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Payments

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 financehelp@unsw.edu.au or call ext 53330.

Forms required for payment purposes can be found here:

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

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 fti@unsw.edu.au