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How to order a service or the periodic purchasing of goods in UniBuy Expert

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0014191

Please do not use this to purchase any assets.

Indefinite blanket orders cannot be raised at the University. However, you can create an open purchase order over a specific set period instead of creating multiple recurring purchases of the same item or service. This can also be created for anticipated professional services. The supplier will usually produce multiple invoices that will then need to be receipted in UniBuy before payment occurs.

Labour services: If you are engaging an individual for services, you will need to follow the processes for labour services then submit a request for labour services. For assistance, contact the UniBuy Desk.  

How to perform a quarterly anti-tampering inspection of PinPads and Kiosks (email notification)

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0022131

One of the Payment Card Industry Data Security Standard (PCI DSS) compliance requirements for the University is to complete regular anti-tampering inspections of all payment PinPads (PIN Transaction Security Devices) and SydPay Kiosks. This article describes how to complete the quarterly inspection after you have received a quarterly inspection notification via email.

If you did not get an email notification please see How to perform a quarterly anti-tampering inspection (no email notification). For ad hoc inspections see How to perform an ad-hoc anti-tampering inspection.

Can HDR students get access to UniBuy?

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0014444

HDR students can get access to UniBuy if approved by the relevant party. Their UniKey must be set up with the post graduate research field selected. Without this flag selected, their UniKey will not be able to access UniBuy.

How to check if my PO was transmitted to the supplier in UniBuy Expert

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0013672

If the status of a purchase request is Ordered, then the purchase order has been transmitted to the supplier. For more information on order statuses see this article. However, with requests involving multiple purchase orders, it may be prudent to verify that all the purchase orders have been transmitted.

To do the same in Guided Buying, see this article. For a broader overview of UniBuy Expert, see What is UniBuy Expert?

A guide to contracts for purchasing goods and services through the University

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0017626

The process for setting up a contract with a supplier through the University will vary depending on the type of goods and/or services that you wish to purchase. Please consult this guide for the following information:

  • When you will need a contract
  • General guidance
  • Links to unique requirements for specific goods/services types

How to change my UniBuy profile

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0013189

You can speed up the submission process of UniBuy requests by adding details to your profile which will auto-fill details of your purchase requests.

For a broader overview of UniBuy, see What is UniBuy?

How to check if my purchase order (PO) was transmitted to the supplier in UniBuy

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0013673

If the status of a purchase request is Ordered, then the purchase order has been transmitted to the supplier. For more information on order statuses see this article. However, with requests involving multiple purchase orders, it may be prudent to verify that all the purchase orders have been transmitted.

To learn how to do the same in UniBuy Expert, see this article. For a broader overview of UniBuy, see What is UniBuy?

How to add additional approvers and watchers to a purchase request in UniBuy

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0013187

Additional roles can be added to a request at the checkout stage.

  • Approvers: additional approvers need to approve or deny the request before sent for RC/PC owner approval.
  • Watchers: they are notified by email when the order progresses to a new stage but do not need to approve anything.

You can also do the same in UniBuy Expert. For a broader overview of UniBuy, see What is UniBuy?

To find out how which approvers you need to add for labour-based services, see Approvers (Delegates) required for labour-based services.

Receipts and payments in UniBuy

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0014063

An order must be receipted to pay the supplier. Payments to the supplier will then be generated through PeopleSoft and reflected in UniBuy.

RIT: How to look up a supplier ID and its location in PeopleSoft

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0022458

These are instructions for the Research Invoicing Team (RIT) to look up a supplier id and determine the right location based on provided bank account details from a Research Third Party Agreement. Doing so enables the completion of a Contract Workspace Request Form for Research.

Log into Concur (for HDR students)

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0019476

Follow the instructions below if you need to access Concur for travel bookings and expense reimbursement.

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