Mandalay CS 3.2Regulatory ReportingQueenslandHow do I setup Mandalay CS to manage charity exemptions in QLD?

How do I setup Mandalay CS to manage charity exemptions in QLD?

The regulations for the 2019 waste levy in QLD allows for certain charitable organisations to claim an exemption against the waste levy. The exemption can only be applied to material that is the result of processing charitable donations to the organisation.

For Example - RSPCA operates a charitable donation store as well as an animal welfare shelter.  Waste disposed relating to charitable donations is exempt.  Animal waste or animals disposal are not exempt.

This article explains how to setup clients and products in Mandalay CS to ensure a charity exemption is only applied to transactions where an exemption is possible.

Note: this article assumes knowledge of basic administration in Mandalay CS

Registering a charities exemption number

To allow a charity to claim an exemption the charities exemption number needs to registered in Mandalay CS. This is done using the Events tab in Administration. There is a specific event type of Levy Exemption that you will be able to use to setup charities and other approved exemption types.

To see only the Levy Exemption event types make sure to set you event type filter at the bottom of the list to Levy Exemption. 

  1. Press add to create a new levy exemption.
  2. Enter the name for the exemption. In this case the name of the charity will be sufficient.
  3. Set the Type to Levy Exemption.
  4. Enter the charities exemption number.
  5. Set the code required option to on. This will ensure an exemption number is always collected.
  6. Press the apply button to save the new exemption event.

This Levy Exemption event can now be set against the client that you will create in the next step.

Once you have pressed the apply button you may need to select another event to ensure the new exemptions event is available when you setup the client.

Setting up the charity as a client

Each charity should be setup in Mandalay CS as a new client. This will allow their exemption certification number to be registered for future transactions.

  1. Set to an internal reference code the specific charitable organisation.
  2. Set the name of the charity that the weighbridge operator will identify the charity by.
  3. Select the Community Services exemption type.
  4. The charities exemption number can be entered here however as it was set as the default code for the Charity it can be left blank and the default code will then be applied to any exempt waste.  
  5. If you are not managing the charity as a debtor within your finance system then set them up as a Cash Client.

Once setup as a client record, any waste disposed against this client will be exempt from the levy. However as only waste residual from the charities reuse process is exempt, some controls over which products can be exempted by these client exemptions must be implemented.

Preventing charity exemptions from being applied to a product

To prevent a client exemption from being applied to certain products, set the Disallow Client Levy Exemptions option on the products that are not exempt. This will prevent the levy component of the price from being deducted from these products on a transaction.

How are charity exempt transactions reported to the DES?

Any transaction item captured at a landfill site that has a charitable exemption applied to it will be reported to DES in the detailed data file even if it ss destined for an RRA.  The following is an example taken from the Detailed Data File specification.

The summary report will report these transactions in the 'Waste with general levy exemption' part of Incoming Waste section.

This waste will also be included in the Source of Incoming Waste , Waste movements to levyable part of site and Non-levyable waste movements on site where applicable.