1. Staff & Student Reimbursements
Finance Systems Training
Finance Business Solutions – User Support & Training

2. Slide Directory Slide # Topic 3 Agenda 4 NS Financials overview
5 What is Expenses
7-8 Expenses Process
11 Workflow s
Business Purpose & Expense Type
17 VAT Codes
18 GST Treatment & Splitting Lines
20 Splitting Distribution
22-24 Approvals
26-29 Travel
30-36 Student Refunds
38 Copying Claims
39 Further support & guidance
Use the above links to jump ahead to a specific Staff & Student Reimbursements sub-topic.

3. Agenda What is Expenses? Process flow Business Purpose & Expense Types
VAT Codes & GST Handling
Online Attachments
ER1 Form
Signature Requirements
Approval of Expenses
Copying a claim
Travel
Student Reimbursements
This session provides an overview of the UNSW Staff & Student Reimbursement process – including explanations of the key aspects of Expense claims such as; selecting appropriate Business Purpose & Expense Types, VAT Codes & GST handling, Attachments & Forms, Signature & Approval guidelines, AP Payments processing, and where to seek further guidance & information.
Users are guided through the step by step processes for:
The navigation to the NS Financials Expenses menu and screens.
Processing a Reimbursement claim for a Staff Expense
Processing a Reimbursement claim for a Student Expense
Copying an Expense Claim
Processing a range of Expense claims including, mixed GST treatment and multiple chartfields.
Reviewing an Expense claim.
Travel expenses are now automated as part of the Serko Online travel management software, however in some instances staff may still need to process a claim using the existing method within NS Financials Expenses. This session provides a brief introduction to travel related expenses including direction toward the appropriate UPK online training tool topics and the Travel Expenses calculator, available online at the Finance website.
The session concludes with details on where to seek further Support & Guidance.

4. NS Financials Overview
Expenses
Asset Management
Credit Card
eProcurement
Accounts Payable
Purchasing
Billing
Accounts Receivable
NS Financials consists of different modules each with a focus on different transaction types and system processes.
The major transactional modules in NS Financials are Expenses, Credit Card, eProcurement & Purchasing, all of which flow through Accounts Payable. On the revenue side are Billing & Accounts Receivable.
Data is also captured in eProcurement & Purchasing and directed through to Asset Management. It is important that all capital expenditure is conducted by way of raising a Purchase Order - either directly in Purchasing, or originating as an eProcurement requisitions. The necessary Asset Management details are captured from the Purchase Order and also at Receipting.
Transactional data from each of the modules will be reflected on the General Ledger.
General Ledger

5. What is Expenses? The process for reimbursing Employee Expenses.
Applies to Employees as well as Students.
Petty Cash procedure is outside of Expenses.
Travel Advance is outside of Expenses.
Travel Allowances are now automated via the booking process through Serko Online.
What is Expenses?
Expenses is used to process claims for reimbursements to staff. Payment is made by EFT to the same bank account on file with HR for payment of staff salaries.
Student refunds are also processed using Expenses.
The Petty Cash procedure is completed outside of Expenses and is limited to claims for a maximum total of $ Staff may use Expenses in place of the Petty Cash process and this should be discussed with the manager of unit.
Travel Advance is a payment prior to departure. Staff may arrange an advance if unable to pay for work related travel expenses using a staff credit card or Travel Allowance. The Travel Advance process is outside of Expenses.
Travel Allowances are now automated via the travel management system Serko Online. Travel Allowances may need to be processed via Expenses where bookings are completed outside of Serko Online.

6. Employee Reimbursements

7. Summary Somebody has to scan all the receipts
Enter the claim details into NS Financials
Once all of the claim details have been entered
Attach the scanned receipts
Save
Budget Check
The claim should then be submitted to a Financial Delegate for approval
the claim should NOT be printed
Financial Delegate can check receipts online and Approves the claim
Paid next working day
Each time a staff member makes payment for UNSW business expenses a claim must be submitted via Expenses.
Each Staff Reimbursement claim requires:
Receipts, tax invoices and supporting documents must be scanned and added to ALL claims as an online attachment in Expenses.
The claim must be entered into NS Financials
Budget checking & Approval
Payments are usually completed the following working day.
Process Overview –
UPK Topic: NSF Fundamentals > EX.01 Expenses Overview
Online Training Tool –

8. Expense Process Flow
A process runs every night which picks up approved Expense Claims and creates Accounts Payable Vouchers.
The Financial Delegate checks the claim, checks the receipts and any other attached forms and supporting documents & performs online approval.
Employee or nominated proxy* enters the claim into NSF, attaches scanned receipts and submits to a Financial Delegate for online approval.
Staff Reimbursement claims may be entered by the claimant or a Proxy. A Proxy is simply another staff member with access to Expenses who enters a claim into NS Financials on behalf of the claimant. A Proxy may be the claimants Financial Delegate. A Financial Delegate however cannot approve their own Expenses.:
Once a claim details have been entered into Expenses, scanned receipts, tax invoices and supporting documents MUST be attached before being submitted for online approval.
The Financial Delegate
Process Overview –
UPK Topic: NSF Fundamentals > EX.01 Expenses Overview
Online Training Tool –
Gets paid in 2 days
* The Nominated Proxy and Financial Delegate can be the same person

9. ER1 Form Expense Reimbursement Form ER1 Form
Home >> Our Services >> Accounts Payable >> Reimbursements >> Reimbursement Forms

10. Status

11. Status Entered – claim saved but not yet submitted for approval
Pend Appr – claim submitted for approval
Cancelled – claim cancelled or denied
Approved – claim approved
Closed – claim uploaded to Accounts Payable.

12. Business Purpose & Expense Type

13. Important
Business Purpose
Expense Types

14. Important Groceries Alcohol – Social function
Food/Drinks – Social Function
Groceries
Kitchen Supplies
Fieldtrip Groceries - Domestic
Fieldtrip Groceries – Int’l

15. Using Business Purpose “Conferences/Seminars-Domestic”
GL Account
Using Business Purpose “Conferences/Seminars-Domestic”
as an example
AIRFARES-DOMESTIC

16. Exercise 1 Broadband Invoice Exercise One
Employee being reimbursed : Rohin Whitford
Claiming for : internet fees
Amount: $ (of which $9.80 is GST)
(100% of this amount was for university usage)
Financial Delegate : John Hilton
Fund code : OP001
Department : ANALYTA
Project : PS19352
Broadband Invoice
Invoice: 01/10/11
Virginia Thomas
==============================
September $
GST $
Total $
Text and terms and conditions of real bill plus Bpay details etc. Text and terms and conditions of real bill plus Bpay details etc. Text and terms and conditions of real bill plus Bpay details etc. Text and terms and conditions of real bill plus Bpay details etc. //

17. VAT Codes
Although you can split a line between two tax codes you cannot split a line between a taxable and an untaxable code (i.e., the two tax codes must each be taxable codes, AO and NIAO).
The line is either taxable or it is not.
If you need to do this you must have two lines. One for the taxable amount (i.e., AO) and another for the untaxable amount (i.e., FRAO).
untaxable
untaxable

18. GST Treatments Splitting Reimbursement Items
You will need to split reimbursement items when you have different GST treatments for the reimbursement items. This can occur when:
You have a supermarket document that includes food, generally GST free, and other GST applicable items. Split the bill between the GST applicable items and the non-GST applicable items and add a reimbursement item for each. Remember to check, and change if necessary, the defaulted GST code.

19. Exercise 2 Exercise Two Claimant: Rohin Whitford
Financial Delegate: John Hilton
Fund : OP001
Dept : ANALYTA
Project: PS19352
Claim for the purchase of groceries bought for his department

20. Distribution Lines Splitting Distribution Lines
Add distribution lines when the reimbursement line needs to be charged to more than one chartfield combination, i.e. 2 projects.

21. Exercise 3 Exercise Three Claimant: Rohin Whitford
Financial Delegate : John Hilton
1. He had a Business lunch with a customer at Outback Steakhouse
Fund : OP001
Dept : ANALYTA
Project: PS19352
2. He went to conference in Melbourne with an employee from her department working on other project and spent $800 (excl GST) on airfares (Qantas)
Fund : OP001 Fund : OP001
Dept : ANALYTA Dept : ANCHEM
Project : PS Project : PS19355 //

22. Approving a claim
Financial Delegate checks the scanned attachments to the claim and then approves it online
Financial Delegates should not approve claims that do not include receipts and any required request forms or supporting documents
Once approved the enterer will receive an letting them know that their claim has been approved
If not denying claim outright – use notify function

23. Approval
1. Worklist

24. Financial Delegates - do not approve claims if this has not happened!
Approval
Financial Delegates - do not approve claims if this has not happened! //

25. Paying the claim Approver to approve claim online
Once the claim has been approved the system creates an AP voucher overnight and this is usually paid the next working day
Payment generally in 2 working days depending on bank

26. Travel Credit Card Travel Allowance Expense Reimbursement
Note: Serko Online Sessions – see Travel Portal

27. Travel Allowance
Travel Allowances are now handled automatically via the UNSW Travel Management system Serko Online.
A week prior to travel Travel Allowance data will be sent by Serko Online through to NSF to process a Staff Reimbursement.
For bookings outside of Serko Online (only applicable until October 2012) staff may refer to the UPK Online Training Tool and The Travel Allowance calculator for guidance on processing a Travel Allowance claim via Expenses.

28. Travel forms TR2 TR3 TR4 ER1 TR5 MV2 Travel Allowance Form
Travel Cash Advance Form
TR4
Travel Advance Settlement Form
ER1
Travel Diary Form
TR5
MV2
Private Vehicle Mileage Claim Form

29. Travel Advance TR3 International Accommodation
Travel Advance =  A Cash Advance for expenses of significant amounts where the traveller does not hold a UNSW credit card, or if a credit card cannot be used or is not accepted. Receipts/invoices for cash advance expenses must be retained and submitted for settlement within 30 days from the date of travel return. 
International
Accommodation
TR3

30. Student Refunds

31. How to enter a claim Scan the relevant documentation
Enter into NS Financials under Student Reimbursements
Provide banking details (if EFT) or address details (if cheque)
Once all of the claim details have been entered budget check the claim
Submit the claim for approval
the financial delegate will receive an informing them that they have a claim to approve

32. Payment Methods Australian Cheque
For cheques to be distributed locally.
Australian EFT
To transfer into an Australian Bank Account
Overseas Draft
To produce a cheque which is acceptable to be deposited into a bank in the country specified.

33. Australian Cheque
Regular Payments (Default) – cheque will be posted to the address specified
HIV Ctr, Pick-up – cheque will be forward to the HIV Centre for collection/distribution
Internal Distribution – cheque will be placed in the internal mail for distribution as instructed
Pick up – cheque will be held for collection
Route to ADFA – cheque will be forward to the Australian Defence Force Academy for distribution
Route to COFA – cheque will be forwarded to the College of Fine Arts for distribution

34. Australian Cheque
Regular Payments (Default) – cheque will be posted to the address specified
HIV Ctr, Pick-up – cheque will be forward to the HIV Centre for collection/distribution
Internal Distribution – cheque will be placed in the internal mail for distribution as instructed
Pick up – cheque will be held for collection
Route to ADFA – cheque will be forward to the Australian Defence Force Academy for distribution
Route to COFA – cheque will be forwarded to the College of Fine Arts for distribution

35. Australian EFT Enter the BSB Number
Enter the Student’s BSB number as provided. When you tab out of this field NSF will verify that such a BSB number exists.
Enter the Account #
Enter the Bank Account Number as provided by the student.

36. Overseas Draft
Overseas Draft will produce a cheque that will be accepted by banks in the country specified and mailed out to the student at the address specified.
Note : Overseas Wire Transfers are discouraged as a payment method. If there is no other alternative please contact Accounts Payable via the AP Helpdesk.

37. Student Exercise Exercise 1 Exercise 2 Student : Kelvin Ho(3158264)
Prize of $ (GST Free)
BSB # :
Bank Account :
Exercise 2
Use the Copy Claim Functionality to pay the same to a different student:
Student : Philip Walter( )
Cheque to be Picked up

38. Copying a claim Copy Claim is useful when:
When you make repetitive claims i.e., a mobile phone bill or claiming home internet.
If several employees are claiming for a field trip – you can then create the first claim and copy it for subsequent claims.
Claims entered by another user may be copied

39. Summary
GST Issues
Groceries not being split into two Reimbursement Lines, one for GST inclusive and one for GST exclusive. Entering GST inclusive amounts (instead of GST exclusive amounts.)
Splitting
Adding Reimbursements Lines / Splitting Chartfields

40. Useful Documents Document Name: Found at: Useful/Used for: ER1 Form
Forms directory of the Finance web page
(please note this form is not mandatory if the employee has signed the system printed claim)
When claimant requires a Proxy to enter the claim on their behalf
Asking employees to complete the form in order to have the information necessary to enter accurately
Business Purposes & Expense Types
Expenses ‘Frequently Asked Questions’ section of the Finance website
To assist you in becoming familiar with Business Purposes and Expense type categories.
GST Calculator
Reimbursement FAQs
Working out what the pre GST amount is if the amount on your receipt includes GST.

41. Expense Process Flow
A process runs every night which picks up approved Expense Claims and creates Accounts Payable Vouchers.
The Financial Delegate checks the claim, checks the receipts and any other attached forms and supporting documents & performs online approval.
Employee or nominated proxy* enters the claim into NSF, attaches scanned receipts and submits to a Financial Delegate for online approval.
Gets paid in 2 days
* The Nominated Proxy and Financial Delegate can be the same person

42. Questions? User Support & Training Finance Website – Training
Training Enquiries
Rohin Whitford, Finance Trainer
Ext ,