Staff Student Reimbursements Finance Systems Training Finance

Staff & Student Reimbursements Finance Systems Training Finance Business Solutions – User Support & Trainin

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

Agenda • • • What is Expenses? Process flow Business Purpose & Expense Types VAT Codes & GST Handling Online Attachments ER 1 Form Signature Requirements Approval of Expenses Copying a claim Travel Student Reimbursements

NS Financials Overview Asset Managemen t Expenses Credit Card e. Procurem ent Accounts Payable Purchasin g Billing General Ledger Accounts Receivabl e

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.

Employee Reimbursements

Summary 1. Somebody has to scan all the receipts 2. Enter the claim details into NS Financials 3. Once been – – – all of the claim details have entered Attach the scanned receipts Save Budget Check 4. The claim should then be submitted to a Financial Delegate for approval – the claim should NOT be printed 5. Financial Delegate can check receipts online and Approves the claim 6. Paid next working day

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

ER 1 Form Expense Reimbursement Form Home >> Our Services >> Accounts Payable >> Reimbursements >> Reimbursement Forms

Status

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 Payable. – claim uploaded to Accounts

Business Purpose & Expense Type

Important Business Purpose Expense Types

Important Alcohol – Social function Food/Drinks – Social Function Grocer ies Kitchen Supplies Fieldtrip Groceries - Domesti Fieldtrip Groceries – Int’l

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

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 : OP 001 Department : ANALYTA Project : PS 19352 Broadband 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. //

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). untaxable The line is either taxable or it is not. untaxable If you need to do this you must have two lines. One for the taxable amount (i. e. , AO) and another for the

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.

Exercise 2 Exercise Two Claimant: Rohin Whitford Financial Delegate: John Hilton Fund : OP 001 Dept : ANALYTA Project: PS 19352 Claim for the purchase of groceries bought for his department

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.

Exercise 3 Exercise Three Claimant: Rohin Whitford Financial Delegate : John Hilton 1. He had a Business lunch with a customer at Outback Steakhouse Fund : OP 001 Dept : ANALYTA Project: PS 19352 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 : OP 001 Dept : ANALYTA Project : PS 19352 Fund : OP 001 Dept : ANCHEM Project : PS 19355 //

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

Approval 1. Worklist

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

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

Travel Credit Card Travel Allowance Expense Reimbursement Note: Serko Online Sessions – see Travel Portal

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 of Serko 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.

Travel forms TR 2 Travel Allowance Form TR 3 Travel Cash Advance Form TR 4 Travel Advance Settlement Form ER 1 TR 5 Travel Diary Form MV 2 Private Vehicle Mileage Claim Form

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 TR 3

Student Refunds

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

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.

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

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.

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.

Student 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

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

Summary Ø 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. ) Ø Splitting – Adding Reimbursements Lines / Splitting Chartfields

Useful Documents Document Name: Found at: Useful/Used for: ER 1 Forms directory of the Finance web page www. fin. unsw. edu. au 1. (please note this form is not mandatory if the employee has signed the system printed claim) 2. When claimant requires a Proxy to enter the claim on their behalf Asking employees to complete the form in order to have the information necessary to enter accurately Business Purposes & Expense Types Expenses ‘Frequently Asked Questions’ section of the Finance website To assist you in becoming familiar with Business Purposes and Expense type categories. GST Calculator Reimbursement FAQs Working out what the pre GST amount is if the amount on your receipt includes GST.

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

User Support & Training Questions? • Finance Website – Training • Training Enquiries Rohin Whitford, Finance Trainer Ext. 53550, Email fti@unsw. edu. au