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

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.

Employee Reimbursements

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

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.

Business Purpose & Expense Type

Important

Business Purpose

Expense Types

Important

Groceries

Alcohol – Social function

Food/Drinks – Social Function

Kitchen Supplies

Fieldtrip Groceries - Domestic

Fieldtrip Groceries – Int’l

GL Account

Using Business Purpose “Conferences/Seminars-Domestic”

as an example

AIRFARES-DOMESTIC

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

Approval1. Worklist

Approval

Financial Delegates - do not approve claims if this has not

happened! //

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

Student Refunds

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]