Cat Trap Hire and Refund Receipt

Conditions of Hire

  1. The cat trap hire fee will be refunded only if the trap is returned on time and in good condition.

  2. The hirer is responsible for the trap for the entire duration of the hire period.

  3. Any damage, loss, or late return may result in the refund being withheld.

Payment and Refund Method

  • The preferred payment method is credit or debit card, as refunds are returned to the same card used for the original payment.

  • If payment is made by cash, the refund will still be issued to a card in the applicant’s name.

  • Cash refunds will not be provided under any circumstances.

Name Fee
Cat Trap Hire $150

Cat Trap Hire Receipt

Advise to Customer (After Hiring the Trap):

  • When a cat has been caught in the trap, please contact Council on 8571 1000 to arrange collection.
  • The trap must be returned to the Springvale Hub along with the receipt and application form to receive the deposit refund.
  • Refunds are processed to the same debit or credit card used for payment. Cash refunds are not available, even if the hire fee was originally paid in cash.

Counter - Cat Trap Hire Fee Receipting Process

Step 1 – Print the Application

  1. After completing the hire of the trap in Property & Rating (P&R), print the Cat Trap Application Form.

  2. Ask the customer to sign the application and the Conditions of Hire on page 4.

  3. Important:

  • If the application form does not print with the customer’s details, do not write them in manually.

  • Call Support for assistance on how to fix the form.

Step 2 – Receipt the Hire Fee

Payment method:

  • Advise the customer to use a card for payment, as cash refunds are not available.

  • If the customer insists on using cash, explain that any refund will be issued to a card in the applicant’s name.

Process payment:

  • In P&R, receipt the payment using GL-/ACTrapHire.

  • Process the payment through the EFTPOS machine.

Record details:

  • Write the receipt details, including:

  • The first and last 4 digits of the card used.

  • Other information from the Office Use box.

Copies:

  • Photocopy the application form and the EFTPOS receipt.

  • Provide the customer with:

    - Photocopy of the application form

         - P&R receipt

         - EFTPOS customer receipt

Filing:

  • Place the original application (do not scan) in the Cat Trap Application Tray.

Final steps:

  • Provide the trap to the customer.

Phone and digital correspondence

Advise the customer that they can only hire the trap in person at the Springvale Hub. 

Counter - Cat Trap Refund Fee Receipting Process

Step 1 – Check the Trap

  1. Inspect the trap for any damage.

Step 2 – If the Trap is Damaged

  1. Advise the customer that the deposit refund cannot be issued until a Ranger has inspected the trap.

  2. Email: animalmanagement@cgd.vic.gov.au

    • Request that a Ranger attends to inspect the trap.

  3. Once the inspection is completed, Animal Management will confirm whether the deposit can be refunded.

Step 3 – If the Trap is Not Damaged

  1. Proceed with the refund of the hire fee 

Counter - How to receipt the refund

Step 1 – Locate the Application

  • The original Cat Trap Application Form and payment details will be in the Cat Trap Application Tray.

Step 2 – Verify Payment Card

  • Ask the customer if they have the same card used to pay the hire fee.
  • The original EFTPOS receipt is attached to the application form — check the first 4 and last 4 digits of the card number to confirm it matches.

    Important: Refunds must be processed to the same card.
    -If the customer doesn’t have it, they cannot be refunded at that time.
    -Advise them they can leave the trap and return later with the correct card.​​​​​

Step 3 – Process the Refund

  • Go to Property and Rating and return the trap instructions.
  • Process as a negative receipt via Petty Cash using Mnemonic: GL-/actraphire.
  • Complete the office box on the application form with the refund receipt number.

Step 4 – Recordkeeping

  • Date stamp the application form.
  • Scan all documents to Records.

    Trap Return

    • Advise the customer to take the trap to the Pick Up/Drop Off point (Mitchell Hall area near the big screen).
    • Customer Service Officer to Take the trap from the Drop Off point and return it to the holding area.