federal and State electoral and tax laws. With thorough record keeping and up-to-date
knowledge of the rules, the Treasurer’s role can be a rewarding and fulfilling experience.
At every Party Unit meeting the Treasurer is required to:

 report on the financial health of the Party Unit;
 table the Party Unit’s bank statement or transaction list;
 provide a full report on all monies spent see sample Appendix 2;
 seek approval for all accounts to be paid (approval for expenditure should be recorded in the
minutes);
 discuss any future plans for fundraising and associated costs;
 ensure all expenditure is authorised by two executive members of the Party Unit; and
 satisfy members, through the financial report, that the Party Unit’s funds have been managed
honestly and effectively.
Responsibilities of the Treasurer include:

 managing the financial affairs of the Party Unit including disbursement and receipting funds;
 not paying out money without the authority of the executive committee or Party Unit;
 issue receipts, and if required, tax invoices to donors/customers;
 promptly bank all monies received;
 advise the Finance Team of details of monies deposited;
 manage the Party Unit’s cash flow; and

 be accountable for the Party Unit’s petty cash and/or Debit Card.
If the Party Unit thinks it has to reimburse someone for an expense, it is also
recommended that the Party Unit authorise at least the purpose and estimated amount of that
expected reimbursement before it occurs. Giving someone general authority to spend is not
recommended.
4. FINANCIAL MANAGEMENT
4.1 Record Keeping

A record of the financial affairs of the Party Unit is managed centrally using an ERP accounting
system, Exo Business. The LNP uses this system to ensure compliance with electoral funding and
disclosure laws, but the effort of each Party Unit Treasurer to keep proper records is still crucial so
that accurate disclosure can be made.
Whether an Excel spreadsheet, software such as MYOB or Quicken, or a simple paper-based

cashbook system is used, the Treasurer must account for all the Party Unit’s finances. Detailed
records of all the contributions that the Party Unit receives and of all the money the Party Unit spends
must be retained.
Some of the things the Treasurer must keep records of include the following:
 details of all amounts received, including name, address, date and value of the contribution;
 every expenditure made by the Party Unit along with the date and amount of the expense;
 details of gifts in kind received including name, address, date and value (inclusive of GST).
A simple cashbook or excel spreadsheet can often be the easiest way to keep records. Details of
donor receipts and payments can be kept together enabling a quick reconciliation back to the bank,
this also allows the page with the donor details to be copied and sent to HQ Finance. The cashbook
is then handed on to the next treasurer, keeping all records intact. – Appendix 1.
Record keeping is also important to ensure that the LNP can claim its entitlements to public funding
under state and federal legislation. Records should be kept for five years.
4.2 Treasurer’s Financial Report

Minutes and agenda are usually the responsibility of the Chairperson and Secretary in consultation
with the Treasurer.
It is not a requirement for the Treasurer’s report to be tabled at each meeting. The Treasurer should
however report key elements of the Financial Report at each meeting, this would include a review of
the income and expenditure since the last meeting and details of any fundraising activities. A
reconciliation of any petty cash or debit card balances needs to be accounted for and approved at the
meeting.
A proposal for upcoming expenditure, eg. a fundraising event should be tabled, see an example of the
Treasurer’s report – Appendix Template 2.

4.3 Segment Bank Accounts
The Party uses Westpac as its bank. Westpac has a unique segmented banking platform which
allows Party Units to operate their own “segment” within a central bank account. The central
segmented bank account shares a common BSB and Account Number but uses a unique three digit
segment number for each Party Unit to identify their own segment account.
Treasurers must contact the Finance Team if they do not know their segment number.
Westpac
Bank Accounts Used by
BSB / Account number
State Account All SECs 034002 / 984600
All FDCs, Regions, YLNP, LNP Women, All Branches
Federal Account 034002 / 172311
and Council Wards
 Party Units are not authorised to have any bank account other than our centralised bank
account with Westpac.
All funds raised and expended for LNP endorsed Candidates (including Members and Senators) are
to be administered through the appropriate State or Federal LNP bank account as authorised by the
State Director and State Party Secretary.
The Constitution outlines this very clearly in Clause T.24 “No endorsed candidate, parliamentarian or
local authority member shall operate, be a signatory to, nor accept the benefit for campaign purposes
of any account with a financial institution other than an account operated by the Party and disclosed
to and authorised by the State Director and the Party Secretary”.
During a campaign period, it is recommended that you are also the Campaign Treasurer for the
applicable SEC or FDC, as only ONE segment bank account is issued to your party unit for both
general and campaign usage. It is recommended that the Local Ward (Council) signatories are the
same as either their local branch or SEC.
Accessing Bank Statements

Westpac Branches cannot provide you with your individual segment account balances and
statements. Under no circumstances should you contact the Westpac Bank, all requests must be
made through the LNP Finance Team.
Treasurers have access to their Westpac segment bank account through Westpac Corporate Online.
Contact the LNP Finance Team to set up a Westpac ID if you do not already have one. If you do not
have access to the internet, please contact the LNP Finance Team for a copy of your Party Unit’s
bank statement.

Once you have been given your Westpac ID and password you will be able to log into Westpac
Corporate Online Banking - https://online.corp.westpac.com.au
When you first login you will be asked to change

your password, and enter security questions.
Continue to the next screen and click on
Segments, this will take you to your Party Unit’s
segment account bank statement.
You can choose the period you want to view,

please note there is only access to view 2 years’
worth of transactions.
It is recommended that Treasurers view their online bank statement regularly to reconcile that
payments and deposits have correctly been allocated. If there are any queries, contact the LNP
Finance Team.
4.4 Deposits
Cash and cheques are deposited using the Westpac deposit book for each Party Unit. It is important
that only the deposit book given to your Party Unit is used to deposit your Party Unit’s funds, check
with LNP Finance Team if you are not sure. Deposits should be made to the bank as soon as
possible after receiving them.
The generic bank deposit slip you find in the Westpac branch can also be used when depositing
funds, ensure you use the Box marked – Aux serial no. to write your segment number, this way the
funds will be matched to your segment account. Remind the teller to reference the segment number
when processing the transaction.
10 | P a g e LNP Finance Handbook

Your Segment Number MUST go here.
SAMPLE ONLY
The Treasurer must send details, using the Deposits Received Template, (see example – Appendix 3)
a simple email, or a copy of the invoice or receipt, of all monies, as soon as they are deposited into
the bank to treasurer@lnp.org.au for processing into the accounting system. Treasurers must take
note of funds being deposited into their segment accounts and for any funds that may be
unaccounted for.
Details required are:
 Name of donor, it needs to be clear whether the payment was received by an individual
or organisation/company
 Address of donor
 What the payment was for – Donation or Fundraising Contribution
If you realise that funds have not been matched to your Party Unit’s segment account, contact the
LNP Finance Team, giving the dates, amounts and names, the missing funds can then be traced in
the Westpac account and transferred to the correct segment account.
Direct Deposits (EFT/On-Line receipts)

Often the banking details are given out in an invitation or donation form and the donor will then make
an EFT payment directly into the bank account. Sometimes there is no relevant reference on the
deposit and the funds remain unallocated. Unless details of the deposit are sent in a timely manner,
the unallocated monies must be forfeited to the State Government.
Direct Deposits are receipted into an unallocated account, not directly into your Party Unit’s segment
account. You must ensure your donors use an appropriate reference when making the payment.
They must include your Party Unit’s segment number and their surname in the reference field, e.g.
“025 Jack Smith”.
If however a donor does not include these details, this deposit will remain in the unallocated account
until you notify the LNP Finance Team of the details of the amount, date, donor and reason for the
deposit. This is absolutely critical if the Party is to comply with the State and Federal Electoral Laws.
 Monies will not be transferred to a segment account until full details of the donor and
reason for the deposit have been sent to LNP Finance Team.
 Monies will be moved to a central bank account at the end of each month where details of
the donor have not been received.

Credit Card Receipts
LNP uses the Westpac Payway hosted website for payment via credit card. This platform allows the
Treasurer to process donations and event fees online with immediate acknowledgement if the
transactions is approved or declined.
To use Payway:
1. Go to the LNP Website link at www.lnp.org.au;
2. Scroll to the end of the home page to Useful Links;
3. Click on “Make a Payment”,
4. Select either “SEC Payments” or “All other Party Units”, whichever is appropriate.
5. Complete the credit card details in the Westpac PayWay screen;

6. In the first box enter your Segment number and whether the payment is for a donation or for
an event;
Once the information is entered, a receipt can be generated and issued to the donor.
Send details of the payer to treasurer@lnp.org.au.
Copies of credit card details must be destroyed.

4.5 Payments
Supplier Invoices
All payments are made by EFT (electronic funds transfer) centrally. A payment run will be processed
daily if required and suppliers will have their money the next day.
When an invoice is received by the Party Unit, the Treasurer must:

 check the Supplier’s invoice for accuracy;
 ensure the Supplier’s bank details are noted on the invoice;
 have at least one other member of the Party Unit’s Executive authorise the invoice for
payment;
 email a copy of the authorised invoice to treasurer@lnp.org.au (the Chair should be copied
into this email); or
 mail to PO Box 940, Spring Hill Q 4004.
The LNP Finance Team will process the invoice and set up for payment by EFT. This procedure is
relatively quick; a payment run is usually processed three times per week. However; if you need an
urgent payment made, do not send the invoice the same day, as Westpac enforces processing
deadlines.
Reimbursements
From time to time a member may pay for an item of expenditure out of their own pocket. For
reimbursement of out of pocket expenses; first ensure that this expenditure was approved then follow
the procedure above. A claim for reimbursement and copies of all receipts must be sent with the
request for reimbursement.
Transfers to other Party Units

If a Party Unit wishes to transfer funds to another Party Unit, they must formalise the request at a
meeting and note it in the minutes. The request for the transfer is sent to the LNP Finance Team with
a copy of the minutes attached. An urgent request for transfer can be made by a flying minute if it is
ratified at the next Party Unit meeting.
When fundraising events are organised by more than one party unit and the proceeds are to be
divided up, the Party Unit who banks the money must be the one that arranges the transfer and the
authorisation.
Due to legislative restrictions, note that FDCs cannot transfer funds to Regions, SEC’s and
Branches.
Petty Cash
A Petty Cash float is available, if required, to pay for incidentals. If a Party Unit has not used petty
cash previously, a request for a float is to be sent to LNP Finance Team (with the authorisation of the
executive committee) in the first instance. The LNP Finance Team will then send a cash cheque to
the Treasurer.
When the petty cash is depleted, a reimbursement claim and receipts are sent to the LNP Finance
Team to substantiate expenditure. A top-up cash cheque will then be sent to the Treasurer.
Local Westpac branches will cash cheques for petty cash upon presentation of suitable identification.

Debit Cards
A Westpac Prepaid Business Expense Card (Debit Card) is available for the Treasurer to make
payments at point of sale or to pay suppliers with merchant facilities (where accepted). This can
replace the need for Petty Cash.
There are two card choices available –

1. Maximum limit of $999 – allows purchases at point of sale and ATM cash withdrawal
2. Maximum limit of $4,999 – allows purchases at point of sale with NO ATM cash withdrawal
Use of the Card:

 The card is a debit card and must have funds available in the party unit’s segment account to
purchase or withdraw cash, this means the card cannot be overspent;
 It requires a PIN to identify the user;
 The card is allocated to a single party unit and single user, which should be the Party Unit’s
Treasurer;
 An initial deposit (up to the maximum limit) into the card account is to be requested by the
authorised Party Unit’s executive;
 Once the funds allocated to the card have been expensed, a requisition for a top-up should be
sent to the LNP Finance Team along with a reconciliation of expenses and copies of the
invoices/receipts;
 All transactions can be viewed online by the authorised user;
 The Party Unit Treasurer should report on deposits and expenditure for the card as part of their
regular Treasurer’s report to each meeting of their Party Unit; and
 If the authorised user resigns, the card is to be returned to the LNP Finance Team, a new card
and PIN will be issued.
To obtain your card:

1. Consult your Party unit’s executive to determine which or both of the cards your Party unit wishes
to use;
2. Complete the notice of authority and application forms (available from the LNP Finance Team);
3. If you wish to make use of both cards, you will need to complete and return a separate application
for each card;
4. Return your notice of authority and application form/s to the LNP Finance Team, either by post to
PO Box 940, Spring Hill Qld 4004 or by email to treasurer@lnp.org,au;
5. The application will be processed and the card will be issued to the user along with instructions
for its use and a reconciliation form.

4.6 Invoices & Receipts
Receipts must be issued for all monies received. Official receipts must always be used and can be
hand written using the official receipt book.
A receipt book can be requested from the Finance Team if required.
 A receipt is usually sufficient for a tax invoice.

 Gifts (Donations) cannot be invoiced in advance but only receipted when they are paid.
 An invoice can be issued in advance for events. The official template must be used.
 The Deposits Received template (see Appendix 3) must be completed and sent to
treasurer@lnp.org,au when deposits have been made into the segment accounts.
 A copy of the invoice/receipt or email can also be sent noting when the monies were
banked.
The official Tax Invoice template with the disclosure warning must be used if an invoice needs
to be raised; an electronic copy is available upon request, contact the LNP Finance Team if
you require further help.

4.7 GST Registration
The LNP is registered for GST.
The ABN is 57 474 627 843.
FDCs, Regions, LNP Women and YLNP are registered separately as a branch of the LNP for GST
and are required to complete a separate quarterly BAS return. Please contact the Finance Manager
for your branch number if required, this should be included with the ABN when raising a Tax Invoice.
The return is now lodged centrally through the ATO Business Portal, therefore paper based BAS
forms will no longer be sent out. A copy of the lodged return can be emailed to you for your records
upon request.
 Branches and Council Wards are not registered separately for GST.
 Branches and Council Wards should not apply GST to receipts.
4.8 Audit
Under Clause T.7 of the LNP Constitution, all Party Units must provide an annual audited report of
their respective Party Unit to the State Party Secretary within 3 months after the end of the Financial
Year. An Annual Audit Report Form is available for completion each financial year (1 July to 30
June). This audit report is not meant to be onerous, simply a check on whether correct processes are
being followed. There is no requirement to complete a full transactional review as HQ conducts an
external audit of transactions for all Party Units.
The audit report can be emailed to the Finance Manager, Janelle Goulding –
janelle.goulding@lnp.org.au

5. DISCLOSURE
5.1 Disclosure Overview

Political fundraising and expenditure is regulated at a federal level by the Australian Electoral
Commission (AEC) and at a state level by the Electoral Commission of Queensland (ECQ). There
are stringent disclosure regimes for elections at all levels of government.
The disclosure scheme was introduced to increase overall transparency and inform the public about
the financial dealings of political parties, candidates and others involved in the electoral process. It
requires candidates, registered political parties, local branches/sub-party units and their associated
entities, donors, and other participants in the electoral process to lodge annual, bi-annual, real-time or
election period financial disclosure returns with the AEC and the ECQ. The disclosure returns are
then made available for public inspection.
Queensland (ECQ)
Queensland Parliament passed the Electoral (Reporting Periods) Amendment Regulation 2017. The
legislation amends the Electoral Act 1992 to make a number of significant changes to the funding and
disclosure obligations on candidates, political parties and donors. The Bill was given assent, and
applies from, Wednesday 1 March 2017.
Specifically, the Electoral Act requires:

 $1,000 gift threshold amount
 accumulation of amounts paid up to $1,000 or more;
 electronic real-time disclosure
 six-monthly reporting,1 January to 30 June and 1 July to 31 December;
From now on we must disclose gifts electronically through the ECQ website
within 7 business days of the date of receipt.
Compliance with the law is not discretionary, and as inconvenient as some of this may be, we have no
choice but to meet our legal obligations under the Electoral Act.
Some important terms
To understand how the new system will operate it is important that you understand two statutory
terms –
Fundraising contribution
The definition of a fundraising contribution is complicated but it comes down to this – a

fundraising contribution is an entry fee or other payment which a person makes so that he or
she or someone else can participate in a function or other venture.
Examples of a fundraising contribution are –
 the price of a dinner function

 the price of a raffle ticket
 the winning bid in a fundraising auction
 the entry fee for a function or event.

A fundraising contribution which is $200 or less does not count as a gift, and so the gift
disclosure rules do not apply to it.
Gifts (donation)
A gift can be in money (cash, cheque, or other payment), or it can be in kind.
A payment is a gift if –
 there is nothing given in return for it, or

 something is given in return for it, but the value of what is given is less than the amount
of the payment.
The same applies for a gift in kind.
There are some exceptions –
 A fundraising contribution of $200 or less is not a gift, even if the value of what is given
in return for it is considerably less than the amount of the payment. For example, if
someone pays $200 as the admission price for a BBQ, and all he or she gets in return
is a char-grilled hamburger and a can of beer, it does not count as a gift.
 Volunteer labour is not a gift.
If a fundraising contribution is more than $200, the first $200 does not count as a gift, and the
remainder does.
e.g. If someone pays $500 for a dinner function, the first $200 is discounted and the
remaining $300 is considered a gift and will be counted towards the gift threshold.
Real-time disclosure
The Party has an obligation under the Electoral Act to disclose a gift within 7 business days of when it
is received. Consequently, it is critically important that Party Units provide details of gifts to the LNP
Finance Team promptly after they are received, and that the funds are banked promptly.
If there is delay in providing gift details to LNP Finance Team or in banking a gift, the Party may
breach its statutory obligation under the Act. Apart from anything else, it can be expected that, if that
happens, much will be made of it politically to our disadvantage.
Donor details
A gift must be disclosed if it is for $1,000 or more. But, if someone makes more than one gift, and
together they add up to $1,000 or more, they must be disclosed as well.
Therefore, you will need to collect details of the donor for every gift, even if it is less than $1,000. The
details which will be needed are the date of the gift and the name and address of the donor.
So, if your Party Unit receives a gift, no matter for how much, you will need to record –
 the date of the gift,

 the reason for the gift – event or donation
 the name of the donor, and
 the address of the donor.
and promptly send that information to LNP Finance Team.
The information can be sent, ideally by email to treasurer@lnp.org.au , by fax to 3844 0388 or by post
to PO Box 940, Spring Hill Qld 4004.

Any format will be accepted if the details are included -
 deposit sheet template (see Appendix 3)
 a copy of the invitation or donation form
 a copy of the receipt or tax invoice
Dinners and other functions
Less than or equal to $200
If the admission price for a dinner or other function is $200 or less, the whole of the price will be a
fundraising contribution, and it will not have to be individually disclosed. However, the Party must
disclose the total amount received, so when the takings are banked, you will need to advise LNP
Finance Team as to what they represent. An email giving a short explanation e.g. raffle proceeds or
meeting entry fee at $5 per person.
Greater than $200
If the admission price for a dinner or other function is more than $200, the part of the price exceeding
$200 may have to be disclosed as a gift, and because of the requirements to aggregate small gifts,
you will need to collect the name and address details of the attendees, and send them to LNP
Finance Team. The receipt will be disclosed only if the excess over $200 is above the disclosure
threshold, or if there are multiple gifts from the attendee and together they reach the threshold.
Someone pays for multiple tickets
When an individual or organisation buys multiple tickets to an event or separate events in the same
payment, the first $200 of each ticket and each event is taken as separate transactions and not
counted towards the gift threshold. If each ticket or event cost is more than $200 then the balance is
accumulated towards the gift threshold amount.
e.g someone pays for 5 tickets at an event and the ticket price is $250 each, he has paid
$1,250 in total. The first $200 of each ticket is not disclosable ($200 x 5 = $1,000) this is a
fundraising contribution and the balance of $250 ($50 x 5) is considered a gift and would
count towards the gift threshold.
Remember, the disclosure clock starts ticking when you receive the payment, not on the date of the
function. Consequently, you cannot accumulate payments for a dinner or other function, and bank
them all together near or after the event. You will need to bank them as they come in, and more
importantly, you will need to notify the details to LNP Finance as the funds come in. Otherwise, the
Party will be late in making its disclosure.
Summary
1. Donations (in cash or in kind) must be disclosed by the Party to the ECQ within seven business
days of receipt by the Party Unit.
2. Date and donor name and address details and the reason for the payment are needed for all
gifts, whatever their size, and should be sent to LNP Finance Team promptly after receipt.
3. If the admission price for a function is $200 or less, name and address details are not required,
and the contribution can be included in a bulk bank deposit, but details of the deposit
(identifying the function) should be sent promptly to LNP Finance Team.
4. If the admission price for a function is more than $200, please speak to the LNP Finance Team
when you are planning the event, to work out arrangements for providing them with the needed

information. It will be necessary to have attendee name and address details for all paying
attendees.
5. If there is a bulk banking deposit to your Party Unit account, please provide prompt advice to
LNP Finance Team identifying what it is (e.g. raffle tickets, a dinner etc.).
6. All of this applies whether a payment is made in physical cash, by cheque, or electronically.
7. The Party has only seven days to lodge its disclosure return, and the clock starts ticking on the
day you receive the payment. Time is critical.
8. If you have questions about any of this, please contact the LNP Finance Team as soon as you
can. We cannot afford to get this wrong.
9. Collecting the details of function attendees can be simplified using Trybooking go to

https://www.trybooking.com/ or contact LNP Finance Team. (see 6.3 Event Booking Tools)
Commonwealth (AEC)
The Commonwealth funding and disclosure scheme established under Part XX of the Commonwealth
Electoral Act 1918 deals with the public funding of federal election campaigns and the disclosure of
detailed financial information.
Specifically, the Commonwealth Electoral Act requires:

 annual returns (financial year) to 30 June
 disclosure threshold at 1 July 2016 is $13,200 (indexed 1 July each year)
5.3 Donor’s Obligation?

The Party relies on the generous support of its donors and has a responsibility to ensure that
our donors are aware of their disclosure obligations.
Donors must now comply with regulatory requirements of both Commonwealth (AEC) and
Queensland (ECQ) electoral laws.
Queensland (ECQ):
People who make gifts to the Party may be required to lodge electronic disclosure returns
themselves, and the LNP Finance Team can aid with that if it is needed. The same time limits apply
to the donors as apply to the Party - 7 business days.
 Disclosure is made electronically at https://disclosures.ecq.qld.gov.au

 See the donor disclosure guide (Appendix 4)
Commonwealth (AEC):
 Gift threshold at 1 July 2016 is $13,200 (indexed annually);
 Gifts given to the same registered political party (this includes associated entities and related
political parties);
 Reporting period – each financial year (1 July to 30 June);
 Due date for lodging returns is 17 November each year;

 Accumulative in each reporting period (financial year);
e.g. - 3 separate payments of $5,000, each paid within the financial year.
Disclosed, as the total amount paid exceeded the threshold.
 Disclosure forms and guides are available on the AEC website at www.aec.gov.au
Things to Remember:
 Donors who give gifts (donations), including fundraising contributions must be made
aware of their obligations under the electoral laws;
 Once the sum (accumulation) of gifts or fundraising contributions reaches the threshold
amount for the disclosure period ($1,000 ECQ and $13,201 AEC) there is an obligation
for the party and donor to lodge a return;
 Care is needed to establish who the real donor is, especially when gifts are received from
firms of solicitors or accountants;
 Relevant particulars for gifts are details of the sum, the name, address and appropriate
additional details of the third party making the gift;
 Send details of donors to the LNP Finance Team once monies have been banked;
 Gifts from undisclosed donors are unlawful and may be recovered by the State;
 More detailed information is also available on the ECQ website www.ecq.qld.gov.au or
the AEC website www.aec.gov.au
5.4 Gift or Fundraising Contribution?

Fundraising Contributions are moneys paid as a contribution, entry fee or other payment for
participation in, or otherwise obtaining a benefit from, a fundraising venture or function. It includes
raffle tickets or an amount paid for an item at a fundraising auction.
A Gift (donation) is property given either in money or in kind for no benefit or solicitation.
The Electoral Commission looks at the actual payment made, i.e. one receipt from a single contributor
paying for 15 attendees at a function is a single payment. Individually paid and receipted
contributions by each of those people would be viewed as 15 payments.
 For all Party Units except Branches, GST is to be charged on fundraising

contributions/fundraising events.
 A gift (donation) that is not a fundraising contribution is GST free.
Party Units should NOT take contributions from the following types:
 A convicted criminal
 Undischarged bankrupts
 Individuals not on the electoral roll
 Entities registered outside Australia (a gift of foreign property is unlawful)

Party Units should NOT take contributions anonymously; details of names and addresses must be
supplied.
 If there are any doubts as to the eligibility of the donor please contact LNP
Headquarters for guidance.
Party Units should NOT allow:

 Elected Members and Candidates to accept or process a benefit of any kind
 Any representation to a donor in exchange for a benefit
5.5 Gifts-in-Kind
Gifts-in-kind may be goods or services received for which no payment (in cash or in kind) is made.
A gift-in-kind transaction is valued at the fair market value (GST inclusive) of the gift on the date it was
donated. For example, if someone gives the Party Unit a used computer, the value of the contribution
would be the price for which the donor could have sold the computer in the open market.
The loan of a vehicle would be treated as a gift-in-kind as it is the provision of a service for no cost.
The value of gifts-in-kind is required to be determined at a commercial rate, in this case a good guide
for that would be the cost of car hire for a comparable vehicle for the same duration. Getting an
online or a car hire quote from e.g. Thrifty/Hertz to see what the comparable commercial value would
be.
The donor and the Party Unit should agree on the fair market value of the in-kind contribution (no
discount should be given).
The gift-in-kind must be disclosed if it is valued at the gift threshold of $1,000 or more.
 All gifts-in-kind must be reported to the Finance Manager as soon as possible after the
transaction.
 Full details of a gift in kind must be recorded, e.g. make and model of a hire car, daily hire
rate and the period of hire.
 Full details of a campaign office if lease gifted, address, size of space, period of use and
market rate per sq mtr.

6. FUNDRAISING
6.1 The Fundraising and Expenditure Codes

The LNP has committed itself to a Fundraising and Expenditure Code and to a Code of Ethics. The
commitment involves compliance with legal requirements and honest and ethical conduct.
The LNP is committed to honesty and integrity in politics. In pursuit of that commitment, party
members engaging in fundraising are expected to abide by the Fundraising Code.
These guides should be read in conjunction with other references mentioned in this handbook and are
available from LNP Headquarters or via the “Blue Book”.
6.2 Raffles & Auctions

Raffles, sweeps, Calcutta sweeps, lucky door prizes and bingo are held as fundraising opportunities
for Party Units.
The LNP has developed a step-by-step system to assist Party Units raise funds through the use of art
unions (known officially as a Category 2 Game by the Office of Liquor and Gaming Regulation).
Please contact LNP Headquarters for a copy of the LNP Authorised Raffles Application and
Guidelines.
When a Party Unit holds an auction it must be made clear to those participating whether or not the
value of the payment includes GST, it is important to receipt the item inclusive of GST (except
Branches).
If the gross proceeds are;

 under $2,000 - falls into a Category 1 Game by the Office of Liquor and Gaming Regulation
- no application required;
 above $2,000 and below $10,000 falls into a Category 2 Game by the Office of Liquor and
Gaming Regulation – application required – seek advice from the State Party Secretary.
If the prizes are donated these are treated as a gift in kind, all details are to be sent to the Finance
Manager for disclosure to the electoral commissions.
6.3 Event Booking Tools

Collecting the details of function attendees can be simplified using Trybooking go
to https://www.trybooking.com/ .
Many Party Units are using Trybooking for their dinners and other functions, and have found it easy to
use, and an efficient way in which to collect the data needed for disclosure purposes.
 The address field is mandatory

 Trybooking issues a receipt
 Takes Credit card payments

If you are using an event tool such Trybooking, please ensure that you include your segment number
in the description when you transfer the funds from the Trybooking system to the Westpac segment
account.
If the total amount being transferred into your Segment account via Trybooking is more than $200,
you must send a listing of attendees and costing to treasurer@lnp.org.au. This is to substantiate that
the amount is not made up of individual sums over the threshold.
7. CAMPAIGN EXPENDITURE
The Party has clear rules around the conduct of a campaign and the management of the campaign
budget. These are set out in the LNP Candidate Agreement between the State Director, on behalf of
the State Executive of the LNP, the Candidate and the relevant Party Unit. These rules are a
condition of a candidate’s endorsement and subject to the Party’s Constitution. Treasurers should
ensure they are fully familiar with the conditions of the Candidate Agreement.
During a campaign, a Purchase Order process will be introduced where all expenditure must be
matched against the campaign budget otherwise authorised by the Campaign Director or State
Director. No expense is to be incurred unless there is provision for it in the campaign budget.
Budget Approved Chair or Treasurer

by ALL Parties forward approved PO
(Budget is not changed
requistion to HQ
once approved) Finance
If outside budget
HQ raises PO in Exo
Campaign Director to
& sends copies to
review & State
Campaign & Supplier
Director to authorise
Invoice received HQ will match the

and approved by invoice with the
Chair or PO, process then
Treasurer pay by EFT.
Proper records must be kept for all campaign expenditure and so that the Party can ensure it fully
complies with its electoral and regulatory obligations. It is important to have open communication with
LNP Headquarters and to seek help when needed.

8. MEMBERSHIP
Party Unit Chairs and Secretaries can access their applicable branch membership lists at any time by
using the MyLNP Admin membership portal.
Individuals who wish to join the LNP must go via the LNP website, where they can apply online, or
they can contact the Membership Team by phone 07 3844 0666 or email membership@lnp.org.au
Members who wish to renew their membership may do so by logging into MyLNP where they can
update their details and pay for their renewal by credit card.
Party Units are not permitted to receive money for membership. Please refer to Clause D.12 of
the Constitution.

9. APPENDICIES
Appendix 1 – Sample Cash Book

Appendix 2 – Sample Treasurer’s Financial Report
Sample Treasurer's Financial Report

NAME OF PARTY UNIT
Opening Balance as at 1/04/2015 $26,155.25
Income (Deposits)
Made up of: Donations $ 23,050.00

Four donations were received over the threshold (1 Federal)
Fundraising Event
Lunch with the MP $ 2,100.00
Break fast $ 500.00
Raffles $ 120.00
The prizes were all donated
Total Income $ 25,770.00
Expenses (Payments)
Made up of: Reimbursement to the Secretary $ 45.00

Paid for the morning tea refreshments
Donation $ 100.00
To the local school - decision of previous meeting
Event Costs $ 1,600.00
Lunch with the MP
Total Expenses $ 1,745.00
Closing Balance (agrees with bank statement) as at 31/05/2015 $50,180.25
Reconciliations
Fundraising Events
Lunch with the MP held 1/3/15 Net Income $ 500.00
Breakfast Net Income $ 200.00
Petty Cash
Opening Balance $ 200.00
Expenses
Food for the bbq -$ 55.00
Balance Remaining $ 145.00
Debit Card
Opening Balance $ 4,999.00
Expenses
Restaurant tab for Breakfast -$ 300.00
Woolworths -milk, coffee -$ 20.00
Bunnings - tarp -$ 25.00
Balance Remaining $ 4,654.00

Appendix 3. – Deposit Sheet
This template is used when money is received into the Segment accounts. Monies will not be transferred to the segment account until payment details have
been received.
PARTY UNIT DEPOSITS RECEIVED FORM
Party Unit Name and Segment Number:
Date Total Amount

Pmt Recived By Received From Received for Address Details
Received Received
20/10/2014 Credit Card Mr John R Smith Raffles 55 Smith Street, Brisbane Qld 4000 $ 100.00
20/10/2014 Direct Deposit ABCFF Pty Ltd Donation PO Box 111111 Brisbane Qld 4000 $ 1,500.00
20/10/2014 Cheque ABCDEFG Ltd Tickets PO Box 123 Brisbane Qld 4000 $ 250.00
20/10/2014 Cash Jane Doe Campaign Contribution 123 Bambi Street, Brisbane Qld 4000 $ 5,000.00
Instructions for use: this sheet can be printed and completed by hand or by using the template in excel - complete each cell with the relevant information.
The columns highlighted in yellow show a drop down list, when you click in that cell, make a selection from the list. The first completed section is a sample
only.
Email completed form to treasurer@lnp.org.au after funds have been banked.
All Templates are available from the Finance Team – treasurer@lnp.org.au

Appendix 4. – Guide for Donors
GUIDANCE FOR DONORS
Background
The Electoral Commission of Queensland (ECQ) has introduced a new Electronic Disclosure System
(EDS) that allows real-time reporting of political donations. EDS operates online at
https://disclosures.ecq.qld.gov.au and replaces traditional paper-based forms. It aims to streamline
the disclosure process while increasing transparency surrounding political donations.
Registering in EDS
To lodge disclosure returns, you will first need to register as a user in EDS.
 From the EDS homepage, click on ‘Register Now’.

 Choose a unique username, then fill in your details and choose a complex password.
 Select the tick boxes, as applicable:
o Silent Elector: Only tick this if you are registered with the Australian Electoral
Commission (AEC) as a silent elector. This will ensure your address is not
viewable by the public. ECQ will verify this against AEC data.
o Privacy Policy & Terms of Use: You must agree before you can register for
EDS.
 Click the ‘Register’ button.
 An email will be sent to the nominated email address; click on the link in that email to
confirm your registration and log in to EDS.
Completing your Profile
On your profile page, ensure your details are correct. Provide any additional information as required,
such as your address, phone number, and organisation details.
Lodging a Return
Click on “Lodge Return” and select the type of return you wish to submit. At the bottom of the screen,
click “Add new item” and choose the type of gift you are reporting. Complete all fields and press
submit. Follow any prompts that appear.
Ensure you verify all data with the gift recipient; your submissions must match regarding:
 Donor and recipient details – names and addresses.

 Gift details - date gift made and gift value.
This is particularly important for silent electors; if the address used by the recipient is different in any
way, it will not be matched to your ‘silent’ address and will become publically viewable.
Assistance
If you experience any problems when lodging a return:
 Check with the recipient of your donation.

 Look in the User Manual, which is available from the “Help Centre” link on the left side
of screen.
 Contact ECQ’s Funding and Disclosure Team on 1300 881 665 between the hours of
9am and 5pm Monday to Friday, or email fad@ecq.qld.gov.au.

10. YOUR NOTES

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LNP Treasurers Handbook March 2017

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March 2017

1|Page LNP Finance Handbook

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This handbook should be read in conjunction with –

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Assistance is only a phone call or email away.

For specific queries or advice contact the LNP Finance Team:

Tiffany Pollard – Finance Assistant Party Units

2.1 The Party Structure

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Some of the key clauses are:

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3.1 You’ve been elected Treasurer, Now What?

3.2 Treasurer’s Responsibilities

At every Party Unit meeting the Treasurer is required to:

Responsibilities of the Treasurer include:

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4.1 Record Keeping

Whether an Excel spreadsheet, software such as MYOB or Quicken, or a simple paper-based

4.2 Treasurer’s Financial Report

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Accessing Bank Statements

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When you first login you will be asked to change

You can choose the period you want to view,

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Details required are:

Direct Deposits (EFT/On-Line receipts)

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5. Complete the credit card details in the Westpac PayWay screen;

Copies of credit card details must be destroyed.

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When an invoice is received by the Party Unit, the Treasurer must:

Transfers to other Party Units

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There are two card choices available –

Use of the Card:

To obtain your card:

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A receipt book can be requested from the Finance Team if required.

 A receipt is usually sufficient for a tax invoice.

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The ABN is 57 474 627 843.

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5.1 Disclosure Overview

Specifically, the Electoral Act requires:

Some important terms

The definition of a fundraising contribution is complicated but it comes down to this – a

Examples of a fundraising contribution are –

 the price of a dinner function

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A gift can be in money (cash, cheque, or other payment), or it can be in kind.

 there is nothing given in return for it, or

The same applies for a gift in kind.

There are some exceptions –

 the date of the gift,

and promptly send that information to LNP Finance Team.

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Dinners and other functions

Less than or equal to $200

Greater than $200

Someone pays for multiple tickets

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9. Collecting the details of function attendees can be simplified using Trybooking go to

Specifically, the Commonwealth Electoral Act requires:

5.3 Donor’s Obligation?