New Staff Reimbursement functionality rollout to replace AP01 process from 27Jun08
Dear NS Financials users,
The current business process for the reimbursement of employee expenses through NS Financials is a local paper-based process using the AP01 in faculties, schools, divisions and units. Once completed locally, paperwork is sent (often hand delivered) to Accounts Payable, where a payment is raised and processed in the next payment run.
The New Process for Reimbursements
The new Expenses Module in NS Financials has been designed to replace the AP01 process for reimbursing employee expenses (approximately 10,000 per annum). The Module allows for faster processing (and therefore quicker reimbursement), uniform local control, and immediate funds commitment.
The new Module was successfully piloted with nominated users in the Schools of BEES and Physics in the Faculty of Science and the Division of the DVC (Academic) in late 2007. The results of the pilot were very encouraging and refinements based on feedback have been implemented. Additional units in Science, Medicine, Finance and IT are now using the Module. Staff in the Faculty of Engineering and the Australian School of Business have completed training and will be using the system shortly.
The pilot and implementation to date has shown that the Expenses Module is easy to use and most users will require only basic training. We therefore propose to change the implementation approach to one where the remainder of the University will be implemented at the one time. This approach has been discussed and agreed with the Faculty General Managers and Divisions Executive Officers.
The new implementation approach will include :
It is then proposed that there is a four week transition period to implement the Expenses Module in units. After the completion of the transition period Finance will no longer accept employee reimbursement via AP01s. It is currently proposed that AP01s are no longer used for this purpose from 27 June 2008.
The current business process for the reimbursement of employee expenses through NS Finance is based on centralised processing in faculties, schools, divisions and units. Employees requesting reimbursement of expenses bring their receipts and other paperwork to administrative staff who then enter the reimbursement details into the Expenses Module. This centralised approach means many NS Finance users will not need to use the Expenses Module. Your management will determine the business process that will be used in your area. If you currently complete AP01 forms for the reimbursement of employee expenses, then it is likely you will need to use the Expenses Module.
If you would like further information please contact Paul Carr, Project Manager, on 51361 (
p.carr@unsw.edu.au ) or Phillip Kringas, Manager Accounts Payable & Purchasing Operations, on 52769 (
p.kringas@unsw.edu.au )
Regards
Michael
Michael Milne
Executive Officer to the
Chief Financial Officer
UNSW
Sydney
NSW 2052
http://www.unsw.edu.au CRICOS Provider Number 00098G
Phone: 61 2 9385 3718
Fax: 61 2 9385 1385