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Follow these instructions to access the FCM supported portal which allows you to locate and download copies of tax invoices for any flight bookings you have managed through FCM (University Travel Provider).
This guide shows you how to find a purchase request or order in UniBuy Guided Buying. You can also look up a purchase request or order in UniBuy Expert. For a broader overview of UniBuy, see What is UniBuy?
The UniBuy Desk can assist with advice on the quote process. Call them on 02 9351 2000 [x12000 option 5] or email UniBuy.Desk@sydney.edu.au.
You can request to reset your Personal Identification Number (PIN) if you have forgotten or would like to change your PIN number. This number is required to make purchases of goods and services over $100 on behalf of the University when using a corporate card.
If a receipt needs to be amended or cancelled, you must reverse the receipt.
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?
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.
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.
This Guide shows you how to receipt items or services using a Purchase Order (PO) raised by another party in UniBuy Expert.
For a broader overview of UniBuy Expert, see What is UniBuy Expert?
You would check your corporate card balance or limit to track your purchases for the month and therefore make informed decisions about future expenditure.
You can request a travel or non-travel cash advance for the following:
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.
If the supplier only accepts payments through their own online payment processes, you can use a corporate card if it not one of the prohibited uses listed in section 6 of the Corporate Card Procedures 2019.
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?
This article provides details of the types of goods and/or services can be paid for using a Non Purchase Order (PO) Invoice Payment Request.
See below for a list of prerequisites common for all UniBuy purchases.
Follow these instructions to delete a purchase requisition with a composing or submitted status.
These instructions will not work if the requisition has already been approved (e.g., requisitions with a status of ordered, receiving, or receipted). Please contact the UniBuy Desk if you need to delete an approved purchase requisition.
The University receives income from a variety of sources including students, commonwealth and state governments, industry and private donors.
Purchase requests must be approved before being sent to the supplier. Approvers will be emailed by UniBuy when a request has been submitted for their approval.
You can also to do the same in UniBuy Expert. For a broader overview of UniBuy, see What is UniBuy?
Please note: Any catalogue or contract purchase requisition raised in UniBuy to the value of $1000 or under will be pre-approved and does not require you to follow the process below.
Follow this article to track your actuals against budget and forecast.
You would add an expense item to an expense report to easily group all related transactions, e.g. June expenses or China trip expenses, to submit your expenses for approval.
Follow these instructions to edit a Request for Quotation (RFQ) form in UniBuy.
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