Paying and issuing of your invoices plus managing vendors, customers and income are the responsibility of Finance Accounts Payable (AP) and Accounts Receivable (AR). Their job is to work with you and other UNSW delegated staff to manage and fulfill these actions.
The four subject areas you should understand about paying and receiving funds are as follows:
For inquiries please contact Finance Helpdesk on firstname.lastname@example.org or call ext 53330.
Forms required for payment purposes can be found here:
- 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
- Transaction Declarlaton Form
This form is to be completed when there is no invoice/receipt for an expense reimbursement. Transaction Declaration Form
- 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's 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. This form is used to request these payments. PR1 Payment Request Form.pdf
- SBS - Statement by Supplier
- 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
- 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 your Faculty Finance Services Team. There are more guidelines on the form itself. Invoice Request Form
- RFCN - Credit Note Request
This form is to be completed and emailed to the Finance administration officer within your own faculty/division. All Credit Notes are raised by the central AR Team and should be e-mailed to email@example.com There are more guidelines on the form itself. Credit Note Request Form
- 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
- 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 firstname.lastname@example.org
- Unisearch Payment Form
Unisearch Payment Form - this form is used for UNSW staff undertaking Unisearch jobs. Please ensure all supporting documents are included before sending the completed form to Unisearch email@example.com
- Billing Training Materials
Billing online training for new staff is available.
To register for the Billing module FIN-106 go to myUNSW and search under the course code FIN.
Approval is not required for Finance online training.
Once you register for training the module will be available to you in Moodle the following day.
To do the training go to myUNSW and click on the Moodle icon to the top right of the page to log into Moodle.
You will find the training module in your Moodle Dashboard.
If you have any questions about registering for online training please contact Finance Training Information firstname.lastname@example.org