What’s Changing?
In November 2014 printed statements are going online and
approval by the cardholder and their supervisor will be done
via email:
1. Reconcilers will no longer select “Approved” during their
reconciliation – they will select “Verified”.
2.
3.
4.
5.
The statement no longer has to be printed, signed and
attached.
Instead you should press the button
“Create/Attach Statement” which will create an image
of the statement and attach it into the system.
Cardholder signature is no longer required on the
statement – instead they will receive an email request
to approve the statement online.
An option step for review has been added whereby the
statement and receipts can go to a “Reviewer” before
going to the Cardholder supervisor for approval.
Cardholder supervisors are no longer required to sign
the statement – instead they will receive an email
request to approve the statement online.
1 – “Verified”
When reconciling your credit card statement you will see
that “Approved” is no longer available in the list for the line
status. Instead you will see “Verified”.
The reconciler now verifies the
transactions. You should not
attempt
to
create
the
statement or submit for approval until all transactions for the
period have the status of verified.
While the transaction line has the status of Verified you
can come back and make changes to it, so you have the
opportunity of making changes if you need to prior to the
supervisor performing the approval. Once this step has
been performed you will not be able to make changes.
New fields in the Attachments
screen
Once all transactions for the statement period have been
verified you should go to the Credit Card Attachment
menu and go into the statement for the period where you
attach your receipts in the normal way.
You should also identify the cardholder supervisor who will
be performing the final approval. You should also identify if
this statement will need to be reviewed by anyone prior to
going to the Supervisor.
2 – “Create/Attach Statement”
Once the receipts have been attached, and the end of the
statement period has arrived, you need to create and attach
the statement into the system. You do this by clicking on
the Create/Attach Statement button near the bottom of the
screen.
The reviewer does not have to be a Financial Delegate. The
system will remember the reviewer you have selected for
your next statement, however you can change this.
If a Reviewer was selected an email will go the Reviewer
requesting that they review the transactions and supporting
documentation for the Cardholder supervisor before going to
them for approval. If no reviewer was selected the system
will skip this step and send an email to the cardholder
approver requesting that they approve the transactions for
the statement period.
You no longer have to print the statement, obtain the two
signatures required, scan it and attach it into the system.
Pressing this button replaces all those requirements.
Submit for Approval
Once you have attached your receipts and other supporting
documentation, identified the final approver in the
Supervisor field and, if required, identified the (optional)
Reviewer and Created and Attached your statement you
can submit it for approval by clicking on the Submit For
Approval button. This is the final step so you should do it
last.
Pressing this button will initiate the approval workflow
process (as explained below).
3 – Cardholder Approval
This step does not require anyone to log into the
system.
5 – Cardholder
Approval
Supervisor
Once all other tasks have been performed the final approval
request workflow email will go to the cardholder supervisor.
The cardholder supervisor list will only show Financial
Delegates.
The system will remember the supervisor you have selected
for your next statement, however you can change this.
The first approval request will go to the Cardholder by
sending an email to the cardholder requesting that they
approve the transactions that have been verified.
If the cardholder is also the reconciler the system will skip
this step by accepting that the transactions verified are also
approved and jump to the next step.
This step does not require anyone to log into the
system.
4 – “Reviewer”
Reviewer is optional so if your final approver doesn’t need
the statement and supporting documentation reviewed, or
will be doing the review him/herself, you can leave this field
blank.
This step does not require anyone to log into the
system.
Only once the supervisor has performed the final approval
will the transactions in the statement be marked approved
and be picked up and placed in the General Ledger. Until
then they will remain in suspense.
Checking the status of Approval
In order to check the progress of the approval workflows go
to the “Approval History” tab of the bottom of the Credit Card
attachment screen.
1.
use this to approve or deny the claim
2.
enter any comments you may wish to make
3.
submit the entry
Approved – approval has been performed.
Pending – an approval request has been sent but not yet
actioned.
Not Routed – an approval request has not yet been sent,
most likely because the action prior to this has not yet been
performed.
When will the email actions
update NSF
A process runs every hour, on the hour, to update NS
Financials based on the action taken in the workflow email
(approve or deny) so you will not see the transaction line
approved immediately.
Once you have pressed the submit button an email will be
created to NS Financials with an update. Please send the
email without making any changes to the email.
Workflow email explanations
Changing the Approver
In the emails that are sent to the Cardholder, Reviewer and
Cardholder Supervisor will be three attachments.
If you have already submitted your statement for approval
you can’t change the approver. Please do not insert an
approver because this will add an additional approver and
still require approval from the original approver. To change
the approver from one person to another you will need to
contact the Credit Card Administrator for assistance.
1.
click on this attachment to open the page where you
perform the actual approval.
2 . This file contains copies of the supporting
documentation that was attached by the person who
reconciled the statement.
3 . This file contains the statement for the period.
Where to get help
Visit the Finance Knowledge Base to find more information
on Expenses including reference guides, user manuals and
training videos.
Contact the Finance Help Desk if you need assistance or
have any questions at financehelp@unsw.edu.au or call
x53330.
An Information session was held and recorded, this will be
made available on the Credit Card page of the Finance
Knowledge Base.
When you launch the attachment (see 1 above) the
approval page will open and you will see a summary of the
spend for the period as well as a year to date summary.
Credit Card Online
Statements & Email
Approval
Quick Reference Guide
For all of the University’s Financial
Policies and Guidelines,
refer to the Finance Website:
www.fin.unsw.edu.au