A New Expense Management System
Dear Colleagues
I am writing to inform you of the planned introduction of an Expense Management System at UNSW.
The Workplace Productivity Program funded review of UNSW's finance systems and processes identified the need for an Expense Management System. Following a comprehensive selection process that included an open Request for Information questionnaire sent to various companies offering procurement management services, the Spendvision system was selected. The selected Expense Management System will be known within UNSW as "NS Expenses" (NSE) and will form part of the suite of Finance systems used by UNSW.
The NSE Implementation Project is to implement a common University-wide on-line system to :
-
Improve control over expenditure through better visibility via on-line approval and reporting
-
Improve the accuracy of GST and FBT calculation for credit card and employee expenses
-
Support an easier card reconciliation process
-
Automate employee expenses reimbursement
-
Facilitate pre-approval of non-travel related credit card expenditure in excess of $1,000
-
Support changes to procurement policies that will result in savings to UNSW
The implementation of the new system will result in a number of changes, including the following:
-
Managers will be required to approve staff expense reimbursement claims on-line in NSE
-
Schools or equivalent administrative units will be required to maintain the manager details for staff (to facilitate approvals) on the Human Resources system, which will be adapted to meet this need
-
All credit card and staff expense documentation (statement, tax invoices and receipts) will be retained and filed in schools or equivalent administrative units for a minimum of 6 years
The test system is being configured so that the project team can review the business processes with Focus Group members nominated from Faculties and Divisions Heads from 13 June 2007 onwards. Future planned activities are as follows :
Activities Date
User Acceptance Testing August 2007
End Users Training August 2007
Rollout to existing card holders September 2007
Further updates and the Training Schedule for this Project will be available on the Finance website in due course.
We appreciate your ongoing support as we improve our administrative processes and systems and would be grateful if you could please assist us as by passing this message on to all relevant staff in your area.
Please contact Cecilia Yuen if you require further information (51635) or
c.yuen@unsw.edu.au.
Regards
Garry McLennan
Chief Financial Officer