Forms Directory
Accounts Payable Forms
Billing & Accounts Receivable Forms
Corporate Finance Forms
Credit Card Forms
Expense Reimbursement Forms
Faculty & Divisional Support Forms
Finance Systems Forms
Insurance Forms
Purchasing Forms
Reporting Forms
Taxation Forms
Tender Box Forms
Travel Forms
Vendor Forms
Miscellaneous Forms
Billing & Accounts Receivable Forms
Corporate Finance Forms
Credit Card Forms
Expense Reimbursement Forms
Faculty & Divisional Support Forms
Finance Systems Forms
Insurance Forms
Purchasing Forms
Reporting Forms
Taxation Forms
Tender Box Forms
Travel Forms
Vendor Forms
Miscellaneous Forms
Access to NS Financials
Access to NS Financials - Application for new or amended access to NS Financials.
Petty Cash
Petty Cash Recoup (for petty cash floats) - Use to reimbursement petty cash floats.
Petty Cash Reimbursement - Use to claim reimbursement of expenses <$100.
ER1 - Expense Reimbursement Form
The ER1 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.
Use the MV2 Private Vehicle Mileage Form if claiming motor vehicle expenses on a privately owned vehicle used for UNSW business purposes.
Use the TR2 Travel Allowance Form if claiming a Travel Allowance (employees only).
Vendor Creation/Amendment
Application to add new vendors or amend details of existing vendors in NS Financials. Click here to view Vendor Forms.
PR1 - Payment Request Form (formerly AP01)
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.
The PR1 Form is used to request these payments.
PR2 - Request for New Payment Type
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 complete PR2 - New Payment Type Request.
Click here to view the guidelines on using these forms.
PR4 - Student Teacher Supervision Payment
The PR4 form is to be used to make a one-off payment to a teacher who supervises a UNSW student during their professional experience at the school.
A 'Statement by Supplier' form must accompany this form (this form is an ATO form).
NT1 & NT2 - Non-Travel Advance Forms NEW!
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.
BILLING & ACCOUNTS RECEIVABLE FORMS
Invoice Request
Invoice Request - This form is to be completed and e-mailed to the Finance administration officer within your own Faculty/Division. If the invoice is for Controlled Entities, it is e-mailed to Central Finance AR. There are more guidelines on the form itself.
New Customer Request/Amendment
The paper form "New Customer Request/Amendment" has been replaced with an online form.
- To request a new customer be added please log into the Portal and select "Customer Requests" under
the "To Create" menu.
- To request an amendment to 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 assistance please contact Central Finance AR.
Note: only users who have access to Billing can see this form in the Portal.
Sundry Bad Debt Write-Off
Sundry Bad Debt Write-Off - This form is raised 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.
Student Bad Debt Write-off
Student Bad Debt Write-off - This form is raised 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 Request
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.
Credit Note GMO
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
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.
Event Creation (OneStop)
The Event Creation form is required for the establishment of an UNSW event including conferences and excursions requiring online payments.
OneStop Access Request
The OneStop access form is for applying for access to the OneStop Cashiering System.
CC1 - Credit Card Application Form
To use when ordering goods and paying by credit card
Transaction Declaration
The Transaction Declaration Form is to be completed when there is no invoice/receipt for a credit card transaction.
Private Expenditure
L20 Form is to be completed when UNSW Credit Card is used for private expense.
Credit Card - Transaction Register
Credit Card - Transaction Register Note: 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.
Form to increase Credit Card limit
EXPENSE REIMBURSEMENT & STUDENT REFUND FORMS
ER1 Expense Reimbursement Form
The ER1 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.
MV2 Private Vehicle Mileage Claim Form
Use the MV2 Private Vehicle Mileage Form if claiming motor vehicle expenses on a privately owned vehicle used for UNSW business purposes.
TR2 Travel Allowance Form
Use the TR2 Travel Allowance Form if claiming a Travel Allowance (employees only).
Asset Information - help sheet for ascertaining if the order is an Asset or not.
Impairment Certificate Statement - sign-off certificate for the Annual Asset Impairment Review.
Notification of Equipment/Asset for Write-off or Retirement - used for Assets to be Scrapped, missing, etc.
Notification of Equipment/Asset Sold, Donated or Traded-In - used for items that are Donation to other Institutions, Sold or Traded-In for a new Asset.
Asset Acquisition - used for items that do not got through the PO system (e.g., prepayment or PO done incorrectly).
Asset Transfer Loan - used for Assets being transferred to another Unit or Department within UNSW.
Acknowledgement of Equipment Loans - used for Assets going off campus for an indefinte period of time.
FACULTY & DIVISIONAL SUPPORT FORMS
L30- Use this form for a request for Internal Debit, single entry
Request for Internal Debit
Bulk Charge Journal Request
L50 - Use this form to request a Bulk Charge Journal (Debit/Credit)
Staff Fund Variation Requests
FSD09 - Staff Variation Request for Change Funding
FSD10 - Staff Variation Request for Change Retrospective Funding
Adding or changing Chartfields in NS Financials
CF_PROCESS - Flow diagram of the process of adding or changing Chartfields in NS Financials
CF_ACCOUNT - Application to add or modify an Account code
CF_DEPARTMENT - Application to add or modify a dept, Fund, Program or Class
CF_PROJECT - Application to add or modify a Project for Non General Fund projects also complete (NG_PDF)
NG_PDF - Application to open a Project for the receipt of external and internal funds
CF Fund - Use this form to request or modify a department, fund, program or class.
Research Fund Overdraft Request
RF333 - Research Fund Overdraft Request
Access to NS Financials
Please complete the NS Financials Access Request form to apply or change your access to NS Financials.
Spreadsheet Journal Upload
Files required (version 9.1):
JRNL1.xlsm
JRNLMCRO.xla
JRNLMCRO.xlam
(Important note: do not try to launch the files from the zip file - save them to your hard drive before trying to use them).
Change Request (NS Financials)
Complete the NSF Change Request form to request changes to NS Financials. Once completed please send it to your Director for endorsement.
Travel Insurance Forms
For information on Insurance please visit the Insurance page. If you wish to make a claim please complete the Travel Insurance Claim form
ACE Assistance Card
Electronic copy of the ACE Insurance travel card.
Accident/Inpat/Expat Insurance
UNSW provides accidental injury insurance (Policy #: IPO528924) for students who are injured while participating in a UNSW activity. This insurance also extends to staff members of UNSW staff 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).
How to make an insurance claim?
For information on how to make an Insurance claim please visit the Insurance page.
Access to NS Financials
Access to NS Financials - Application for new or amended access to NS Financials.
Purchase Requisition Form (page 1) all
Purchase Requisition Form (page 1) all 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
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
Request for Quote is to be completed to provide the necessary information to obtain a quote from a supplier.
Petty Cash
Petty Cash Recoup (for petty cash floats) - Use to reimbursement petty cash floats.
Petty Cash Reimbursement - Use to claim reimbursement of expenses <$100.
Vendor Creation/Amendment
Click here to find out how to add new vendors or amend details of existing vendors in NS Financials.
UNSW Tender Box Forms
Meeting Organiser Template
The meeting organiser 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.
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
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.
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.
Contractors and Consultants need to complete the Vendor Creation Form prior to being engaged by UNSW, as this will allow UNSW to determine:
- - If an exemption applies for Payroll Tax
- - If UNSW should pay SGC
- - How UNSW will pay the Contractor or Consultant
- - 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.
This page is automatically generated from the forms listed in each of the Forms pages.