NSE DATA CAPTURE INFORMATION
Dear Colleagues,
The NSE Implementation Project is now starting to prepare to roll out the NSE functionality to the users. One of the rollout tasks is to capture or confirm data from cardholders so it can be used to configure the system.
We would like your assistance with capturing or confirming the data that applies to you.
To place the data capture in context a summary of the business processes follows. The data capture instructions follow on from the business process summary.
Purchase Card Reconciliation
The name of the card is being changed to Travel and Entertainment Card (Tcard) to reflect the changed use of the card. The card will primarily be used for travel and entertainmentbut one off/low value and point of sale purchases can still be made.
The existing NS Finance Procurement Module is being enhanced to make it easier to reconcile Tcard transactions. Cardholders are now being given the opportunity to reconcile their own transactions on NS Finance. We are asking whether you will be reconciling your own statements and if not, who will be.
Reconciliation by the cardholder is optional.
We have obtained a list of proxy reconcilers from NS Finance. The instructions will ask you to please check the list and advise if the proxy reconciler listed is not correct.
As a result of audit concerns, reconciled Tcard transactions need to be approved online in NS Finance by your line manager or supervisor. Your line manager or supervisor can nominate someone else to perform the online approval.
Your line manager or supervisor will still be required to check and approve the printed statements and supporting documents.
We have obtained a list of line managers or supervisors from the HR system (based on last leave approver or approver of paid outside work). Please check the list and advise if the supervisor listed is correct.
Reimbursement of Employee Expenses
The current AP01 process will be replaced by a new Expenses Module in NS Finance. Expense claims will need to be entered on online by the employee or their proxy and then approved online in NS Finance by a financial delegate.Online entry is intended to replace the manually completed APO1 form.
Your line manager or supervisor will be required to check and approve a printed copy of your expense claimas they are meant to do now with the APO1. The printed approved claim and supporting documentation will need to be forwarded to Finance AP to enable payment.
We are asking you to nominate your primary financial delegate.
As previously advised the Expenses Module will be rolled out progressively.
International Travel Requests
At this stage we are only asking whether you travel internationally on UNSW business.
Your Assistance Sought
- Can you please check the supervisor listed for you on the attached Supervisors spreadsheet. As a guide, this may be the person who approves your leave or paid outside work. If the supervisor is not correct please enter their details on the Data Capture spreadsheet.
- Can you please check the proxy reconciler listed for you on the attached Proxy Reconciler spreadsheet. If you do not want to reconcile your own Tcard transactions and the proxy reconciler is not correct please enter the correct details on the Data Capture Spreadsheet.
- Please complete the remaining sections Data Capture Spreadsheet. You may need information from your supervisor and/or proxy reconciler.
- When you complete the spreadsheet,
- save it to your C Drive and
- add your name to the file name,
- then email the saved version to:
FTI@unsw.edu.au
Please ensure the spreadsheet is completed and returned by 12 October 2007.
We have asked the Faculty General Managers whether they want to have your administrative staff complete the spreadsheet for you. Please check for these local arrangements. If you are not sure whether this has been organised, please complete and email the spreadsheet yourself – we would rather have 2 copies than none at all!
Regards,
Philip Kringas
Manager, Accounts Payable & Purchasing Operations
Financial Control
Phone +61 (2) 9385 2769