Upload a receipt into Concur
You can use Concur (browser) upload a receipt to provide evidence for all corporate card transactions and cash claims.
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. 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 $5000 or under will be pre-approved and does not require you to follow the process below.
Contract Management Roles and Definitions
The following are the key common terms and definitions utilised throughout the contract management process.
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 get an invoice for an FCM managed flight booking
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).
Can I engage a foreign individual to work in Australia?
Yes, if the specified individual(s) is an Australian Citizen or have the rights to work in Australia.
How to return unspent funds from a Cash Advance
You would need to complete this task if:
- you were granted a cash advance to cover official University travel or business expenses, and
- you didn’t use all of the funds you applied for and received.
You need return these funds before you can acquit the cash advance to an expense report in Concur.
What is a thank you (honorarium) payment?
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
Create a new expense report in Concur
You can create an expense report to acquit all corporate card transactions and to claim out-of-pocket expenses.
To create a new expense report for an approved Concur travel request please follow these instructions.
Allocate an expense item to multiple cost centres in Concur
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.
Claim out-of-pocket expenses or cash claims in Concur
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.
How can I exchange or return goods processed in UniBuy?
This a short guide to exchanging or returning goods processed in UniBuy.
How to combine an expense transaction with an e-receipt in Concur
Use the following steps when you have a corporate card or Business Travel Account transaction and a matching receipt appearing on separate lines in your Available Expenses.
How to search by transaction type in UniBuy Expert
For a broader overview of UniBuy Expert, see What is UniBuy Expert?
Acquit a cash advance in Concur
You need to complete this process once you have finished using your cash advance funds.
How to request access to the Procurement Contracts Assurance dashboard
The Procurement Contracts Assurance dashboard is a suite of reports designed to assist University staff overseeing and managing Procurement contracts that have been put in UniBuy (e.g., a Contract Workspace has been created).
What is the Contract Tiering Tool?
The Contract Tiering Tool is a standard tool that assists the user to determine a contract tier. See below for a general overview and for instructional guides.
Anti-tampering inspections for PinPads and Kiosks: Instructional Guides
One of the Payment Card Industry Data Security Standard (PCI DSS) compliance requirements for the University is to complete regular anti-tampering inspections of all payment PinPads (PIN Transaction Security Devices) and SydPay Kiosks.
How to create a missing receipt affidavit in Concur
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.
Selecting discretionary spend project code/s for staff cost allocation
Follow this article to identify the appropriate discretionary project code/s for staff cost allocation when completing the Staff Cost Allocation part of the Job Requisition form in Workday.
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