What is NS Expenses?
Step 2: Complete the Expense Claim
The method staff can use when requesting an expense
reimbursement. Does not currently include Contractors,
Visitors and Petty Cash claims.
Complete the required information for the claim. Each
claim can have different Business Purposes. For example:
a claim for international travel can be on a same claim to
for memberships. Once a claim for the business purpose
of International Travel is created you can add several
business purposes & Expense Types.This is done by adding
Check Claimant Details
It is important to check the details of the claimant by
selecting the User Details menu under EXPENSES :
rows. Rows can also be deleted this way.
.
Step 3: Attach scanned receipts
This information comes from the Human Resources
System.
 Check that the e-mail address is correct as this is the
address notifications will be sent to. If you are
claiming on behalf of someone, both you (the
enterer) and the claimer will receive an e-mail.
 Check the claimant’s supervisor is accurate (as this is
the person who will authorize the claim by signing the
claim form.
 Check that the Financial Approver is accurate (this is
the person with financial delegation to approve the
claim on-line)
If any information is incorrect or missing, please contact
the Accounts Payable helpdesk at aphelp@unsw.edu.au
to request correction.
Step 1: Create an Expense Claim
Once all the lines are entered, attach receipts, ER1 form.
. Save the Expense Claim.
It will be paid within 2 working days of approval.
Step 4: Budget Check the Claim
Save an Expense Claim for Later
The budget status is at the top right of the screen. When
you create an Expense Claim, the status defaults to “Not
Chk’d” :
To save your expense claim for later, just press the Save
button at the very bottom of the screen.
.
Click on the magnifying glass to initiate the budget check.
You cannot submit an expense claim until the budget
check is successful and the status changes to “Valid”.
.
Step 4: Submit an Expense Claim
To submit your claim the Budget Status must be “Valid”
then you can press the green tick icon to submit.
Select Add/Update from the Expenses menu:
Once submitted for approval status will change to “Pend
Appr”. Remember, a claim cannot be submitted until it
has been budget checked. There is no need to print the
claim if receipts are attached online.
Step 5: Approval
The Financial Delegate (Approver) then approves the
claim.
To create a new claim press the “Add” tab.
Inquire on an Expense Claim
Go to Review Reimbursement and enter your empid.
Status explanations:
Entered
claim not yet submitted
Pend Appr
claim submitted for approval
Cancelled
claim cancelled or denied
Approved
claim approved
Closed
claim uploaded to Accounts Payable.
Or Visit Finance Portal.
FAQ - Foreign Currency
NS Expenses supports foreign currency. If you choose to
use this functionality the current days exchange rate will
be used. If you do not wish to use the current days
exchange rate please convert your claim into AUD at the
time of the claim. If you choose to convert your claim you
must remember to change the “VAT Type” if GST is not
applicable to the line. Only the most commonly used
exchange rates are available in NSF. Should you wish to
have an exchange rate added, please contact
aphelp@unsw.edu.au
FAQ - GST and FBT
 FBT will calculate based on the Expense Type selected.
 GST will make assumptions based on the Expense Type
selected - you can change this if necessary (i.e., VAT
code AO = add GST and FRAO = do not add GST.)
Claiming Meals & Entertainment
Meals & Entertainment have specific FBT rules – if you are
unfamiliar with these rules please do the UPK On-Line
training
topic
under
Expense
Reimbursement
Fundamentals called “EX.02.06-Claim Meals &
Entertainment Expense”.
Workflow
Status of the claim will be advised via e-mail. Both the
claim enterer and the claimant will receive an e-mail if
they are different. If enterer and the approver are same
then no workflow is sent.
Copy an Expense Claim
Employee Signature Requirements
If entering expense claim on behalf of other employee,
please ask the claimaint to sign the ER1 form (posted in
the forms directory of the Finance web site), scan and
attach it to the claim.
Where to find Training
ONLINE TRAINING
Select “Our Services” then “Training” and then “Online
Training Tool” from our website www.fin.unsw.edu.au
The Topics are very useful so why not try them out?
CLASSROOM TRAINING
Quarterly classroom training schedules are posted on our
finance website www.fin.unsw.edu.au
Select “Our Services” then “Training” and then “Booking
into Training” from our website
Please seek approval from your line manager and follow
the normal approval process to register classroom training
via MyUNSW.
QUICK REFERENCE GUIDES
Quick Reference Guides (such as this one) are posted on
the Finance web site under Our Services then Training and
then click on Training Materials.
Create an Expense Claim in the normal way, once you
have entered your empid press
and select
the expense claim you want to copy. Edit the claim as
necessary, attached receipts, Budget Check it and submit
for approval.
Business Process Flow Charts & Rules
Business Process Flows & Business Rules are available on
the Finance website www.fin.unsw.edu.au under
Reimbursement FAQs.
Employee Expense
Reimbursement
(with attachment)
Quick Reference Guide
Access from the EXPENSES menu
of NS Financials
Where to get help
PROCESSING HELP – Contact Accounts Payable Help Desk
on
extension
53356
or
email
details
to
aphelp@unsw.edu.au.
TECHNICAL HELP - Contact your local IT support team, if it
cannot be resolved; contact the IT Service Desk x51333 or
email them at ITservicecentre@unsw.edu.au .
For all of the University’s Financial
Policies and Guidelines,
refer to the Finance Website:
www.fin.unsw.edu.au