Ariba Suppliers: How to add a user to an Ariba Network account
Follow these instructions to add a user to your Ariba Network account.
How to find the My Research Funding Portal app in Power BI
See below for instructions on how to get to the My Research Funding Portal app in Power BI.
Update your personal details in your Concur profile
You need to have accurate personal details in Concur to perform travel and expenses tasks. Some details are optional, however others (such as name, phone number, emergency contact, and email) are mandatory in order to save your profile.
Request a cash advance in Concur
You can request a travel or non-travel cash advance for the following:
- to cover expenses for research participants
- whilst you are travelling on approved University business to locations where your corporate card cannot be used.
Travel and non-travel cash advance procedures apply to University employees who do not have a corporate card. Once approved by your Line Manager in Concur, the cash advance will be transferred into your nominated bank account within 10 days prior to your departure. Please request the cash advance as early as possible, to ensure you receive it in a timely manner.
Prerequisites for all UniBuy purchases
See below for a list of prerequisites common for all UniBuy purchases.
When to use a payment request
This guide provides examples for each of the transaction types that a payment request applies to.
See our Guide to submitting payment requests and What is the difference between a purchase requisition and a payment request?
How to access an invoice in UniBuy
The invoice will be accessible when the invoice has been processed in UniBuy.
Where do I get help for procurement contract management?
Listed below are the various ways you can seek advice or get support for anything related to the contract management process.
When do I pay GST or VAT for overseas goods or services?
This article provides a table with the following information for overseas purchases through the University:
- When you must pay overseas VAT/GST
- When the University must pay Australian GST
- When the University can claim Australian GST credits
How to check if my invoice was paid in UniBuy Expert
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 do the same in Guided Buying, see this article. For a broader overview of UniBuy Expert, see What is UniBuy Expert?
How to make a sponsorship payment with UniBuy
This article can only be used for transactional sponsorship payments in return for agreed benefits to the University. You can do this by submitting a non-catalogue request.
This is the final stage of the sponsorship process, and should not be undertaken before completing all other steps outlined on the Sponsorship page on the staff intranet.
Student sponsorships: To pay sponsored individuals such as students, please contact your Finance Business Partner.
How to request UniBuy training
See below for information on how to request UniBuy training.
Upload a receipt into Concur by email
You would upload a receipt into Concur through your email to efficiently save a record of your work-related expenses to be reimbursed or to acquit your corporate card transactions.
How to complete the asset verification process
The University undertakes Asset Verification exercise every year in Q3/Q4. Stocktakes are undertaken to verify the existence of capitalised assets where the cost of the asset is greater than $20k and has a positive value after depreciation. For all assets under the category of Plant and Equipment, a full stock take every third year with a partial stock take every year.
Initiation: This process is initiated by receiving an email from the asset controller with a link to the Web Based Online Form (Asset Portal) listing all the assets to be verified.
How to amend a purchase requisition with an order (UniBuy Expert)
This article is for users who have had some training in UniBuy and are familiar with the Expert interface and have had some experience creating purchase requisitions.
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?
What is the Procurement Contract Risk Tool?
A Procurement Contract Risk Tool is the instrument that assists the Contract Manager to evaluate, identify and monitor any risks that may occur during the life of a procurement contract.
The Risk Tool is designed to deal promptly and effectively with any risks as they occur including the appropriate mitigation and escalation to risk committee or equivalent in the business unit’s governance structure (where applicable).
How to verify that an overseas supplier is registered for Australian GST
Please follow these steps if you have ordered goods from overseas to be delivered to Australia on behalf of the University and you don’t know whether the supplier is registered for Australian GST.
If the supplier is set up for GST you must not include this in your purchase request. The University’s Accounts Payable department in Finance handles all Australian GST internally saving your faculty/department the hassle of paying it and claiming a credit for it. For more information on GST at the University see the Tax PDF guide.
How to check if a purchase order (PO) has been fully paid in UniBuy
Follow this guide to check whether your purchase order has been fully paid.
There are also instructions on how to check if a specific invoice has been paid.
How to find a supplier in UniBuy Guided Buying
All suppliers in UniBuy can be found when creating a non-catalogue request. You can also do the same in UniBuy Expert. For a broader overview of UniBuy, see What is UniBuy?
If you need to add a supplier to UniBuy, contact the UniBuy desk.
Browsing the UniBuy catalogue
UniBuy brings together products and services from University-approved suppliers into one catalogue. For a broader overview of UniBuy, see What is UniBuy?
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