| Ref | Name | Used for | Contact |
|---|---|---|---|
| FS03 | Payment Request |
Paying an individual or reimbursement to an individual or Supplier with no ABN tax invoice. [All tax invoices must be emailed to unisa.taxinvoices@unisa.edu.au ; if you are a University staff member seeking a reimbursement for out of pocket expenses, please refer to the Staff Reimbursements process] |
Accounts Payable |
| Vice Chancellor's Authorisations | Information regarding the University's VCA framework | Risk and Assurance Services |
| Ref | Name | Used for | Contact |
|---|---|---|---|
| FS61 | Intangible Asset Assessment Form | Used to determine whether software purchase, customisation and implementation projects meet the capitalisation requirements as an intangible asset, including cloud based services | Sharmi Bhatia |
| FS64 | Asset Disposal | Used to record the disposal of an items held on the Fixed Asset Register | Jass Kaur |
| FS65 | Asset Addition | Used for the recognition of new items to be added to the Fixed Asset Register | Jass Kaur |
| FS66 | Asset Relocation | Used to update the location details of an item held on the Fixed Asset Register | Jass Kaur |
| FS68 | Multi Asset Disposal Form | Used to record the disposal of multiple items held on the Fixed Asset Register | Jass Kaur |
| FS69 | Assets Loan Agreement & FBT Declaration | Used when loaning assets to staff members or other areas | Kristian Thoroughgood |
| Ref | Name | Used for | Contact |
|---|---|---|---|
| FS52 | Visa Card Application | Applying for an University credit card | Elyse Perin |
| FS56 | Unavailable Documentary Evidence Declaration | To be completed when a Tax Invoice / Receipt for a transaction is not available as evidence | Elyse Perin |
| FS57 | Authority to Recover Credit Card Non-Business Expense Money Owed | To be completed when you have acquitted all the transactions made from a Cash Advance and need to reimburse the remainder of the Cash Advance to the University. | Elyse Perin |
| To be used when requiring a Justice of the peace signature | |||
| Vice Chancellor's Authorisations | Information regarding the University's VCA framework | Risk and Assurance Services | |
| Currency Converter |
| Ref | Name | Used for | Contact |
|---|---|---|---|
| FS08 | Maintenance of Chart of Accounts | Changes to the chart of accounts in Finance One | Nicola Fountain |
| FS10 | Maintenance of Item Codes (updated May 2021) | Changes to item codes in Finance One | Philippa Pedlar |
| FS11 | Journal Upload Sheet - Non GST | Template to be used for uploading journal entries into FinanceOne | Daniela Kuckhahn |
| FS22 | Request for Access/Change to Finance One | Access to the financial system - FinanceOne | Nicola Fountain |
| Vice Chancellor's Authorisations | Information regarding the University's VCA framework | Risk and Assurance Services |
| Ref | Name | Used for | Contact |
|---|---|---|---|
| FS23 | Student Placement Insurance | Insuring students on placement | Greg Sharon |
| FS24 | Student Incident Report | Incident report for students on placement or other Uni related activity | Greg Sharon |
| FS33 | Outside Directorships | Approval for holding and Outside Directorship on behalf of UniSA | Greg Sharon |
| Impairment Form - Unimutual | Notify insurer of Impairment which exceed 12 hours | Greg Sharon |
| Ref | Name | Used for | Contact |
|---|---|---|---|
| FS09 | Vendor Account Request |
Requesting creation of a new vendor or changes to an existing vendor account. Please refer to the:
|
Vendor Maintenance |
| FS60 | Contract and Tender Received |
Listing contracts / tenders received (only for hard copy submission) |
Hai Quan |
| SBS | Statement by Supplier Form |
For payments above $75, to avoid withhold the No ABN Withholding tax. The University requires all suppliers who do not quote an ABN to sign a SBS form. |
Kristian Thoroughgood |
| Ref | Name | Used for | Contact |
|---|---|---|---|
| FS17 | Loan of NAB EFTPOS Terminal agreement | Request to borrow EFTPOS Terminal | Rosanne Rigon |
| FS18 | Miscellaneous Payment | Paying back money to the University | Emma Burke |
| FS19 | Sales Invoice Request |
This form should not be used for the following:
|
Rosanne Rigon |
| FS20 | Request to write-off outstanding debt | Write-off outstanding debt authority | Rosanne Rigon |
| FS20A | Request to write-off outstanding student debt | Write-off outstanding debt authority | Rosanne Rigon |
| FS21 | Request for a Credit/Adjustment Note | Cancelling an invoice | Rosanne Rigon |
| FS29 | Line Item Request Form | New Line Item / Amendment to Existing Line Item | Daniela Kuckhahn |
| Vice Chancellor's Authorisations | Information regarding the University's VCA framework | Risk and Assurance Services |
| Ref | Name | Used for | Contact |
|---|---|---|---|
| FS28 | Independent Contractor | Information on engaging and paying an independent contractor in UniSA (RTF file) links to contract templates for companies, contractors with ABNs, overseas individuals, and individuals (staff access only) |
Finance - Contractor Review |
| FS71 | FBT entertainment assessment | Kristian Thoroughgood |
| Ref | Name | Used for | Contact |
|---|---|---|---|
| BTR | Business Travel Request Form Guide | To start a new travel booking request | Joanne Amey |
| FS26 | Travel Calculator Indicative rates for:
|
To estimate a cash advance - guide only | Accounts Payable |
| FS27 | Cash Advance Approval | For travelling staff who do not hold a UniSA Credit Card, to obtain approval for a Cash Advance. | Accounts Payable |
| FS32 | Medical Request | Booking a medical consultation for travel | Joanne Amey |
| FS36 | Cash Advance Record - Instructions | To record cash expenditure | Accounts Payable |
| FS37 | Business Travel Record | Travel Diary for ATO requirements | Joanne Amey |
| FS38 | Cash Advance Summary Sheet - Instructions | Summarising the cash advance expenditure | Accounts Payable |
| FS39 | Accounts Payable Cash Advance Acquittal | Acquitting the cash advance via Accounts Payable | Accounts Payable |
| FS84 | University Credit Card Authorisation - Accommodation | If you do not have a University Corporate Credit Card and are booking accommodation then use this form to send to the hotel prior to your stay with the appropriate authorisation of the cardholder so that the charges can be applied against this card. | Joanne Amey |
| FS88 | Visitor Profile Form | To set up a Travel Profile for UniSA Visitors only, to be used by the Travel Management Company to complete bookings | Joanne Amey |
| FS89c | Essential Travel & High Risk Travel Questionnaire |
This form assists the University in determining whether to permit travel to and/or remain in countries with a DFAT Alert Level 3 and 4 (DFAT advice is “reconsider your need to travel” or “do not travel”). Please be advised that there are specific exclusions that apply in relation to travel insurance coverage for staff and students travelling to or remaining in DFAT Alert Level 3 and 4 regions. |
Joanne Amey |
| FS89b | Essential Travel Questionnaire - International |
This form assists the University in determining whether requested International travel is considered essential. Please take into consideration that specific exclusions may apply in relation to travel insurance coverage due to COVID-19 for anyone travelling on behalf of the University. |
Joanne Amey |
| FS89d | Essential Travel Questionnaire - Domestic |
This form assists the University in determining whether the requested Domestic travel (regional OR interstate) is considered essential. |
Joanne Amey |
| Vice Chancellor's Authorisations | Information regarding the University's VCA framework | Risk and Assurance Services | |
| Currency Converter |
| Ref | Name | Used for | Contact |
|---|---|---|---|
| FS03 | Payment Request |
Paying an individual or reimbursement to an individual or Supplier with no ABN invoice. |
Accounts Payable |
| FS08 | Maintenance of Chart of Accounts | Changes to the chart of accounts | Nicola Fountain |
| FS09 | Vendor Account Request | Requesting creation of a new vendor or changes to an existing vendor account.
Please refer to the:
|
Vendor Maintenance |
| FS10 | Maintenance of Item Codes (updated May 2021) | Changes to item codes | Philippa Pedlar |
| FS11 | Journal Upload Sheet - Non GST | Template to be used for uploading journal entries into FinanceOne | Daniela Kuckhahn |
| FS17 | Loan of NAB EFTPOS Terminal agreement | Request to borrow EFTPOS Terminal | Rosanne Rigon |
| FS18 | Miscellaneous Payment | Paying back money to the University | Emma Burke |
| FS19 | Sales Invoice Request |
Requesting a sales invoice which contains a wizard to provide assistance with determining a suitable GST code (T, F, I, N, E). Please refer to the:
|
Rosanne Rigon |
| FS20 | Request to write-off outstanding debt | Write-off outstanding debt authority | Rosanne Rigon |
| FS20A | Request to write-off outstanding student debt | Write-off outstanding debt authority | Rosanne Rigon |
| FS21 | Request for a Credit / Adjustment Note | Cancelling an invoice | Rosanne Rigon |
| FS22 | Request for Access / Change to Finance One | Access to the financial system - FinanceOne | Nicola Fountain |
| FS23 | Student Placement Insurance | Insuring students on placement | Greg Sharon |
| FS24 | Student Incident Report | Incident report for students on placement or other Uni related activity | Greg Sharon |
| FS26 | Travel Calculator Indicative rates for:
|
To estimate a cash advance - guide only | Accounts Payable |
| FS27 | Cash Advance Approval | For travelling staff who do not hold a UniSA Credit Card, to obtain approval for a Cash Advance | Accounts Payable |
| FS28 |
Information on engaging and paying an independent contractor in UniSA |
Finance - Contractor Review | |
| FS29 | Line Item Request Form | New Line Item / Amendment to Existing Line Item | Daniela Kuckhahn |
| FS32 | Medical Request | Booking a medical consultation for travel | Joanne Amey |
| FS33 | Outside Directorships | Approval for holding and Outside Directorship on behalf of UniSA | Greg Sharon |
| FS34 | Subsistence Payment Request | Visiting Academic Payment Request Form | Accounts Payable |
| FS36 | Cash Advance Record - Instructions | To record cash expenditure | Accounts Payable |
| FS37 | Business Travel Record | Travel Diary for ATO requirements | Joanne Amey |
| FS38 | Cash Advance Summary Sheet - Instructions | Summarising the cash advance expenditure | Accounts Payable |
| FS39 | Accounts Payable Cash Advance Acquittal | Acquitting the cash advance via Accounts Payable | Accounts Payable |
| FS52 | Visa Card Application | Applying for an University credit card | Elyse Perin |
| FS56 | Unavailable Documentary Evidence Declaration | To be completed when a Tax Invoice / Receipt for a transaction is not available as evidence | Elyse Perin |
| FS57 | Authority to Recover Credit Card Non-Business Expense Money Owed | To be completed when you have acquitted all the transactions made from a Cash Advance and need to reimburse the remainder of the Cash Advance to the University | Elyse Perin |
| FS60 | Contract and Tender Received |
Listing contracts / tenders received (only for hard copy submission) |
Hai Quan |
| FS61 | Intangible Asset Assessment Form | Used to determine whether software purchase, customisation and implementation projects meet the capitalisation requirements as an intangible asset, including cloud based services | Sharmi Bhatia |
| FS64 | Asset Disposal | Used to record the disposal of an items held on the Fixed Asset Register | Jass Kaur |
| FS65 | Asset Addition | Used for the recognition of new items to be added to the Fixed Asset Register | Jass Kaur |
| FS66 | Asset Relocation | Used to update the location details of an item held on the Fixed Asset Register | Jass Kaur |
| FS68 | Multi Asset Disposal Form | Used to record the disposal of multiple items held on the Fixed Asset Register | Jass Kaur |
| FS69 | Assets Loan Agreement & FBT Declaration | Used when loaning assets to staff members or other areas | Kristian Thoroughgood |
| FS71 | Entertainment costs | Kristian Thoroughgood | |
| FS84 | University Credit Card Authorisation - Accommodation | If you do not have a University Corporate Credit Card and are booking accommodation then use this form to send to the hotel prior to your stay with the appropriate authorisation of the cardholder so that the charges can be applied against this card. | Joanne Amey |
| FS88 | Visitor Profile Form | To set up a Travel Profile for UniSA Visitors only, to be used by the Travel Management Company to complete bookings | Joanne Amey |
| FS89 | High Risk Travel Questionnaire | This form assists the University in determining whether to permit travel to and/or remain in countries with a DFAT Alert Level 3 and 4 (DFAT advice is “reconsider your need to travel” or “do not travel”). Please be advised that there are specific exclusions that apply in relation to travel insurance coverage for staff and students travelling to or remaining in DFAT Alert Level 3 and 4 regions. | Joanne Amey |
| BTR | Business Travel Request Form | To start a new travel booking request | Joanne Amey |