NS Financials Upgrade s1

About this Guide UNSW Credit Cards to be used for Business expenses only. They should not be used for private expenses. Cardholders must reimburse UNSW immediately for any private expenses on their UNSW Credit Card. Read about UNSW Credit Card Procedure https://www.fin.unsw.edu.au/files/CreditCard/Credit_Card_Procedures.pdf

How to reimburse private expenses

Private expenses can now be directly paid to Westpac bank (as at July 2013 the L20 form should no longer be used to reimburse private expense). Step 1: Reimburse UNSW

Reimbursement to UNSW for the private expenses can be done via any of the following methods:  Cheque – to be paid in Westpac branch in reference to UNSW credit card  Cash – to be paid in Westpac branch in reference to UNSW credit card  BPAY – Online (use Biller code 5181 and in reference write your card number as shown in the image below)

Make sure to provide your UNSW credit card number.

Step 2: Reconcile Private Expense Once the Reimbursement for the private expenses is Write “Private Expense” in the comments section done, the expense on your statement must be reconciled in the normal way. Use the “Private Expend” business purpose.

Private Expense Business Purpose will default the account to 7573 and VAT Zero. Step 3: Reconcile the Credit Once the payment has been made, credit for the It should be reconciled against your default Private Expenditure will appear in your statement. chartfield. (Please DO NOT change these details). (This may appear in the same or next statement This payment will offset the Private Expense depending on when the reimbursement was done) reconciled before. Use the “Private Expend (CCard only)” Expense type. In the comments write “Refunded back into Card DD/MM/YY”

You should reconcile in the normal way and use the “Private Expend” Business Purpose and “Private Expend Payment” in the Expense Type.

This will default to 7573 expense account and VAT Further Information Zero. It should be reconciled against your default chartfield (DO NOT CHANGE THESE DETAILS). NS FINANCIALS KNOWLEDGE BASE Training Videos, User Manuals and Quick Reference Guides can be accessed from Finance Website www.fin.unsw.edu.au under NS Financials Knowledge Base in Quick Links. Private Expenditure NS Financials Knowledge Base >> Training >> Quick Reference Guide Training Materials http://www.fin.unsw.edu.au/NSF_KnowledgeBase/ QRG.html

TRAINING GUIDES http://www.fin.unsw.edu.au/NSF_KnowledgeBase/ OnlineTrainingTool.html#Videos http://www.fin.unsw.edu.au/NSF_KnowledgeBase/ To access NSF and for all of the QRG.html University’s Financial Policies and Guidelines, refer to the Finance Website: Where to get help? www.fin.unsw.edu.au Credit Card Help – Contact Credit Card Administrator at x53885 or send an email to [email protected]

TECHNICAL HELP - Contact your local IT support team, if it cannot be resolved; contact the IT Service Desk x51333.

Credit Card