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 students, follow the instructions in the form. ER1 - Student Expense Reimbursement Form
Note for employees, the ER1 form for staff is no longer used. Please log into Concur to claim your expenses.
- 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 Forms
- TR2 - Travel Allowance Form
Calculate and get approval for travel allowances using My Travel, then use the documentation provided by My Travel to claim your allowance in SAP Concur EMS (aka My Expenses). These forms are for use by people who do not have access to Concur.
- 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 preferred method of paying vendors is through the use of Purchase Orders accompanied by a vendor invoice. However, it is recognised that there are certain approved (one off exception) payment types where a purchase order and invoice are not appropriate. In these exceptional circumstances, the form to be used for payment is the PR1 Payment Request Form
- 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
To request access to OneStop cashiering complete the Request access to finance systems form.
If you have any questions or require assistance please contact the IT Service Desk (firstname.lastname@example.org) on x 51333
- OSEC - OneStop Event Creation
This form is to request a OneStop event be created. Onestop Event Creation Form
- 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 email@example.com
- 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 firstname.lastname@example.org