Forms Directory



ACCOUNTS PAYABLE FORMS

Access to NS Financials
 NSS  Access to NS Financials
 Application for new or amended access to NS Financials
 
Petty Cash
 PC01 Petty Cash Recoup (for petty cash floats)
Use to reimpursement petty cash floats
 PC02  Petty Cash Reimbursement
Use to claim reimbursement of expense < $100
 
Expense Reimbursement Form
 ER1 Reimbursement of Expenses to Employees and Students
This form is used for the reimbursement of expenses to employees and students. Complete the Expense Reimbursement Form and forward to your administrator for entry into NS Financials. This form is not required to be completed by employees if the employees is entering thier own alin into NS Financials and the employee signs the form that is printed from NS Financials.
 MV2  Private Vehicle Mileage Form
Use this form if claiming motor vehicle expenses on a privately owned vehicle used for UNSW business purposes.
 TR2  Travel Allowance Form
Use this form to claim a Travel Allowance (employee only).
 
Vendor Creation / Amendment
 VN1 Vendor Form for New Vendor
Application to add new vendors in NS Financials
 VN2 Vendor Form for Exisitng Vendor
Application to amend details of existing vendors in NS Financials
 
Payment Request Form
 PR1  Payment Request Form
UNSW Purchasing Policy supports the use of Purchase Orders accompanied by a vendor invoice as the preferred method of purchasing, however it is recognised that there are certain approved payment types where a purchase order and invoice are not appropriate.  Click here to find out what UNSW's approved payments types are. This form is used to request these payments.
 PR2  New Payment Type Request Form
UNSW approved payment type list will be subject to regular updates as our business grows and changes. If you have a payment type that you believe should be added to the list, please use this form.  Click here to view the guidelines on using these forms.
 PR4 COFA  PR4 Form (COFA)
This form is to be used to make a one-off payment to a teacher who supervises a College of Fine Arts student during their professional experience at the school.
 PR4 FASS  PR4 Form (FASS)
This form is to be used to make a one-off payment to a teacher who supervises a Faculty of Arts and Social Sciences student during their professional experience at the school.
 SBS  Statement by Supplier
A 'Statement by Supplier' form must accompany these forms (this form is an ATO form).
 
Non-Travel Advance Form
A Non-Travel Advance is available for UNSW Staff for all purposes that relate to UNSW Business, that exclude travel, where a UNSW Credit Card or other purchasing method is not available
 NTA Guildlines Document for Non-Travel Advance Forms
 NT1 Request for Non-Travel Advance Form
 NT2 Settlement of Non-Travel Advance Form
 


ASSET MANAGEMENT FORMS

Asset Requisitions
 ASH  Assets Help Sheet Help Sheet for ascertaining if an order is an Asset or not.
 AM01  Asset Acquisition form This form is used to notify the Assets Management Team of NEW assets.  
 AM02  Asset Transfer / Loan form This form is used to notify the Assets Management Team of assets owned by UNSW which have been transferred to another School / Department / Unit or loaned to an external party such as staff or student, or returned for repairs or replacement.  
Asset disposals (Sales, Donations or Trade-Ins)
 AM10 Request for Asset Disposals - Sales, Donations or Trade-Ins  
This form is used to request the sale, donation or trade-in of assets and inform the Assets Management Team of these disposals.
 
Note 1:  Supporting documents such as proof of sale/donation should be forwarded to the Assets Management Team.
Asset Disposals (Write-off or retirement)
 AM11 Request for Asset Disposals - Write-Off or Retirement  This form is used to request the write-off or retirement of assets and informed the Assets Management Team of these disposals.   
 
Note 1:  Please attach a copy of Incident Report whenever an asset is disposed of following a theft.
 
Note 2: No Equipment is to be disposed of before notification of approval is received from the Assets Management Team. 
 Impairment of Assets
 IRIs Impairment Review Instructions These instructions are to assist Faculty & Division Administrators with the Impairment Review process that is carried out annually.
 AM20 Impairment Certification Statement This form is to be completed and attached to each Impairment Report before the reports are sent back to the Assets Management Team.
 Stocktake
 AM30  Stocktake Completion Statement This form is to be completed and attached to each Stocktake Report before Inventories/Unders reports are sent back to the Assets Management Team.


BILLING & ACCOUNTS RECEIVABLE FORMS

 
Invoice Request
 RFTI Invoice Request
This form is to be completed and e-mailed to the Finance administration officer within your own Falcuty/Division. If the invoices are for Controlled Entities, they are e-mailed to Central Finance AR. There are more guidelines on the form itself.
New Customer Request/Amendment
 Customer Request for a new customer or an amendment to a customer
To request an amendment tp a customer please log into the Portal and select "Customers" under the "To View" menu, look up the customer you wish to make a change to and press the "Request Change" button at the bottom of your screen.
If you need any assistant please contact Central Finance AR.
Note: only users who have access to Billing can see this form in the Portal
Sundry Bad Write-Off
 SBD1 Sundry Bad Debt Write-Off
This form is rasied by Collection Staff, recommended by Finance Manager or Head of School before being submitted to Central Finance AR for approval and further action to be taken.
Credit Note Request
 CNRF Credit Note Request
This form is to be completed and e-mailed to the Finance administration officer within your own Faculty/Division.  If the credit is for Controlled Entities, it is e-mailed to Central Finance AR. There are more guidelines on the form itself.
Student ad Debt Write-Off
 SBD2 Student Bad Debt Write-Off
This form is rasied by Collection Staff, recommended by Head of School before being submitted to Central Finance AR for approval and further action to be taken.
Credit Note GMO
 CNGMO Credit Note GMO
This form is completed by those people who would like a Credit Note to be raised on a Research Project and e-mailed to the Finance administration officer within the Grants Management Office.
Debit Note Request
 DNRF Debit Note Request
This form is to be completed and e-mailed to the Finance administration officer within your own Faculty/Division. If the debit is for Controlled Entities, it is e-mailed to Central Finance AR. There are more guidelines on the form itself.
OneStop Access Request
OSAA OneStop Access Form
This form is for applying for access to the OneStop Cashiering System.
OSEC OneStop Event Creation This form is to request a OneStop event be created.



CREDIT CARD FORMS
CC1 Credit Card Application Form
To be used when applying for a new credit card.
CC2 Limit Change Form
To be used when requesting a change to your credit card limit.
CCP Credit Card Procedures
Please make yourself familiar with UNSW's credit card procedures.
CCID Credit Card Identification
You are required to complete this form in order to prove your identity.
PCFO Fax Order form
For use when ordering goods and paying by credit card.
PCDT Transaction Declaration Form
This form is to be completed when there is no invoice/receipt for a credit card transaction.
L20 L20 Form This form is to be completed when UNSW Credit Card is used for private expense.
PCTR Credit Card - Transaction Register Finance require a signed statement with receipts attached - this form is posted as a helpful template designed to assist Card Reconcilers to gather the information needed to reconcile a credit card.  Since this is not a form required by Finance users of the form are welcome to make changes to it to suit their environment.


EXPENSE REIMBURSEMENT & STUDENT REFUND FORMS

Expense Reimbursement Forms
 ER1 Expense Reimbursement Form This form is used for the reimbursement of expenses to employees and students.  Complete the Expense Reimbursement Form and forward to your administrator for entry into NS Financials.  This form is not required to be completed by employees if the employee is entering their own claim into NS Financials and the employee signs the form that is printed from NS Financials.
 Private Vehicle Mileage Claim Form
 MV2 Private Vehicle Mileage Claim Form
This form is used if claiming motor vehicle expenses on a privately owned b\vehicle used for UNSW business purposes.Note: only users who have access to Billing can see this form in the Portal
Travel Allowance Form
 TR2 Travel Allowance Form
This form is used if claiming a Travel Allowance (employees only)
 
 
 
 
 


CORPORATE FINANCE FORMS

Asset Requisitions
 ASH  Assets Help Sheet Help Sheet for ascertaining if an order is an Asset or not.
 AM01  Asset Acquisition form This form is used to notify the Assets Management Team of NEW assets.  
 AM02  Asset Transfer / Loan form This form is used to notify the Assets Management Team of assets owned by UNSW which have been transferred to another School / Department / Unit or loaned to an external party such as staff or student, or returned for repairs or replacement.  
Asset disposals (Sales, Donations or Trade-Ins)
 AM10 Request for Asset Disposals - Sales, Donations or Trade-Ins  
This form is used to request the sale, donation or trade-in of assets and inform the Assets Management Team of these disposals.
 
Note 1:  Supporting documents such as proof of sale/donation should be forwarded to the Assets Management Team.
Asset Disposals (Write-off or retirement)
 AM11 Request for Asset Disposals - Write-Off or Retirement  This form is used to request the write-off or retirement of assets and informed the Assets Management Team of these disposals.   
 
Note 1:  Please attach a copy of Incident Report whenever an asset is disposed of following a theft.
 
Note 2: No Equipment is to be disposed of before notification of approval is received from the Assets Management Team. 
 Impairment of Assets
 IRIs Impairment Review Instructions These instructions are to assist Faculty & Division Administrators with the Impairment Review process that is carried out annually.
 AM20 Impairment Certification Statement This form is to be completed and attached to each Impairment Report before the reports are sent back to the Assets Management Team.
 Stocktake
 AM30  Stocktake Completion Statement This form is to be completed and attached to each Stocktake Report before Inventories/Unders reports are sent back to the Assets Management Team.

FACULTY & DIVISIONAL SUPPORT FORMS

Request for Internal Debit 
 L30 Request for Internal Debit
Use this form for a request for Internal Debit, single entry.
 L50 Request for Internal Debit
Use this form for a request for Internal Debit, multiple entry.
 
Bulk Charge Journal Request
 BCJR Bulk Charge Journal Request
Use this form to request a Bulk Charge Journal (Debit/Credit)
 
Staff Fund Variation Requests
FSD9 Staff Variation Request for Change Funding 
FSD10 Staff Variation Request for Change Retrospective Funding 
 
Adding or Changing Charfields in NSW Financials
PROCESS Process Flow diagram of the process of adding or changing Chartfields in NS Financials.
ACCOUNT Account Application to add or modify an Account code.
DEPT Department Application to add or modify a dept, Fund, Program or Class.
PROJECT Project Application to add or modify a Project for Non General Fund projects also complete (NG PDF)
NG PROJ NG PDF Application to open a Project for the receipt of external and internal funds.
FUND Fund Use this form to request or modify a department, fund, program or class.
 
Research Fund Overdraft Request
 RFOR Research Fund Overdraft Request 


FINANCE SYSTEMS FORMS

Access to NS Financials 
NSFAR NS Financials Access Request
Please complete this form to apply or change your access to NS Financials (this form cannot be printed out and completed as this is an interactive online form.)
* Please note that clicking a link in the form will delete any information that you have entered - click on the links before you start entering into the form.
 
     
 
Request to Change Default Business Unit
 
CDBU Change Default Business Unit
 Please complete this form to request to change your default business unit.
 
     
 
Spreadsheet Journal Upload
 
SSJT Spreadsheet Journal Upload Setting up Guide  
SJHD Spreadsheet Journal Help Document (Calumo)
 
 
SSJT Spreadsheet Journal Upload Setting up Guide
Files required (version 9.1):
JRNL1.xlsm
JRNLMCRO.xla
JRNLMCRO.xlam
Note:  do not launch the files from the zip file - save them to your hard drive before trying to use them.
 
     
 
Financials Systems Enhancement Request Template
 
SETF Systems Enhancement Template
Complete Part 1 of this template to request an enhancement to NS Financials.  Once Part 1 has been completed please send it to Elizabeth Thompson. 
GSET Guidelines
Guidelines for completing the Systems Enhancement Template
     

INSURANCE FORMS

Travel Insurance Forms
TICF Travel Insurance Form
 
Please complete the form if you wish to make a claim. For more information on Insurance please visit the Insurance page.
 
     
ACE Assistance Card
ACEC ACE Insurance Travel Card
Electronic copy of the ACE Insurance travel card.
     
Accident/Inpat/Expat Insurance
AICF Accidental Injury Insurance
UNSW provides this insurance (Policy #: IPO528924) for staff who are injured while participating in a UNSW activity when working overseas for longer than 12 months (Expatriates Policy #: 01PX528909) and for staff who require medical insurance from UNSW due to their visa status (Inbound Policy # : 01PT528911).
     
Insurance Claim Guidelines
Insurance Insurance Claim Guidelines Insurance home page has detailed guidlines on how to make an insurance claim.
     


PURCHASING FORMS

 
Access to NS Financials
ANSF Access to NS Financials     
Application for new or amended access to NS Financials.
     
Request to change Purchasing Defaults
PDCF Purchasing Defaults Change Form
Please complete this form to request to change your Purchasing Defaults including default Chartfield, default Ship To and default Business Unit.
DCST Add/Amend an existing Ship To Location Form
Please complete this form to request to add a new / amend an existing Ship To Location.
Note: These forms are to be used by Buyers only, other NS Financials Users can change their purchasing defaults by clicking on the "Maintain Defaults" link at the bottom of the NS Financials landing page.
     
Request to add/change Ship To Location
DCST Add/Amend an existing Ship To Location Form
Please complete this form to add a new, or change an existing, Ship To location.
Note: To change your default Ship To location please use the form above this one.
     
 Purchase Requisition Form (Page 1) All
PRP1 Purchase Requisition Page 1 Form All
 
This form is to be completed when written approval is needed for a purchase with the value of <$10,000.00.
     
Purchase Requisition Form (page 2) >$10,000
PRP2 Purchase Requisition Form (Page 2) >$10,000
Purchase Requisition Form (page 2) >$10,000 is to be completed (in addition to page 1) when written approval is needed for a purchase of the value of >$10,000.00.
     
Request for Quote
RFQF Request for Quote
 
Request for Quote is to be completed to provide the necessary information to obtain a quote from a supplier.
 
   
Petty Cash
PCRF Petty Cash Recoup (for Petty Cash Floats)
 
Use to reimbursement petty cash floats. 
PCRC Petty Cash Reimbursement
 
Use to claim reimbursement of expenses <$100.
   
Vendor Creation/Amendment
Click here Vendor Creation/Amendment
Click on the link to find out how to add new vendors or amend details of exisiting vendors in NS Financials.
     
UNSW Tender Box Forms
Confidentiality and Declaration of Interest Form.
Tender Opening Form.
   
Meeting Organizer Template
MOT Meeting Organizer Template
This template can be used by people requiring assistance obtaining quotes from hotels for meetings/conferences.  Please email the completed form procurement@unsw.edu.au so multiple quotes can be arranged for you.
     


REPORTING FORMS

RR1 - Report Request Form 
 
Reports Request form RR1 is to be used for requests for new financial management reports (Calumo or nVision reports) or changes to existing reports.  Click here to view the guidelines for report requests.
 


TENDER BOX FORMS

 


TRAVEL SERVICES FORMS

 
Note:  For faculties/divisions that have transitioned to UNSW's Travel Management System, please note that the following forms are no longer required as these requirements are captured through UNSW's Travel Management System.
 

TR1 - Travel Approval Form

Travel Approval Form - to be completed prior to travel, retain within School Administration office (Travel Diary to be attached on return from trip).
 

TR2 - Travel Allowance Form

Complete the Travel Allowance Form and forward to your administrator for entry into NS Financials.
 

TR3 - Travel Cash Advance Form

Complete the Travel Cash Advance Form and return to Accounts Payable.
 

TR4 - Travel Advance Settlement Form

Complete the Travel Advance Settlement Form, attach receipts/invoices and submit to Accounts Payable.
 

TR5 - Travel Diary Form

Complete the Travel Diary Form, attach to Travel Approval form and file in School Administration office. 
(Click here for a Word version of the Travel Diary)

MV1 - Approval for Use of Private Vehicle

Complete the Approval for Use of Private Vehicle and retain within School Administration office.
 

MV2 - Private Vehicle Mileage Claim Form

Complete the Private Vehicle Mileage Claim Form and forward to your administrator for entry into NS Financials.
 

Travel Insurance Claim Form

Click here to download the Travel Insurance Claim Form.
 

Leave Form

 
If you will be taking leave while you are traveling please complete a leave application form.  Log into MyUNSW, click on the "My Staff Profile" tab and you will see the leave application form to the left of your screen.
 

Equipment Loans

Acknowledgement of Equipment Loans  - used for Assets going off campus for an indefinte period of time.


TAXATION FORMS

 
 
Contractors and Consultants need to complete the Vendor Creation Form prior to being engaged by UNSW, as this will allow UNSW to determine:
  1. -  If an exemption applies for Payroll Tax
  2. -  If UNSW should pay SGC
  3. -  How UNSW will pay the Contractor or Consultant
  4. -  If the Contractor or Consultant should be hired as an employee instead
 
When the Contractor or Consultant has completed the Vendor Creation Form, it will generate results and email them to the UNSW representative engaging the Contractor or Consultant.
 

MISCELLANEOUS FORMS