Skip to main content

How access works

Access to Finance Systems

All employees are automatically granted access to the My Finance NS Financials Self Service Portal.

Access the portal within myUNSW to request financial transactions such as Purchases and Customer Billing, or for information and guidance on finance processes and reporting at UNSW.

In addition to the My Finance Portal, the finance systems at UNSW are comprised of:


 

 

Non Finance Department Staff

If you are not employed within the Division of Finance reporting to the CFO, typically you won't need to apply for additional access to the finance systems.  When you are set up as an employee you are given the access you need (you can access the systems from the My Finance tab in myUNSW.  Unless you need to access Financial Reporting (Calumo), then you will need to apply for that.  Please refer to the Calumo section in the Finance Systems section to see what kind of access you may need to apply for.

Finance provides dedicated support staff for each faculty & division - Business Partners, Management Reporting Analysts, Finance Service Team, & Finance Helpdesk.  These teams process financial transactions for the faculties & divisions, in addition to support and guidance on all aspects of budgeting, forecasting, reporting, financial analysis & planning.


If you do require additional access, complete a separate request for each of the systems you require access to.

Applying for Additional Access:

  • Apply for access using the form available online at myUNSW on the My Finance tab. 
  • The form may be completed on behalf of another staff member, provided the line manager or head of unit for the applicant approves the access request. 
  • Prior to submitting the form, ensure your manager is available to approve the request.
  • Requests are only accepted if made via the online form.
  • The IT Service Centre will not copy another user's access profile.
  • Staff not employed within the Division of Finance reporting to the Chief Finance Officer, must submit a separate request for each Finance system they require access to.
  • If the role you perform is not available for selection in the online form or if you require assistance, please contact Finance Helpdesk for further guidance. 

Full list of systems and functions Non Finance staff can request access to


 

Finance Department Staff

 

Staff employed within the Division of Finance reporting to the CFO complete a single request form, as access is mapped for each of the following systems based on your role.  The departments you will have access to are also based on your role:

Note - the form has not yet been updated for new role titles.  Please select the following alternatives;

  • Finance Analyst - please select Management Reporting Analysis, Analyst
  • Finance Manager - please select Management Reporting Analysis, Team Lead
  • Procurement/Category Manager - please select team Fin Support - Fin Ops, role Manager Purchase to Pay
New South Financials

New South Financials access is granted based on the job role of an employee and the functional access required of that role.

If you change roles, you can request to update your access. Your existing role will be removed and the new role assigned. Staff cannot have more than one role assigned concurrently.

PiMs (HR)

PiMs access for Finance staff is granted based on the job role of an employee and the functional access required of that role.

PiMs is restricted further, by specific data level access - often referred to as entity level access. The entity data that a user has access to, is aligned across PiMs, SiMs & Calumo.

When completing a request for access you may be prompted to select a support Faculty, Division or grouping. Support groupings of more than one faculty or divisional unit are configured at a system level by HR Systems administrators.

(For details on the permissions associated with the HR PiMs systems roles please refer here or contact HR systems.)

SiMs (Student) SiMs access for Finance staff is granted based on the job role of an employee and the functional access required of that role.
Calumo

Finance staff are granted READ access to the following cubes for the entity they support:

  • Finance
  • P2P
  • HR
  • Foundation
  • Student

Entities must align with the entity access granted in HR PiMs for HR/Staff Cube access.

Separate requests via CASD or email are required when staff require any of the following:

  • Budget &/or Forecast access in Finance Cube - contact group MR&A
  • People Planner access in HR Cube - contact  group MR&A
  • S25 Cube - contact S25 Finance

Note: These additional access permissions are not typically granted for UNSWconsol (university wide access) for HR/Staff data.  If you require such access your Director will need to provide an email request to Stacey Mills with rationale for approval.

OneStop

Specialist administrative access granted to Finance operations Accounts Receivable, Group Financial Control, & Process Technology Strategy.

Staff must have Citrix installed to their PC and access the OneStop app at newapps.unsw.edu.au. Further information is available on the IT website.

SAP Concur

Specialist administrative access granted to Finance operations EMS Administrator, Finance Helpdesk & Finance Service Teams.

Microsoft Dynamics

Specialist administrative access granted to the Research Finance team to manage tracking of research grant activities and financials.

 


 

What systems do Finance use?

 

myUNSW My Finance

myUNSW My Finance provides information and guidance on finance processes and reporting at UNSW in addition to online forms to request financial transactions such as Purchases or Customer Billing.

New South Financials

New South Financials, sometimes referred to as 'NSF' or 'NS Financials', is the primary financial systems used for financial transactions at UNSW.

Staff working within the Division of Finance under Stacey Mills enter and manage UNSW financial transactions in New South Financials.

Some units outside Finance retain a limited number of specialist staff who access New South Financials to manage financial processes independently of finance, due to operational constraints or efficiencies.  Unit heads must discuss any special requirements and arrange for these to be documented and agreed to by finance business process owners.

Typically the roles are limited to:

  • Reporting & Inquiry access
  • Billing & Purchasing access - requires Purchase to Pay Manager approval
  • General Ledger access

If you change roles, you can request to update your access. Your existing role will be removed and the new role assigned. Staff cannot have more than one role assigned concurrently.

If your operational unit has a new position or access requirement that is not currently available on the access form, please discuss the requirements with your head of unit, prior to contacting Finance Helpdesk.

Calumo

Calumo is a BI analytics tool used at UNSW for financial reporting, people planning, forecasting and budgeting. this system is administered by the MIS, Management Infomration Systems team within Process & Technology, Finance.

Get familiar with the fundamentals by reviewing the online training materials available on the Finance website. Calumo webinars covering a range of topics are also available, with staff encouraged to book into or review prior sessions via the finance website.

A wide range of guidance materials and handbooks are also available within the Reporting handbooks on the Guidance section of the Finance website.

Access in Calumo may only be granted by either:

ENTITY   or   PROJECT

ENTITY = Department, typically staff within Finance, administrative faculty staff, unit heads or school managers who require access to all the financials for an operational unit.

PROJECT = Portfolio Managers attached to project attributes in the project set up in NS Financials

Project users are usually project managers or staff working in faculties or divisional units interested in tracking the financials for a limited set of projects. *

Project access is granted in two ways:

  1. Research projects - Research projects are interfaced from InfoEd, so as soon as a grant is marked as successful the project will be created in NS Financials, the Lead CI attached to the project as portfolio manager, and project access created in Calumo for the portfolio manager
  2. Non-Research projects - portfolio managers need to complete the access to finance systems form and apply for project access to Calumo.

* Portfolio Managers can also nominate other staff to have access to their project financials.  Portfolio Managers need to use the access to finance systems form in order to nominate the people they want to access their project financials.

Click here if you are interested in more information about Cubes in Calumo.

SAP Concur

SAP Concur is used by UNSW for managing expense claims and also UNSW Credit Card transactions.

Staff are automatically granted access to this system. There is no need to request access.

OneStop

OneStop is the system used by UNSW to facilitate online payments, and also for managing payments involved with events & conferencing, and merchandising.

Specialist access in OneStop is granted to staff working within specific Finance roles and may also be applied for by staff outside finance who require access to OneStop for merchandising, events & conferencing.

OneStop is not accessed online via a web browser - users must have this software installed to their PC.

OneStop is used by a limited number of Faculty & Divisional units where staff need to manage:

  • Cashiering,
  • Inquiries & reports,
  • Events & conferencing,
  • Merchandising.

Staff must have Citrix installed to their PC and access the OneStop app at newapps.unsw.edu.au. Further information is available on the IT website.


Frequently Asked Questions

General FAQs
I need help with my request. Who should I contact for guidance?

If you need guidance with your request speak with your unit manager. Further guidance is available by contacting your Finance Business Partner or the Finance Help Desk on x.53330 or email financehelp@unsw.edu.au.

For your faculty or division finance contacts please refer here.

 
I have submitted a request for access. How long will it take for my access to be set up?

IT Service centre provision access to the systems except for Calumo & OneStop, which they arrange for with the appropriate systems administrators.

The SLA is 5 business days, however this is dependent on service queues, with IT generally completing most requests within 2 business days. Start of term are generally the busiest period with an influx of student requests.

When you submit a request it must first be approved my your line manager or unit head. Follow up with your approver to ensure the request has been approved, if you are waiting on your request for an extended period.

If your request has been approved, contact IT service centre x.51333 or email itservicecentre@unsw.edu.au with the CASD ticket reference and they are able to provide an update.

 
I am unable to find my position in the online form?

Most financial functions at UNSW are performed by staff within the Division of Finance. For these staff, access is mapped and granted across the key UNSW systems including: NS Financials, Calumo, HR PiMs, Student SiMs, OneStop, Microsoft Dynamics & SAP Concur.

Staff outside of Finance may also request access to the finance systems, however access in New South Financials is usually limited to Reports & Inquiries access only, unless a specific exemption has been arranged between the Unit Director and Finance. This typically is for access to Billing, Purchasing or GL journal entry.

Note: Segregation of duties requires that staff not be granted transactional & GL journal access concurrently.

If there is a change within your work unit that requires new or updated access to the finance systems, the unit manager should contact finance to discuss these requirements.

If you require assistance please contact the Finance Help Desk on x.53330 or email financehelp@unsw.edu.au for guidance.

 
There have been changes within my work unit that requires either:
  • a new role with access to the finance systems, or;
  • updates to the access currently provided to an existing role.

What is the process for arranging for finance systems roles to be created created, approved, documented and made available for selection on the request form?

Organisational changes that require updates to the existing finance systems access profiles must be negotiated with the finance business process owners.

Discuss your units requirements with your Finance Business Partner. They may direct you to finance staff such as Management Reporting Analysts of Finance Service Team staff who will likely be able to complete the necessary finance transaction or process on your behalf.

New South Financials transactional access is generally not provided to staff outside of UNSW Finance. Where this is required this should be discussed with your Finance Business Partner. It will generally require review and approval by the Risk & Compliance team within Group Financial Control, as well as the finance business process owner.

A summary of the required functional tasks required of the position should be drafted for discussion. Please note that segregation of duties must be maintained - e.g. staff are unable to request GL entry and simultaneously be granted access to Billing or PO entry.

Finance Business Partners can assist in arranging the necessary meetings to facilitate the process; including:

  • Finance Business Partners - Initial sense check - can the process(es) be carried out by finance?
  • Procure to Pay Manager - Review/approval of PO access outside Finance.
  • Risk & Compliance - Review/approval finance access outside Finance/segregation of duties.
  • Process & Technology - System design, Direction to IT re. configuration, Web/form updates, Documentation.
 
I have received a report or been contacted with a request to review staff access in my unit, as part of a periodic review/audit. What should I do?

Twice each year reviews and audits of access to the systems are completed by systems administrators. You may receive an email related to this process if you have staff who report to you with access to the systems. Please ensure these are reviewed promptly and action in accordance with the directions provided.

If you are not the appropriate contact, please reply to the email and advise. You should also contact HR as it is likely that the staff listed have a record in PiMs showing you as their direct report. You should arrange with your HR business partner and/or their current manager to have this updated in HR PiMs.

 
I am changing jobs. What do I need to do to arrange for my access to be updated?

Complete the online access request form in My Finance on myUNSW.

IT Service Centre will remove your existing access roles and update these with the appropriate access for your new role.

 
I am a fixed term staff member and my contract is being extended. Do I need to complete a new request for access?

Your direct report will receive notifications prior to your contract end date. If your manager has not received such a notifications they should contact the HR Business partner to ensure the PiMs HR systems are upd to date with ypour record showing them as your direct report.

Provided your contract is extended or a new contract added in PiMs with no service gap, your access will remain active. If you have no active profile in HR, your Finance access will be automatically removed.

You will need to reapply for any access you require in your new (or renewed) contract role. You must also reapply for Financial delegation.

It is recommended any arrangements are made in advance of your contract expiry date to avoid loss of access to systems while applications and provisioning are completed.


 

NS Financials FAQs
I need the same access as someone else in my work unit, how do a apply for the same access?

Access to UNSW Finance systems is granted based on job position, with the appropriate level of functional and data access predetermined in accordance with agreements between finance process and business owners.

Most financial functions are performed by staff within the Division of Finance. For these staff, access is mapped and granted across most key UNSW systems including: NS Financials, Calumo, HR PiMs, Student SiMs, OneStop, Microsoft Dynamics & SAP Concur.

Staff outside of Finance may also request access to the finance systems, however access in New South Financials is usually limited to Reports & Inquiries only, unless a specific exemption has been arranged between the Unit Director and Finance.

When completing the online request form, you will be prompted to select if you work within the Division of Finance reporting to the CFO. If you work in a unit outside of Finance, you will be further prompted for the type of access you are requesting. When selecting New South Financials, a further prompt follows for your work unit & the type of access you require.

If you require assistance please contact the Finance Help Desk for guidance.

If there has been a change within your work unit that requires new or updated access to the finance systems, the Unit Director should contact finance to discuss these requirements.

 
I am responsible for approving transactions within my unit but I am unable to navigate to the required menu paths and staff are unable to select my zID/name as an approver. How do I arrange approver access in New South Financials?

 

A Financial Delegation is the authority to approve expenditures or enter into financial commitments on behalf of UNSW.

For more information on Financial Delegations please refer to the Finance web site.

To view what your financial delegation is, log into myUNSW and click on "My Financial Delegation".  If you have a Financial Delegation the amount of your delegation will be displayed.  If you wish to increase your limit click on the "Apply to increase limit" button.

If you do not have a Financial Delegation the words "you have no current financial delegation for this job" will display.  From here you can click on the "Apply for Financial Delegation" button to apply for delegation.

Staff with financial delegation will have the approval roles automatically applied within New South Financials during overnight batch processes. If you apply for a new or increased financial delegation, you will need to wait until the following day for this to be reflected in New South Financials.

If you are a contractor and your approval access is not available within the system, please contact the Finance Helpdesk on x.53330 or email financehelp@unsw.edu.au for further assistance


 

Calumo FAQs
How can I check my (or another staff member's) access in Calumo?

 

You can check your access in Calumo by selecting the link 'What's my Access?' near the bottom of the menu on the left hand side of the landing page.

This will default with your own access, however you can select the zId & Name and the member selector will come up. Search by name or zID to refresh with the access of another staff member.

 
My access is showing project financials for only one or some of the projects that I work with. How can I access project financials for additional projects?

 

Portfolio access is granted by nomination. You must contact the owner for each Portfolio you require access to and arrange for them to nominate you, to be granted the access to their portfolio.

Portfolio owners do this by completing the My Finance access form available online at myUNSW. Note: These requests cannot be completed on behalf of another staff member - the portfolio owner must complete the form.

 
I have entity access, but I need to see data across more than one entity. How do I arrange this access?

 

Access to Calumo is either by entity or Portfolio - staff cannot be setup with both.

Entity access is provided to staff for the entity they work within. Some staff within the Division of Finance are granted access to multiple entities - this is not by request but rather mapped to the position and support area of their job position.

If you work outside of finance and wish to access data in Calumo across your own entity and others, you must request Portfolio access and arrange for the portfolio managers for each set of projects to nominate you to access these.

Portfolio owners do this by completing the My Finance access form available online at myUNSW. Note: These requests cannot be completed on behalf of another staff member - the portfolio owner must complete the form.

 
I require access to the People Planning Tool, (or) Budget &/or Forecast, (or) S25 Cube. How do I arrange for this access?

 

Access to some additional specialist functionality in Calumo is not managed by MIS in Process & Technology, rather it is managed by the Finance team responsible for the related business function -

  • Finance Cube: Budget &/or Forecast - access managed by Group MR&A
  • HR Cube: People Planning Tool - access managed by Group MR&A
  • S2025 - access managed by S25 Finance

To apply for access to these functions:

  1. Check your existing access in Calumo by selecting 'What's my Access?' from the Quicklinks menu on the Calumo home page.
  2. Ensure the entity you require the specialist access for, is showing. I.e. if you have a higher level entity, you may need to first request that the specific entity is added to your access profile. To do this - raise a CASD request with Process & Technology to add the entity in Calumo. You must include an email approval from your manager.
  3. Once granted (confirm via step 1.) raise a request with the appropriate Finance team to update the relevant cube.
 
Why am I unable to drill down to transactions in New South Financials?

 

If you do not work within the Division of Finance reporting to the CFO and you have not previously requested access to NS Financials; you will need to do so. Complete the My Finance request form online at myUNSW and select the option for Reports & Inquiry access.

 
Why am I unable to drill to the HR data for a particular entity?

 

Check your existing access in Calumo by selecting 'What's my Access?' from the Quicklinks menu on the Calumo home page. If the entity you are drilling down on is not included for the HR cube on your access profile, you do not have access to this data.

If the entity is showing, you should contact HR systems by raising a request with the IT Service centre. To drill through to data in PiMs you will also need have access in PiMs. Staff outside of finance must submit a separate request for access tot his system.


 

OneStop FAQs
I have to organise a conference or event that requires the collection of registration details and payments. What is the process to access OneStop and to setup a Conference or Event?

 

Finance’s OneStop Conferencing System allows cash, cheque or credit card payments to be received. It also provides your attendees with tax invoices and online receipts if paying by credit card which helps avoid manual processing.

To commence this is what you should do:

  1. Apply to use OneStop Conferencing
  2. Create your event by completing the Event Creation Form, providing the essential information to the Conference Administrator
  3. On finalisation a URL will be sent to you or the event organiser to place on the event information page to collect registrations and payments
  4. All fee incomes are posted to your school or department’s ledger in NS Financials.
 
I have to organise a conference or event that requires the collection of registration details and payments. Who can I contact for guidance?

 

For enquiries please contact Finance Helpdesk on x53330 or email financehelp@unsw.edu.au.


 

Other Systems FAQs
I require access to the HR (PiMs) or Student (SiMs) systems. How do I request this access?

PiMs and SiMs Systems hold centralised data relating to Student Records and Human Resources.

Non-Finance Staff wishing to gain access to People Information Management Systems or Student Information Management Systems need to apply using the forms below. Applications for access are subject to appropriate approval before access will be granted by IT Service Centre. Forms will be processed in 5 working days.

Note: Mac and Windows user - Please open the application form in Adobe Acrobat Reader. If you open the form in Adobe Acrobat Pro (full version) or Mac Preview, you may not be able to edit some of the fields.

 
What are the PiMs access roles?

For details on the permissions associated with the HR PiMs systems roles please refer here or contact HR systems.

 
How do I get access to InfoEd?

Researchers access all applications or awards on which you are a named investigator by logging in with your zID and zPass (no access request is required).

Administrators: complete the InfoEd Access Application - Administrator form and email to systems.radar@unsw.edu.au. This provides you with access to all records in your unit (Faculty, School or Centre).

 
My role requires access to other specialist systems. How do I arrange this access?

Discuss your requirements with your manager. Some Faculties or units may administer systems directly or access non-UNSW systems. Your manager will be able to direct you to the appropriate process where it does not involve UNSW IT.

For any other UNSW systems, generally a request should be raised with IT. For further information refer to the staff section of the IT web site or contact IT Service Centre x. 51333 or email itservicecentre@unsw.edu.au for assistance or access.


 


How does access to Finance Systems work?

  • What access do all employees get?
  • How does access for work Finance employees?
  • How do you apply for access?
  • What additional access is there?

Watch this webinar recording