How do I complete a Travel Request in Concur?
It is mandatory under University Travel Procedures for an approved Travel Request to be present in Concur for any business related travel.
Current procedure replacing Quote Waivers (quick reference guide)
The following is a Quick Reference Guide (QRG) for the procedure that replaces the use of Quote Waivers.
How to find the My Org Finances app in Power BI
See below for instructions on how to get to the My Org Finances app in Power BI.
How to add a new supplier into UniBuy/PeopleSoft
If you cannot find your supplier in UniBuy, it may not exist in the system in which case please follow the instructions below. Onboarding a new supplier must comply with the Supplier and Payment Procedures 2022.
Please note: this will not add the supplier to the UniBuy catalogue.
Rejecting a purchase requisition: best practices in UniBuy
Rejected purchase requisitions can be inconvenient or even upsetting for requesters. Keep the requester in mind when you reject a purchase.
This is a best practices guide and doesn't show you where to go in UniBuy to reject a purchase requisition. See how to approve or reject a purchase requisition for step by step instructions.
There are as many as four best practice steps to reject a purchase requisition.
How to purchase indigenous recruitment services from preferred suppliers within UniBuy
Raising requisitions for indigenous recruitment services can be easily done from within the Indigenous Recruitment tile.
Engaging with these suppliers:
- makes the approval, invoicing, and payment processes easier
- facilitates faster invoice payment for indigenous recruitment suppliers
Ariba Suppliers: How to log in to Ariba
You may need to log in to SAP Ariba to do the following:
- Access your Quotations
- Receive Purchase Orders
- Invoice Purchase Orders
If you are logging in to Ariba for the first time, please see this article.
Can students get access to UniBuy?
Students can get access to UniBuy, however Student UniKeys will not automatically have access to UniBuy or the Staff Intranet.
How to navigate a Contract Workspace in UniBuy
Follow the guide for instructions on how to navigate to the following in a Contract Workspace:
- All relevant information captured
- Uploaded documents
How to return unspent funds from a Cash Advance
You would need to complete this task if:
- you were granted a cash advance to cover official University travel or business expenses, and
- you didn’t use all of the funds you applied for and received.
You need return these funds before you can acquit the cash advance to an expense report in Concur.
How to add approvers to an expense report in Concur
You can include additional approvers if any expense item in your expense report is allocated to multiple centres or requires approval from multiple managers.
While you can add additional approvers, it is not possible to change your original designated approver/line manager in Concur. For guidance on this occurrence please contact the Travel and Expense Help Desk.
How to check if my invoice was paid in UniBuy
Once you have receipted your order and the invoice has been processed, payment to the vendor should be automatic. You can verify this payment in UniBuy by following these instructions.
To learn how to do the same in UniBuy Expert, see this article. For a broader overview of UniBuy, see What is UniBuy?
How do HDR students claim scholarship or stipend entitlement in Concur?
HDR students can manage and submit their own claims relating to their scholarship or stipend entitlements by submitting a cash claim in Concur.
How to purchase computers and devices through the University
Use UniBuy to buy computers and devices through the University by raising a purchase requisition.
Information on devices that you purchase will be input into the Service Now asset management system.
How to copy a purchase requisition in UniBuy Expert
To save time creating multiple purchase requests for the same item, you can copy an existing purchase request to repeat the order.
To learn how to do the same in UniBuy Guided Buying, see this article. For a broader overview of UniBuy Expert, see What is UniBuy Expert?
How to search for a catalogue item in UniBuy Expert
This guide shows you how to search the catalogue in UniBuy Expert. To learn how to do the same in UniBuy Guided Buying, see this article. For a broader overview of UniBuy, see What is UniBuy?
What is the RC/PC approval workflow in UniBuy?
See below for the approval workflow.
Make a non-preferred booking in Concur
A non-preferred booking is when travel-related expenses are booked using an alternative booking channel to the preferred University travel provider. A non-preferred booking can be made under the following circumstances: where travel requires specific capabilities that the University travel provider cannot supply and can be organised through a different booking channel only, or where a third party can offer cheaper pricing than the preferred booking channel at the same level of safety with quoted evidence. You must contact FCM to attempt a price match before you can book outside FCM.
A travel request must still be made in Concur and approved by your line manager before you can travel.
How to approve a Contract Workspace Request Form in UniBuy (Workaround)
Follow these instructions if you have encountered issues with approving a Contract Workspace Request Form via email.
Manually add attendees to an expense report for Fringe Benefit Tax (FBT) purposes
Complete this process for an expense report that includes University-authorised entertainment functions that you attended with other University employees, business guests, or family members. Refer to this PDF for more information if required on Meal expenses.
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