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Area
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As Is Process
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To Be Process
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Name Change
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UNSW Purchasing Card - PCard
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UNSW Travel Card - TCard
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Use of Card
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General purchasing for UNSW business purposes
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Limited to Travel, Entertainment, one off/low value and ad hoc purchases
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Reconciliation
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Proxy reconcile your transactions
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**Self Reconciliation is an option, (Preferred).
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Approval
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Proxy approve your transactions
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Managers / Supervisors approve transactions online
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Delegation
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Proxy can not delegate their online approval function
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Managers / Supervisors can delegate their online approval function.
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Statement Review
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Managers / Supervisors will sign statements with attached receipts
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Managers / Supervisors will sign statements with attached receipts
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Staff Relationship
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Staff / Manager relationship now maintained by Accounts Payable and recorded on NS HR and Finance and changes must be advised
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Statement Filing
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All Statements and Receipts filed in your office
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All Statements and Receipts sent and filed in Accounts Payable Office
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Area
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As Is Process
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To Be Process
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How to Claim
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AP01 form filled out
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Online entry of the Expense Claim into Expenses Module in NS Finance
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Approval
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Two levels of approval are required.
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First Level Approval
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AP01 form approved manually offline
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Expense Claim is signed and approved by your direct line manager / supervisor
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Second Level Approval
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Second approval is online by a Financial Delegate. Both approvers can be same person. You may override the defaulted Financial Delegate
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Expense Payment
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Accounts Payable processes payment to staff member
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Accounts Payable processes payment to staff member
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Staff Relationship
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Staff / Manager relationship now maintained by Account Payable and recorded on NS HR and Finance and changes must be advised
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Statement Review
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AP01 with attached receipts is signed by your Manager
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Managers / Supervisors will sign Expense Claim with attached receipts
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Statement Filing
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All AP01s and Receipts filed in Accounts Payable Office
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All Statements and Receipts sent and filed in Accounts Payable Office
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Area
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As Is Process
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To Be Process
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Domestic Travel
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Travel Notification Form (T6) - Domestic
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Travel Notification Form (T6) - Domestic
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International Travel
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Travel Notification Form (T6) - Overseas
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Online Staff International Travel Request (ITR) entered into ITR Module of NS Finance
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What the ITR covers
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The information recorded in the ITR will include full estimated costs of fares, accommodation, car hire, meals, conference fees and any other costs associated with the trip
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Approval
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Up to three levels of online approval are required
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First Level Approval
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The first level will be a manager
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Second Level Approval
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The second level will be a senior level of management
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Third level Approval
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May be required for travel in excess of $5,000
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After Approval
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The online ITR will be used to generate a Travel PO which once approved will be automatically dispatched to the travel provider as authorisation to make the travel bookings
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Delegation option
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First level mangers or supervisors can delegate their online approval function
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Staff Relationship
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Staff / Manager relationship now maintained by Account Payable and recorded on NS HR and Finance and changes must be advised
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Reconciliation and Payment
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The TCard will be used to pay for all travel related expenses and transactions will be reconciled in the TCard reconciliation module in NS Financials
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