Staff & Student Reimbursements

1. Staff & Student Reimbursements Finance Systems Training Rohin Whitford Finance Business Solutions – User Support & Training

2. Slide Directory Slide # Topic 3Agenda 4NS Financials overview 5What is Expenses 7-8 Expenses Process 11Workflow emails 12-15 Business Purpose & Expense Type 17 VAT Codes 18GST Treatment & Splitting Lines 20Splitting Distribution 22-24Approvals 26-29Travel 30-36Student Refunds 38Copying Claims 39Further support & guidance

3. Agenda • What is Expenses? • Process flow • Business Purpose & Expense Types • VAT Codes & GST Handling • Online Attachments • ER1 Form • Signature Requirements • Approval of Expenses • Copying a claim • Travel • Student Reimbursements

4. NS Financials Overview Expenses Asset Management Credit Card eProcurement Accounts Payable Purchasing Billing Accounts Receivable General Ledger

5. What is Expenses? • The process for reimbursing Employee Expenses. • Applies to Employees as well as Students. • Petty Cash procedure is outside of Expenses. • Travel Advance is outside of Expenses. • Travel Allowances are now automated via the booking process through Serko Online.

6. Employee Reimbursements

7. Summary • Somebody has to scan all the receipts • Enter the claim details into NS Financials • Once all of the claim details have been entered • Attach the scanned receipts • Save • Budget Check • The claim should then be submitted to a Financial Delegate for approval • the claim should NOT be printed • Financial Delegate can check receipts online and Approves the claim • Paid next working day

8. Expense Process Flow A process runs every night which picks up approved Expense Claims and creates Accounts Payable Vouchers. The Financial Delegatechecks the claim, checks the receipts and any other attached forms and supporting documents & performs online approval. Employee or nominated proxy* enters the claim into NSF, attaches scanned receipts and submits to a Financial Delegate for online approval. Gets paid in 2 days * The Nominated Proxy and Financial Delegate can be the same person

9. ER1 Form Expense Reimbursement Form ER1 Form Home >> Our Services >> Accounts Payable >> Reimbursements >> Reimbursement Forms

10. Status

11. Status Entered– claim saved but not yet submitted for approval Pend Appr– claim submitted for approval Cancelled – claim cancelled or denied Approved – claim approved Closed – claim uploaded to Accounts Payable.

12. Business Purpose & Expense Type

13. Important

14. Important Alcohol – Social function Food/Drinks – Social Function Groceries Kitchen Supplies Fieldtrip Groceries - Domestic Fieldtrip Groceries – Int’l

15. GL Account Using Business Purpose “Conferences/Seminars-Domestic” as an example AIRFARES-DOMESTIC

16. Exercise 1 Exercise One Employee being reimbursed : Rohin Whitford Claiming for : internet fees Amount: $107.80 (of which $9.80 is GST) (100% of this amount was for university usage) Financial Delegate : John Hilton Fund code : OP001 Department : ANALYTA Project : PS19352 Broadband Invoice Invoice: 01/10/11 Virginia Thomas ============================== September 2011 $ 98.00 GST $ 9.80 Total $ 107.80 Text and terms and conditions of real bill plus Bpay details etc. Text and terms and conditions of real bill plus Bpay details etc. Text and terms and conditions of real bill plus Bpay details etc. Text and terms and conditions of real bill plus Bpay details etc. //

17. VAT Codes Although you can split a line between two tax codes you cannot split a line between a taxable and an untaxable code (i.e., the two tax codes must each be taxable codes, AO and NIAO). The line is either taxable or it is not. If you need to do this you must have two lines. One for the taxable amount (i.e., AO) and another for the untaxable amount (i.e., FRAO). untaxable untaxable

18. GST Treatments Splitting Reimbursement Items You will need to split reimbursement items when you have different GST treatments for the reimbursement items. This can occur when: You have a supermarket document that includes food, generally GST free, and other GST applicable items. Split the bill between the GST applicable items and the non-GST applicable items and add a reimbursement item for each. Remember to check, and change if necessary, the defaulted GST code.

19. Exercise 2 Exercise Two Claimant: Rohin Whitford Financial Delegate: John Hilton Fund : OP001 Dept : ANALYTA Project: PS19352 Claim for the purchase of groceries bought for his department

20. Distribution Lines Splitting Distribution Lines Add distribution lines when the reimbursement line needs to be charged to more than one chartfield combination, i.e. 2 projects.

21. Exercise 3 • Exercise Three • Claimant: Rohin Whitford • Financial Delegate : John Hilton • 1. He had a Business lunch with a customer at Outback Steakhouse • Fund : OP001 • Dept : ANALYTA • Project: PS19352 2. He went to conference in Melbourne with an employee from her department working on other project and spent $800 (excl GST) on airfares (Qantas) Fund : OP001Fund : OP001 Dept : ANALYTADept : ANCHEM Project : PS19352Project : PS19355 //

22. Approving a claim • Financial Delegate checks the scanned attachments to the claim and then approves it online • Financial Delegates should not approve claims that do not include receipts and any required request forms or supporting documents • Once approved the enterer will receive an e-mail letting them know that their claim has been approved • If not denying claim outright – use notify function

23. Approval 1. Worklist

24. Approval Financial Delegates - do not approve claims if this has not happened! //

25. Paying the claim • Approver to approve claim online • Once the claim has been approved the system creates an AP voucher overnight and this is usually paid the next working day • Payment generally in 2 working days depending on bank

26. Travel Note: Serko Online Sessions – see Travel Portal

27. Travel Allowance • Travel Allowances are now handled automatically via the UNSW Travel Management system Serko Online. • A week prior to travel Travel Allowance data will be sent by Serko Online through to NSF to process a Staff Reimbursement. • For bookings outside ofSerko Online (only applicable until October 2012) staff may refer to the UPK Online Training Tool and The Travel Allowance calculator for guidance on processing a Travel Allowance claim via Expenses.

28. Travel forms TR2 Travel Allowance Form TR3 Travel Cash Advance Form Travel Advance Settlement Form TR4 ER1 Travel Diary Form TR5 MV2 Private Vehicle Mileage Claim Form

29. Travel Advance Travel Advance =  A Cash Advance for expenses of significant amounts where the traveller does not hold a UNSW credit card, or if a credit card cannot be used or is not accepted. Receipts/invoices for cash advance expenses must be retained and submitted for settlement within 30 days from the date of travel return.  International Accommodation TR3

30. Student Refunds

31. How to enter a claim • Scan the relevant documentation • Enter into NS Financials under Student Reimbursements • Provide banking details (if EFT) or address details (if cheque) • Once all of the claim details have been entered budget check the claim • Submit the claim for approval • the financial delegate will receive an e-mail informing them that they have a claim to approve

32. Payment Methods • Australian Cheque For cheques to be distributed locally. • Australian EFT To transfer into an Australian Bank Account • Overseas Draft To produce a cheque which is acceptable to be deposited into a bank in the country specified.

33. Australian Cheque Regular Payments (Default) – cheque will be posted to the address specified HIV Ctr, Pick-up– cheque will be forward to the HIV Centre for collection/distribution Internal Distribution– cheque will be placed in the internal mail for distribution as instructed Pick up– cheque will be held for collection Route to ADFA– cheque will be forward to the Australian Defence Force Academy for distribution Route to COFA– cheque will be forwarded to the College of Fine Arts for distribution

34. Regular Payments (Default) – cheque will be posted to the address specified HIV Ctr, Pick-up– cheque will be forward to the HIV Centre for collection/distribution Internal Distribution– cheque will be placed in the internal mail for distribution as instructed Pick up– cheque will be held for collection Route to ADFA– cheque will be forward to the Australian Defence Force Academy for distribution Route to COFA– cheque will be forwarded to the College of Fine Arts for distribution Australian Cheque

35. Australian EFT Enter the BSB Number Enter the Student’s BSB number as provided. When you tab out of this field NSF will verify that such a BSB number exists. Enter the Account # Enter the Bank Account Number as provided by the student.

36. Overseas Draft Overseas Draft will produce a cheque that will be accepted by banks in the country specified and mailed out to the student at the address specified. Note : Overseas Wire Transfers are discouraged as a payment method. If there is no other alternative please contact Accounts Payable via the AP Helpdesk.

37. Student Exercise Exercise 1 Student : Kelvin Ho(3158264) Prize of $500.00 (GST Free) BSB # : 082-067 Bank Account : 123456789 Exercise 2 Use the Copy Claim Functionality to pay the same to a different student: Student : Philip Walter(3214952) Cheque to be Picked up

38. Copying a claim • Copy Claim is useful when: • When you make repetitive claims i.e., a mobile phone bill or claiming home internet. • If several employees are claiming for a field trip – you can then create the first claim and copy it for subsequent claims. • Claims entered by another user may be copied

39. Summary • GST Issues • Groceries not being split into two Reimbursement Lines, one for GST inclusive and one for GST exclusive.Entering GST inclusive amounts (instead of GST exclusive amounts.) • Splitting • Adding Reimbursements Lines / Splitting Chartfields

40. Useful Documents

41. Expense Process Flow A process runs every night which picks up approved Expense Claims and creates Accounts Payable Vouchers. The Financial Delegatechecks the claim, checks the receipts and any other attached forms and supporting documents & performs online approval. Employee or nominated proxy* enters the claim into NSF, attaches scanned receipts and submits to a Financial Delegate for online approval. Gets paid in 2 days * The Nominated Proxy and Financial Delegate can be the same person

42. Support & Guidance • Finance Website – Accounts Payable - Reimbursements • http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Expenses.html • Travel Portal • http://www.fin.unsw.edu.au/OurServices/FinancialOperations_Travel.html • Online Training Tool • http://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html • Quick Reference Guides • http://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html

43. User Support & Training Questions? • Finance Website – Training https://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html • Training Enquiries • Rohin Whitford, Finance Trainer • Ext. 53550, Email fti@unsw.edu.au