Do I attach my invoice to the UniBuy purchase request?
Please do not attach the invoice to the purchase request (PR). Please follow the quote process outlined in the Procurement Procedures 2019.
How to manage delegations in UniBuy Expert
The Manage Delegation process allows you to nominate staff to initiate business processes or actions inbox tasks on your behalf.
This process can also be used when taking leave to ensure approvals or actions are monitored while you are on leave.
This is especially useful if you are responsible for approving purchases but are about to go on leave. Please note, the delegatee will not be able to purchase on your behalf, and you cannot have more than one delegated approver within the same period.
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?
Guidance on selecting Class Codes and Analysis Codes for Third Party Payments
This activity is undertaken by the Research Invoicing Team (RIT) whenever they need to complete a Third Party Agreement Contract Workspace (CW) Request Form.
RIT is required to review the account codes to determine what class code and corresponding analysis code is to be included in the CW Request Form.
How to request a non-catalogue item in UniBuy Expert
To request something that isn’t in the UniBuy catalogue, you must request a non-catalogue item.
You can also do the same in Guided Buying. For a broader overview of UniBuy Expert, see What is UniBuy Expert?
Purchase Order Troubleshooting: How to clear a PO commitment after a prepayment
Follow these instructions if a PO commitment still exists when the invoice has already been paid as one or several upfront payments. You may find this in a Power Bi report or in a report from your local finance support.
Where to find the supporting documents for a purchase order in UniBuy
Follow these instructions to access any supporting documents attached to your purchase order. You can also do the same in UniBuy Expert.
How to link / attach a Travel Request to my Expense Report in Concur
When acquitting travel expenses that are airfare, accommodation, or car rental the University has a mandatory requirement that your pre-approved Travel Request containing these items be linked/assigned to the Expense Report in Concur. Follow these steps to complete this process in your open Expense Report.
How to submit a Cash Card request in UniBuy
Follow these instructions if you require one of the following:
- A new University cash card
- A top up of an existing University cash card
- The final acquittal of an existing University cash card
To request a new Cash Card: Please refer to the processes outlined in the Cash Card and Non-travel Cash Advance Procedures 2021 before following these instructions.
For more information, visit the Paying page on the staff intranet.
Add travel preferences to your Concur profile
To book travel in Concur, you need to provide travel preferences for the following: air travel options, hotels options, car rental options, frequent-traveller programmes, international travel options, travel arrangers.
How to check that all my goods receipts have been done in UniBuy
If the status of the PR is Received, then your goods are fully receipted. However, if the status is Ordered or Receiving, the goods still need to be receipted in UniBuy.
Note: for the supplier to be paid, the invoice needs to be processed in UniBuy after receipting. Please email any unprocessed invoices to unibuy.invoices@sydney.edu.au to complete the order.
Where to find the supporting documents for a purchase order in UniBuy Expert
Follow these instructions to access any supporting documents attached to your purchase order. You can also do the same in UniBuy Guided Buying.
How to check if a UniBuy request was approved by a delegated approver (Guided Buying)
Follow the instructions below to see if a request was approved by a delegated approver.
How to manage delegations in UniBuy
The Manage Delegation process allows you to nominate staff to initiate business processes or actions inbox tasks on your behalf.
This process can also be used when taking leave to ensure approvals or actions are monitored while you are on leave.
This is especially useful if you are responsible for approving purchases but are about to go on leave. Please note, the delegatee will not be able to purchase on your behalf, and you cannot have more than one delegated approver within the same period.
To learn how to do the same in UniBuy Expert, see this article. For a broader overview of UniBuy, see What is UniBuy?
Approval routing flow for a submitted Contract Workspace Request Form – Goods and Services
The approval routing flow can be found in the Approval section of the request form after a ‘Contract Workspace Request Form – Goods and Services’ is submitted. To find the submitted request form, follow these instructions.
Approvals will be routed to the Commercial Team, followed by the Contract and Catalogue Enablement Team.
Do I use the contractors class code (6401) for every expense type regarding contractors?
Always use the class code that describes the nature of the expense if available. Only use the contractor class code (6401) when there is no alternative.
Where do I get help for My Org Finances?
Listed below are the various ways you can seek advice or get support for anything related to My Org Finances.
Add car hire to a travel booking in Concur
If you are traveling for work, you need to book and pay for work-related car hire through the University's travel agent, FCM Travel using Concur. It’s best to book airfares (domestic and international), accommodation, and car hire in the same booking to avoid creating multiple travel requests.
How to quickly find multiple contract values in UniBuy Expert
Follow these instructions to see the contract value for the contract or the hierarchy of contracts from the search list.
How to download and print a copy of your purchase order in UniBuy Guided Buying
You can save purchase orders as PDFs that can be printed in UniBuy Guided Buying and in Expert.
For a broader overview of UniBuy, see What is UniBuy?
Book domestic travel in Concur
You can book domestic travel online in Concur. You can pay for airfares using the Business Travel Account through Concur.
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