Staff & StudentReimbursements
Rohin WhitfordFinance Business Solutions – User Support & Training
Finance Systems Training
Slide Directory
Slide # Topic
3 Agenda4 NS Financials overview5 What is Expenses7-8 Expenses Process11 Workflow emails12-15 Business Purpose & Expense Type17 VAT Codes18 GST Treatment & Splitting Lines20 Splitting Distribution22-24 Approvals26-29 Travel30-36 Student Refunds38 Copying Claims39 Further support & guidance
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
NS Financials Overview
General Ledger
Asset Manageme
nt
Accounts Payable
eProcurement
Accounts Receivable
Purchasing Billing
Credit Card
Expenses
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.
Summary
1. Somebody has to scan all the receipts
2. Enter the claim details into NS Financials
3. Once all of the claim details have been entered
– Attach the scanned receipts– Save – Budget Check
4. The claim should then be submitted to a Financial Delegate for approval
– the claim should NOT be printed
5. Financial Delegate can check receipts online and Approves the claim
6. Paid next working day
Expense Process Flow
Employee or nominated proxy* enters the claim into NSF, attaches scanned receipts and submits to a Financial Delegate for online approval.
The Financial Delegate checks the claim, checks the receipts and any other attached forms and supporting documents & performs online approval.
Gets paid in 2 days* The Nominated Proxy and Financial Delegate can be
the same person
A process runs every night which picks up approved Expense Claims and creates Accounts Payable Vouchers.
ER1 Form
ER1 Form Expense Reimbursement Form
Home >> Our Services >> Accounts Payable >> Reimbursements >> Reimbursement Forms
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.
Important
Groceries
Alcohol – Social function
Food/Drinks – Social Function
Kitchen Supplies
Fieldtrip Groceries - Domestic
Fieldtrip Groceries – Int’l
Exercise 1Exercise One
Employee being reimbursed : Rohin WhitfordClaiming for : internet feesAmount: $107.80 (of which $9.80 is GST)
(100% of this amount was for university usage)
Financial Delegate : John HiltonFund code : OP001Department : ANALYTAProject : PS19352
Broadband InvoiceInvoice: 01/10/11
Virginia Thomas
==============================September 2011 $ 98.00GST $ 9.80Total $ 107.80
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.
//
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
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.
Exercise 2
Exercise Two
Claimant: Rohin WhitfordFinancial Delegate: John
HiltonFund : OP001Dept : ANALYTAProject: PS19352
Claim for the purchase of groceries bought for his department
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.
Exercise 3Exercise Three
Claimant: Rohin WhitfordFinancial Delegate : John Hilton
1. He had a Business lunch with a customer at Outback Steakhouse
Fund : OP001Dept : ANALYTAProject: 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 : OP001Dept : ANALYTA Dept : ANCHEMProject : PS19352 Project : PS19355
//
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 e-mail letting them know that their claim has been approved
• If not denying claim outright – use notify function
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
Travel
Credit Card
Travel Allowance
Expense Reimbursement
Note: Serko Online Sessions – see Travel Portal
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.
Travel forms
TR2
TR3
TR4
Travel Allowance Form
Travel Cash Advance Form
Travel Advance Settlement Form
TR5
ER1
Travel Diary Form
MV2 Private Vehicle Mileage Claim Form
Travel Advance
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.
TR3International
Accommodation
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 e-mail informing them that they have a claim to approve
Payment Methods
• Australian ChequeFor cheques to be distributed locally.
• Australian EFTTo transfer into an Australian Bank Account
• Overseas DraftTo produce a cheque which is acceptable to be deposited into a bank in the country specified.
Australian ChequeRegular Payments (Default) – cheque will be posted to the address specified
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
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
Internal Distribution – cheque will be placed in the internal mail for distribution as instructed
Pick up – cheque will be held for collectionPick up – cheque will be held for collection
Route to ADFA – cheque will be forward to the Australian Defence Force Academy for distribution
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
Route to COFA – cheque will be forwarded to the College of Fine Arts for distribution
Australian ChequeRegular Payments (Default) – cheque will be posted to the address specified
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
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
Internal Distribution – cheque will be placed in the internal mail for distribution as instructed
Pick up – cheque will be held for collectionPick up – cheque will be held for collection
Route to ADFA – cheque will be forward to the Australian Defence Force Academy for distribution
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
Route to COFA – cheque will be forwarded to the College of Fine Arts for distribution
Australian EFT
Enter the BSB NumberEnter 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.
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.
Student Exercise
Exercise 1
Student : Kelvin Ho(3158264)Prize of $500.00 (GST Free)BSB # : 082-067Bank Account : 123456789
Exercise 2Use the Copy Claim Functionality to pay the same to a different student:
Student : Philip Walter(3214952)Cheque to be Picked up
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
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
Useful Documents
Document Name:
Found at: Useful/Used for:
ER1 Form Forms directory of the Finance web page www.fin.unsw.edu.au
(please note this form is not mandatory if the employee has signed the system printed claim)
1. When claimant requires a Proxy to enter the claim on their behalf
2. 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.
Expense Process Flow
Employee or nominated proxy* enters the claim into NSF, attaches scanned receipts and submits to a Financial Delegate for online approval.
The Financial Delegate checks the claim, checks the receipts and any other attached forms and supporting documents & performs online approval.
Gets paid in 2 days* The Nominated Proxy and Financial Delegate can be
the same person
A process runs every night which picks up approved Expense Claims and creates Accounts Payable Vouchers.
Support & Guidance
• Finance Website – Accounts Payable - Reimbursementshttp://www.fin.unsw.edu.au/OurServices/FinancialOperations_Expenses.html
• Travel Portalhttp://www.fin.unsw.edu.au/OurServices/FinancialOperations_Travel.html
• Online Training Toolhttp://www.fin.unsw.edu.au/NSF_KnowledgeBase/OnlineTrainingTool.html
• Quick Reference Guideshttp://www.fin.unsw.edu.au/NSF_KnowledgeBase/QRG.html
User Support & Training
Questions?
• Finance Website – Traininghttps://www.fin.unsw.edu.au/NSF_KnowledgeBase/FKB_Training.html
• Training EnquiriesRohin Whitford, Finance TrainerExt. 53550, Email [email protected]
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