How to add a new contact to a customer in PeopleSoft
Follow these instructions if:
- You need to raise an invoice for a customer that is set up in PeopleSoft
- The contact details on the invoice is missing from the customer information in PeopleSoft
How to fill out a Digital Travel Diary
A digital travel diary must be filled out and uploaded to travel requests with an overnight stay or more in the University's travel and expense management system (Concur).
Contract Management Roles and Definitions
The following are the key common terms and definitions utilised throughout the contract management process.
How to find a purchase request or purchase order in UniBuy
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?
Check my corporate card balance / limit
You would check your corporate card balance or limit to track your purchases for the month and therefore make informed decisions about future expenditure.
How to reverse a receipt in UniBuy Expert
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?
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.
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.
How to receipt a purchase order on behalf of someone else in UniBuy Expert
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?
How to change my UniBuy profile
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?
What to do if the supplier accepts online payments only?
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.
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.
How to delete an unapproved purchase requisition in UniBuy
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.
Prerequisites for all UniBuy purchases
See below for a list of prerequisites common for all UniBuy purchases.
When to use a Non Purchase Order (PO) Invoice Payment Request in 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.
Types of revenue & income
The University receives income from a variety of sources including students, commonwealth and state governments, industry and private donors.
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
Add a Corporate Card expense item to an existing expense report in Concur
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.
How to approve a purchase request in UniBuy
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.
How to see an Income and Expenditure (I&E) report in My Org Finances
Follow this article to track your actuals against budget and forecast.
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