ORACLE UTS INTERNET EXPENSES iexpenses APPROVER S REFERENCE GUIDE

Transcription

1 ORACLE UTS INTERNET EXPENSES iexpenses APPROVER S REFERENCE GUIDE BUSINESS PROCESS... 2 Reviewing an Expense Report... 2 Example of a Valid Tax Invoice, EFTPOS Receipt and Payment Confirmation... 4 Chart of Accounts Mapping Tool... 6 Standing Delegations of Authority... 6 Terminating Employees (Corporate Cardholders)... 7 SYSTEM PROCESS... 8 Report Status... 8 Last updated May 2012 Page 1 of 8

2 BUSINESS PROCESS Reviewing an Expense Report Log into Neo Click the relevant Subject Under Related Applications, click on Expense Report Details Section 6.3 UTS Corporate Credit Card Vice Chancellor s Directives Last updated May 2012 Page 2 of 8

3 Click on View UTS Corporate Credit Card Vice Chancellor s Directives Approver s responsibilities Verify and approve all transactions in accordance with University procedures. This includes ensuring the staff has supplied all supporting documentation, such as tax invoices (domestic expenses), invoices/receipts (international expenses) and entertainment forms; o The Procurement and Payments Procedure states the following Goods and services under the value of $2,000 can be procured via a UTS credit card. All business related travel expenditure should be purchased on a UTS credit card. Items which are not permitted to be purchased on a UTS credit card are IT goods and services (see 6.1), the acquisition of Library Resources (see 6.2) or building fit out and furniture (see 6.3). Ensure all transactions are validly incurred for legitimate business purposes; Ensure corporate cardholders acquit their corporate card transactions each month; Any inappropriate or unjustified transactions must be followed up with the staff immediately. Suspected breaches of University policy must be referred to the relevant Dean, Director or VCMG member, who will report the matter to the Chief Financial Officer. Last updated May 2012 Page 3 of 8

4 Example of a Valid Tax Invoice, EFTPOS Receipt and Payment Confirmation Valid Tax Invoice EFTPOS Receipt Supplier s identity & the document is intended to be a tax invoice A brief description of the goods/services GST amount Supplier s ABN & transaction date Payment Confirmation Last updated May 2012 Page 4 of 8

5 Last updated May 2012 Page 5 of 8

6 Chart of Accounts Mapping Tool Approvers must ensure that they have the financial delegation to approve the org units specified in the expense reports. The Chart of Accounts Mapping Tool will assist staff to identify current org units within the faculty/division. FSU website Org Unit tab, filter columns E (PARENT_STATUS) Child, F (END_DATE_STATUS) Active and R (FAC_DIV_VALUE_ACRONYM) to review the list of active org units applicable to your faculty/division. Standing Delegations of Authority A delegation relates to the delegate s position, not the individual occupying the position. An authority delegated to an officer of the University extends to any person officially acting in that position on a temporary basis, unless otherwise specified in the appointment to act. The delegates listed in Section 1.2 of the Standing Delegations of Authority have authority to commit funds up to the limit specified within their areas of responsibility and within the approved annual budget, subject to the availability of funds and to the exceptions specified. If the system is not accepting your approval for expense reports but you believe that you are an authorised delegate, please contact the FSU Systems team. Last updated May 2012 Page 6 of 8

7 Terminating Employees (Corporate Cardholders) Notify the FSU iexpense team immediately (the physical return of a corporate card does not automatically instigate the cancellation process) Ensure all outstanding corporate card transactions are acquitted and the relevant supporting documentation is received Past acquittal records must be retained at the University (for a period of 7 years after the financial year audit has been completed) A reminder notification will be sent to the relevant approver of the terminating employee Leaving UTS checklist Last updated May 2012 Page 7 of 8

8 SYSTEM PROCESS Report Status Report Status Action Comments Pending Individual s Staff Only applicable to alternate delegates Approval Pending Manager Approver May not be the staff s direct line manager Approval Neo approver must have financial delegation If the Neo approver does not respond to the approval notification within a set timeframe (5 days), the approval notification will escalate up the approval chain until a response is given (note, the FSU iexpense team cannot intercept the workflow) or the staff withdraws the expense report to resubmit it to the original approver Pending Payables Approval FSU iexpense team The FSU iexpense team will complete an audit process by verifying the attachments against each transaction line detailed in the expense report Ready for Payment FSU iexpense team Staff reimbursements are not included in the fortnightly pay Corporate cardholders do not receive money for their corporate card acquittals Pending System Administrator Action SYSADMIN Requires action by the system administrator before an expense report can proceed through the workflow Reasons may include a terminated approver, invalid accounting combination or an approver has not provided a response which has timed out more than 3 times Pending Your Resolution Staff Staff are required to withdraw the expense report and resubmit it to their approver Rejected Staff A notification informs the staff that the expense report has been rejected and what is required to rectify the matter After the relevant updates, the staff can resubmit the expense report for approval If the expense report is not resubmitted within a set timeframe (4 weeks), the system will delete it Reasons may include missing tax invoices/receipts or noncompliance Returned Staff If the nominated approver does not have financial delegation for the specified org unit and the system cannot find another approver, SYSADMIN will return the expense report to the staff for the relevant updates before it can be resubmitted Withdrawn Staff Staff are required to finalize the expense report (update or delete) Last updated May 2012 Page 8 of 8