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How to add shipping/freight to my purchase request in UniBuy

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0013719

If you receive a quote for an item with the shipping/freight costs included, you must include the cost as a separate item when creating your purchase requisition in UniBuy. Below are three sets of instructions based on when you received the shipping costs:

  1. You received the shipping cost in the quote. You haven’t created the purchase request in UniBuy yet.
  2. The shipping cost was unknown when creating the purchase request, but now it is known. The purchase request exists but it either:
    • Hasn't been submitted for approval.
    • Has been submitted but isn't fully approved.
  3. The shipping cost was unknown when creating the purchase request, but now you have received the invoice with the shipping cost included. By now the purchase request has been approved.

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?

Procurement Sourcing Contract Handover Process

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0027324

The following article details the steps that will be undertaken by the Procurement Sourcing Lead post contract execution to ensure an appropriate handover of a contract and its supporting documentation to the Contract Manager.   The handover applies only when Procurement Services have established the contract on behalf of a PSU/Portfolio/Faculty.

The handover is critical in ensuring a Contract Manager is set-up for success and that the Procurement Sourcing activity can be considered complete.

How to change a purchase order ownership in Unibuy

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0031043

This knowledge article guides you to complete an e-form that will enable the change of ownership of all purchase requisitions and/or invoice approvals for a specified employee.

  • when an employee has left the University
  • a change in working area
  • a change in role

How to request an increase in corporate card limit

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011398

Follow this process to request to amend/increase your corporate credit card limit either permanently or temporarily.

Allocate an expense item to multiple cost centres in Concur

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011413

You can use this process for allocating the total value of an expense item to multiple responsibility centres and project codes, when the product or service purchased is used for purposes that cover more than one cost centre. Allocating an expense item to the correct cost centres ensures that budgets can be tracked accurately.

How to create a missing receipt affidavit in Concur

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011420

You need to create a missing receipt affidavit if you don’t have a receipt for any out-of-pocket expense or corporate card transaction.

How to get a University corporate card

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011400

You would use a University corporate card to pay for goods and services that are approved University business expenses.

Approve or deny a cash advance

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011395

When a team member for whom you are an approver submits a cash advance request in Concur, you’ll need to review the details and approve or deny the request.

What should my tax invoice look like?

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0014283

When you make a taxable purchase of more than $82.50 (including GST) from a supplier registered for GST, you must obtain a tax invoice to claim the GST credit. Please see this ATO webpage on Tax Invoices for detailed guide to what your tax invoice should look like.

What is a thank you (honorarium) payment?

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0014625

A thank you payment is a type of honorarium payment, which is typically:

  • a reward for voluntary services, or
  • a fee for professional services voluntarily performed

Claim out-of-pocket expenses or cash claims in Concur

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011408

You need to claim an out-of-pocket expense in Concur so that you can be reimbursed for work-related expenses that you purchased using your own money, using either cash or a personal card.

You must have an approved travel request in Concur if your claim is related to travel.

Email and website quotes (purchases under $5k)

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0014558

For any purchases below $5k, the following types of quotes without ABN and address information is acceptable:

  • An online quote (i.e., a quote from a website)
  • An email quote

See below for information on what is required for these quotes.

Check the status of your cash advance request in Concur

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011394

You can check your cash advance request status to see whether your request has already been issued for bank processing by the Finance team, or if it is still waiting to be actioned.

Act as a delegate in Concur

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0011389

You can act as a delegate in Concur to perform travel request and expense tasks on behalf of someone else. Tasks include creating and submitting expense reports, and creating and submitting travel requests.

How to request cabcharges through the University

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0018564

Follow the instructions below to request cabcharges. You can pick up the tickets from the Margaret Telfer Building (K07, Level 2, 79 Arundel St, Forest Lodge NSW 2037). Collection days are Tuesdays and Thursdays.

The difference between Purchase Requisitions and Purchase Orders in UniBuy

https://sydneyuni.service-now.com/sm?id=kb_article_view_sec&sysparm_article=KB0016302

Purchase requisitions and purchase orders fulfill two distinct functions:

  • A purchase requisition is an approvable document for the University to keep track of their purchases.
  • A purchase order is created from the purchase requisition and sent to the supplier as an order once the requisition is approved in UniBuy. 

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