E-Invoicing (Monash Malaysia)

Mandatory e-Invoice implementation

As part of the Malaysian Inland Revenue Board's (LHDN) e-Invoice regulations, updated on 5 June 2025, the University will issue an individual e-Invoice and e-Invoice Credit Note (CN) to all students for fee transactions, effective 1 January 2026. This includes tuition fee, tuition fee waiver, discount, registration fee, amenities fee, insurance, visa pass, adjustment for added/dropped subjects and any other applicable fee and adjustment.

General Information

1. Latest update on e-Invoicing In line with Malaysian Inland Revenue Board's (LHDN) e-Invoice regulations updated on 05 June 2025, Monash University Malaysia will issue individual e-invoice for all fee transactions effective 1 January 2026. This also includes issuing e-invoice Credit Note (CN) if there is any adjustment that reduces your fee charges, such as tuition fee waiver, dropped units, discounts etc. 2. What is an e-Invoice? An e-Invoice is a digital representation of a transaction between a supplier in this case, Monash University Malaysia and a buyer (student). An e-Invoice which is mandated by the LHDN, includes and replaces the conventional invoice. It contains a government-verified Unique Identifier Number and a QR code. It is a legal document for your records. 3. What is an e-Invoice Credit Note (CN)? An e-Invoice Credit Note (CN) records a reduction in your tuition charges/billings. For example, your tuition fee waiver and/or discount will be issued as an e-Invoice Credit Note (CN) which also contains a government-verified Unique Identifier Number and a QR code. 4. Who will receive an e-Invoice? All students will receive an e-Invoice for each fee transaction. 5. What type of fees will I receive an e-Invoice for?You will receive e-Invoice for different fees, including:

• Tuition fee
• Added subjects
• Registration fee
• General amenities fee
• Insurance
• International visa pass fee
• Student letter
• Fines (e.g. late payment fee, late enrolment fee)
• Any other applicable fees

6. What type of adjustments will I receive an e-Invoice Credit Note (CN) for?You will receive an e-Invoice CN for adjustment that reduces your fee charges due to:

• Dropped subjects
• Tuition fee waiver
• Discount
• Any other adjustment that reduces your fee charges

Payment Process

1. Will I still get my normal Fee Statement Yes, there is no change in this process. You will continue to receive your Monash University Fee Statement.

• However, if your Fee Statement shows an amount in negative (i.e. the amount is in brackets) at the “Total to Pay” at the bottom of the statement, this indicates that you have made excess payment which can be applied to your future e-invoices.
• If the amount is not in brackets, this means the amount is owed by you to the University and a payment from you is required.

2. Which amount should I pay? Always refer to your Fee Statement for the correct amount, due dates and payment instructions as it contains all e-invoices and e-invoice CN issued, giving you a summary of the total owed or in excess. The e-invoice and e-invoice CN are for your records only as it is required by law to provide these copies to you.

3. How do I pay my fees? The payment process stays the same.

• Refer to your Fee Statement for the amount and due date.
• Follow the payment instructions on your Fee Statement or refer to Fee Payment Methods
• Do not use the e-Invoice or its QR code for payment.

4. I only received an e-Invoice and/or e-Invoice CN, not a Fee Statement. What should I do?

• You will receive a Fee Statement on a monthly basis.
• Fee Statement for semester enrolment is usually emailed to students within one month from the semester’s intake date. If you have not received your Fee Statement and wish to make payment, you may still do so by referring to the Fee Calculator.
• Tuition fee waiver, sponsorship/ discounts will only be updated after census date. You may deduct the amount from the total fee and make payment of the net amount. Please refer to principal dates for more information on intake dates.
• If you expect to pay but have not received a Fee Statement within 2 working days after receiving an e-Invoice, kindly contact the Finance Helpdesk.

5. What if I have a full tuition fee waiver? If your fees are fully covered by a waiver, you will receive the e-Invoice for the tuition fee and the e-invoice Credit Note for the tuition fee waiver which you can keep for your personal records. You may receive a Fee Statement with outstanding balance initially because the tuition fee waiver, sponsorship, discounts will only be updated after the census date. If it is fully covered, no further action is required from you.

6. What if my fees are fully paid by a sponsor? You will still receive the e-invoice until this is billed to your sponsor who will then receive a copy of the e-Invoices directly. You will then receive an e-invoice CN and you will still get a Fee Statement. Please refer to item 11. If it is fully covered, no further action is required from you.

E-Invoice Format

What does an e-Invoice look like: Below is a sample scenario to help you understand how to read your Fee Statement and the corresponding e-Invoices.

Sample scenario: International student with a 10% tuition fee waiver You will receive an e-invoice for your tuition fee and an e-invoice CN for the tuition fee waiver. For payment purposes, always refer to your Fee Statement, which combines all transactions into one clear summary as below:

a. E-Invoice for tuition fee

b. E-Invoice Credit Note (CN) for Tuition Fee Waiver

c. Fee Statement

Compliance and support

1. Is this policy in line with Malaysian law? Yes. The issuance of e-Invoices is a mandatory requirement under the LHDN's regulations. Monash University Malaysia is implementing this policy to ensure full compliance with national law. 2. Where can I learn more about e-invoice from the government? For official information, you may refer to the LHDN portal:

• LHDN e-Invoice Official Website: https://www.hasil.gov.my/e-invoice/

3. Do I need to log in to a government website? No. You do not need to do anything on any government portal. The e-Invoice is for your own records only. 4. I’m still confused. Who can I ask for help? For all questions related to e-invoicing, fees, or payments, please contact:

• Submit a request to Finance Helpdesk (Section: E-Invoice)
• Always include the e-Invoice Number