The University of New South Wales - Sydney - Australia
FAQs
Accounts Payable
How do I find out when my invoice will be paid?
How to a get a New Supplier set up?
If I receive an invoice - how do I get it paid?
What is the Petty Cash Process?
Employee Reimbursements & Student Refunds
How to a get a New Supplier set up?
If I receive an invoice - how do I get it paid?
What is the Petty Cash Process?
Employee Reimbursements & Student Refunds
Please contact the Accounts Payable Helpdesk.
Complete this form and send it as per the instructions on the form.
If a purchase order or bulk order has been raised:
- Write the Business Unit and Purchase Order number on the invoice
- Write "ok to pay" and sign
- Send to Accounts Payable
If an order or bulk order is required to be raised:
- Raise Purchase Order or Bulk Purchase Order
- Authorise the order or bulk purchase order
- Dispatch the order or bulk purchase order (by "Print Method")
- Receipt the Purchase Order (unless bulk or services)
- Write the Business Unit and Purchase Order number on the invoice
- Write "ok to pay" and sign
- Send to Accounts Payable
If the invoice is a prepayment:
- Contact Komala Perumal ext 53356 or aphelp@unsw.edu.au
Staff may purchase goods and services up to $100 using their own cash and then claim a refund from petty cash (except for accommodation which requires a Student Reimbursement (Claim for Non-Order Payment) Form and the receipt to be sent to the Travel Officer in the Procurement Unit.). When available the preferred method of payment is a UNSW Credit Card. Receipt dockets shall be retained as evidence of purchases.
Use of petty cash is confined to:
- cash purchases of goods up to a maximum of $100 for any single transaction
- reimbursement of fares for official short local trips by public transport
- meal allowances for journeys not requiring an overnight stay
- meal allowances where approved overtime is worked
- expenses in the form of meals and entertainment
- purchase of postage stamps for urgent official postage
- for other purposes specifically approved by the Head of the budget unit
Petty cash shall not be used for:
- purchases which exceed $100
- items for the personal use of staff (coffee, tea, milk, retirement gifts, etc)
- claims for travel and car mileage allowance using private vehicles
- payment of subsistence (e.g. per diem)
- payment of workers compensation claims
- payment to a person for services involving time and labour such as typing, translating, lecturing
etc (these payments are subject to income tax & thus shall be forwarded to the Salaries Section)
- purchase of Library books &/ Library reference material
- purchase of food &/ liquor for farewell functions
- motor vehicle infringement notices egg. parking, speeding.
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Accounts Payable Helpdesk:
Extension 53356 aphelp@unsw.edu.au