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Asset Management Forms
Assets Help Sheet

 Help Sheet for ascertaining if an order is an Asset or not.  Asset Help Sheet.pdf

Buying Forms
PRP1 - Purchase Requisition Form (under $10,000)

Purchase requisition Form (under $10,000)

PRP2 - Purchase Requisition form (over $10,000)

Purchase Requisition Form (over $10,000)

PDCF - Purchasing Defaults Change Form

Purchasing Defaults Change Request Form

DCST - Add or Amend an Existing Ship to Location Form

Add or Amend an Existing Ship to Location Form

CDIF - Confidentiality and Declaration of Interest Form

Confidentiality and Declaration of Interest Form

Corporate Finance Forms
ASH - Assets Help Sheet

Help Sheet for ascertaining if an order is an Asset or not. ASH Assets Help Sheet

Credit Card Forms
Credit Card Application Form

To be used when applying for a new credit card.  Credit Card Application Form

PCDT - Transaction Declaration Form

This form is to be completed when there is no invoice/receipt for a credit card transaction. PCDT Transaction Declaration Form

PCFAX - Facsimile Order Form

Ordering goods by means of a form. PCFAX Facsimile Order Form

Faculty & Divisional Support Forms
L30 - Request for Internal Debit

Use this form for a request for Internal Debit, single entry. l30_request_for_internal_debit.pdf

L50 - Request for Internal Debit

Use this form for a request for Internal Debit, multiple entry. L50 Request for Internal Debit

BCJR - Bulk Charge Journal Request

Use this form to request a Bulk Charge Journal (Debit/Credit). BCJR Bulk Charge Journal Request Form

PROCESS - Process

Flow diagram of the process of adding or changing Chartfields in NS Financials. Process Flow

ACCOUNT - Account

Application to add or modify an Account code. Account Chartfield Modification Form

DEPT - Department

Application to add or modify a dept, Fund, Program or Class. Department Chartfield Modification Form

PROJECT - Project

To apply to add or modify a Project for Non General Fund projects, send an email request to financehelp@unsw.edu.au 

NG PROJ - NG PDF

Application to open a Project for the receipt of external and internal funds. Non General Form

FUND - Fund

Use this form to request or modify a department, fund, program or class. Fund Chartfield Modification Form

RFOR - Research Fund Overdraft Request

Research Fund Overdraft Request Form

SSJ - Spreadsheet Journal Templates

 

Finance Systems Forms
NSFAR - Access to NS Financials

Complete this form NS Financials Access Request to apply or change your access to NS Financials. (This is an interactive online form. It can't be printed.)

Note: clicking a link in the form will delete any information that you have entered - click on the links before you start entering into the form.

NS Financials Role Explanations

CDBU - Request to Change Default Business Unit

Please complete this form to request to change your default business unit. Request for Business Unit Change Form.pdf

SSJ - Spreadsheet Journal Templates

Spreadsheet Journal templates 2017

SSJT - Spreadsheet Journal Upload Setting up Guide
Spreadsheet Journal Upload Setting up Guide.pdf
SJHD - Spreadsheet Journal Help Document (Calumo)

Spreadsheet Journal Help Document (Calumo).doc

SETF - Systems Enhancement Template

Complete Part 1 of this template systems_enhancement_template.pdf to request an enhancement to NS Financials. Once Part 1 has been completed, please send it to Greg Kasch. 

GSET - Guidelines

Guidelines for completing the Systems Enhancement Template. Guidelines for Completing the Systems Enhancement Template.pdf

Insurance Services
Do you need Proof of Insurance? Requesting a Certificate of Currency

Complete and return to Azita Karpour, General Insurance Officer. The request form can be completed online using Adobe Reader:

  • Email azita.karpour@unsw.edu.au 
  • Fax (02) 9663 4203
  • Internal Mail: Insurance Manager / General Insurance Officer, Finance, Level 2, North Wing, The Chancellery.
Do you need a Letter of Confirmation for Overseas Travel?

Click on the Request for Letter of Confirmation Request Form icons to complete an online request in Adobe Reader for:

  • Exchange Travel
  • Field Work, Work Experience or Conference Travel

Exchange Letter of Confirmation                                       Fieldwork Letter of Confirmation

  • If you are browsing with Firefox you will need to open these Letter for Confirmation Request forms with Adobe Reader 
  • The request form can be completed online using Adobe Reader 
  • Complete and return to Azita Karpour, General Insurance Officer. Letters of Confirmation are prepared by UNSW's Insurance Broker. They usually take 2-3 business days. 
  • Email azita.karpour@unsw.edu.au
  • Fax (02) 9663 4203 
  • Internal Mail: Insurance Manager / General Insurance Officer, Finance, Level 2, North Wing, The Chancellery.
Do you need a Letter of Indemnity?

Complete the Letter of Indemnity by/for your Academic Advisor or Head of School, as evidence of insurance coverage for work experience, placement or assignment.
 

  1. The form can be opened and completed with Adobe Reader
  2. Please save any changes you make to the form in your documents
  3. This letter can be provided, signed by your Academic Advisor, Head of School or Subject Coordinator as evidence of insurance coverage for work experience, placement or assignment

 
All students should retain a copy of the completed Letter of Indemnity for their records.
 
If you are browsing with Firefox you will need to open the Letter of Indemnity with Adobe Reader

Insurance Forms
Travel Insurance - Claim Form

Please complete the Chubb travel insurance claim form if you wish to make a claim. For more information on Insurance please visit the Insurance page.

Accidental Injury - Claim Form

UNSW provides this insurance (Policy #: IPO528924) for staff who are injured while participating in a UNSW activity when working overseas for longer than 12 months (Expatriates Policy #: 01PX528909) and for staff who require medical insurance from UNSW due to their visa status (Inbound Policy # : 01PT528911). Personal Injury Claim Form

Banking Forms
Electronic Banking

Electronic Banking Application / Change Request

Payments
ER1 - Reimbursement of Expenses to Employees and Students

This form is used for the reimbursement of expenses to employees and students. Complete the Expense Reimbursement Form and forward to your administrator for entry into NS Financials. This form is not required to be completed by employees if the employees is entering their own claim into NS Financials and the employee signs the form that is printed from NS Financials. Expense Reimbursement Form ER1.pdf

MV2 - Private Vehicle Mileage Form

Use this form if claiming motor vehicle expenses on a privately owned vehicle used for UNSW business purposes. MV2 Private Vehicle Mileage Form.pdf

TR2 - Travel Allowance Form

Use this form to claim a Travel Allowance (employee only). TR2 Travel Allowance Form.pdf

VN - Vendor Form

Application to add new or change existing Vendors in NS Financials. This is an online form and requires zPass login. Vendor Creation / Amendment Form

PR1 - Payment Request Form

UNSW Purchasing Policy supports the use of Purchase Orders accompanied by a vendor invoice as the preferred method of purchasing, however it is recognised that there are certain approved payment types where a purchase order and invoice are not appropriate. Click here to find out what UNSW's approved payments types are. This form is used to request these payments. PR1 Payment Request Form.pdf

SBS - Statement by Supplier

A 'Statement by Supplier' form must accompany these forms (this form is an ATO form). Click here for more information. 

NT - Non-Travel Advance Form

A Non-Travel Advance is available for UNSW Staff for all purposes that relate to UNSW business, that exclude travel, where a UNSW credit card or other purchasing method is not available

NTA Guidelines Document for Non-Travel Advance Forms

NT1 Request for Non-Travel Advance Form

NT2 Settlement of Non-Travel Advance Form

Request for a new customer or an amendment to a customer

To request an amendment to a customer, please log into the Portal and select "Customers" under the "To View" menu, look up the customer you wish to make a change to and press the "Request Change" button at the bottom of your screen.

If you need any assistance, please contact Central Finance AR.

Note: only users who have access to Billing can see this form in the Portal

RFTI - Invoice Request

This form is to be completed and emailed to the Finance administration officer within your own faculty/division. If the invoices are for Controlled Entities, they are emailed to Central Finance AR. There are more guidelines on the form itself. Invoice Request Form.pdf 

RFCN - Credit Note Request

This form is to be completed and emailed to the Finance administration officer within your own faculty/division. If the credit is for Controlled Entities, it is emailed to Central Finance AR. There are more guidelines on the form itself. Credit Note Request Form.xls

CNGMO - Credit Note GMO

This form is completed by those people who would like a Credit Note to be raised on a Research Project and emailed to the Finance administration officer within the Grants Management Office. Credit Note Form GMO.xls

RFDN - Debit Note Request

This form is to be completed and emailed to the Finance administration officer within your own faculty/division. If the debit is for Controlled Entities, it is emailed to Central Finance AR. There are more guidelines on the form itself. Debit Note Form.xls

SBD1 - Sundry Bad Debt Write-Off

This form is rasied by Collection Staff, recommended by Finance Manager or Head of School before being submitted to Central Finance AR for approval and further action to be taken. Sundry Bad Debt Write-Off Form.xls

SBD2 - Student Bad Debt Write-Off

This form is rasied by Collection Staff, recommended by Head of School before being submitted to Central Finance AR for approval and further action to be taken. Student Bad Debt Write-Off Form.pdf

OS - OneStop Access Requests

OneStop Access Request Form

OSEC - OneStop Event Creation

This form is to request a OneStop event be created. Onestop Event Creation Form.pdf

L20R - Receipting of non invoice related payments

This form is used for receipting of non-invoice related payments.  Please ensure all relevant chart-field details are listed before sending the completed form to DFO Finance Operations finops@unsw.edu.au

Reporting Forms
RR1 - Report Request Form

RR1 Finance Report Request Form.pdf is to be used for requests for new financial management reports (Calumo or nVision reports) or changes to existing reports. Click here to view the guidelines for report requests.

Staff & Student Reimbursement Forms
ER1 - Expense Reimbursement

This form is used for the reimbursement of expenses to employees and students. Complete the ER1 Expense Reimbursement Form and forward to your administrator for entry into NS Financials. This form is not required to be completed by employees if the employees is entering their own claim into NS Financials and the employee signs the form that is printed from NS Financials.

MV2 - Private Vehicle Mileage Form

Use the MV2 form if claiming motor vehicle expenses on a privately owned vehicle used for UNSW business purposes.

TR2 - Travel Allowance Form

Use the TR2 Travel Allowance form to Claim a Travel Allowance (employee only).

Tax Forms
FBT 05 - Fuel Expenses Declaration

FBT 05 Fuel Expenses Declaration Form

FBT 04 - Expenses Payment Benefit Declaration

FBT 04 Expenses Payment Benefit Declaration Form

FBT 08 - No Private Use Declaration Expense Payment Benefit

FBT 08 No Private Use Declaration Expense Payment Benefit Form

FBT 09 - No Private Use Declaration Residual Benefit

FBT 09 No Private Use Declaration Residual Benefit Form

FBT 12 - Recurring Expenses Payment FBT Declaration Form

FBT 12 Recurring Expenses Payment FBT Declaration

FBT 14 - Recurring Residual Fringe Benefit Declaration Form

FBT 14 Recurring Residual Fringe Benefit Declaration Form

FBT 15 - Relocation Transport Declaration

FBT 15 Relocation Transport Declaration Form

FBT 19 - Temporary Accommodation Relating to Relocation Declaration

FBT 19 Temporary Accommodation Relating to Relocation Declaration Form

FBT 20 - LAFH Allowance Declaration

FBT 20 LAFH Allowance Declaration Form

FBT 21 - Otherwise Deductible Declaration (Expense Payment Loan Property Residual Benefits) Declaration

FBT 21 Otherwise Deductible Declaration (Expense Payment Loan Property Residual Benefits) Declaration Form

FBT 22 - Residual Benefit Declaration

FBT 22 Residual Benefit Declaration Form

FBT 24 - Living away from home allowance - Maintain Home

FBT-24 LAFHA Maintain Home

FBT 25 - Living away from home allowance - substantiate expenses

FBT-25 LAFHA Substantiate expenses

Tender Box Forms
Confidentiality and Declaration of Interest Form

Confidentiality and Declaration of Interest Form.pdf

Tender Opening Form

UNSW Tender Opening Form.pdf

Travel Forms
Travel Approval Form

Travel Approval Form - to be completed prior to travel, retain within School Administration office (Travel Diary to be attached on return from trip).

Travel Allowance Form

Travel Allowance Form and Travel Allowances

Travel Cash Advance Form

Travel Cash Advance Form

Travel Cash Advance Settlement Form

Travel Cash Advance Settlement Form

Travel Diary Form

Travel Diary Form

Example 1 - Travel Diary

Travel Diary Sample 1 (no private days included)

Example 2 - Travel Diary

Travel Diary Sample 2 (with private days included)

MV1 - Booking Vehicles

Booking Vehicles

MV2 - Claiming Travel Expenses
Private Vehicle Mileage Form
Travel Insurance Claim Form

Click Here for information on making an insurance claim.

Leave Form

If you will be taking leave while you are travelling please complete a leave application form.  Log into MyUNSW, click on the "My Staff Profile" tab and you will see the leave application form to the left of your screen.

Travel Risk Management Form

Use this risk assessment form if the travel warning advice from Department of Foreign Affairs is 3 or above and or if the travel and/or medical risk rating from International SOS (iSOS) is 'high' or 'extreme' (log in with UNSW membership number 12AYCA086931)

 

Vendor
Vendor Forms

Vendor Creation / Amendment Form

 

Procurement templates
Approval Request

Approval Request

Evaluation Criteria and Weightings

Evaluation Criteria and Weightings

Evaluation Scorecard

Evaluation Scorecard

Initial Data Package

Initial Data Package

Insurance level assessment

Insurance Level Assessment

Market Analysis Factsheet

Market Analysis Factsheet

Opportunity and Strategy Outline

Opportunity and Strategy Outline

Procurement Project Recommendation

Procurement Project Recommendation

Project Team Membership and Declaration

Project Team Membership

Declaration of Interest

Purchase Order Terms and Conditions

Purchase Order Terms and Conditions

Projects Site Services and Installation sign-off Checklist

Projects Site Services and Installation Sign-off Checklist

Successful Letter

Successful Letter

Tender Exemption

Tender Exemption

Unsuccessful Letter

Unsuccessful Letter