Unsw Finance Reimbursement

UNSW Finance Reimbursement: A Guide

Navigating the UNSW finance reimbursement process can seem daunting, but understanding the key steps and requirements will ensure a smooth and timely refund. This guide outlines the essentials for UNSW staff, students, and affiliates seeking reimbursement for legitimate expenses incurred on behalf of the university.

Eligibility and Expense Types

Generally, reimbursements are available for expenses directly related to UNSW business, research, or approved activities. Common examples include travel (flights, accommodation, local transport), conference fees, research consumables, and professional development activities. Personal expenses, entertainment exceeding approved limits, and items not directly related to UNSW business are typically ineligible.

Specific eligibility criteria and allowable expense types may vary depending on your affiliation with UNSW (staff, student, contractor) and the relevant faculty, school, or department. It is crucial to consult your supervisor or departmental administrator for clarification before incurring any expenses you intend to claim.

The Reimbursement Process

The reimbursement process generally follows these steps:

1. Obtain Approval: Before incurring the expense, where possible, seek pre-approval from your supervisor or designated authority. This is especially important for travel and larger expenses.
2. Keep Detailed Records: Meticulous record-keeping is essential. Save all original receipts, invoices, boarding passes, and any other documentation that supports your claim. Receipts must be itemized and clearly show the date, vendor name, amount paid, and what was purchased. Credit card statements are *not* sufficient as proof of purchase.
3. Complete the Reimbursement Form: Access the correct reimbursement form through the UNSW Finance website or your departmental intranet. Fill out all sections accurately, including your personal details, expense details, GL (General Ledger) codes, and a brief justification for each expense. Ensure the form is signed and dated.
4. Attach Supporting Documentation: Organize your receipts and other supporting documents and attach them securely to the reimbursement form. Ensure all documents are legible and relate directly to the expenses claimed.
5. Submit the Form: Submit the completed form, along with all supporting documentation, to the designated approval authority within your department or faculty. This may involve submitting the form electronically or in hard copy, depending on departmental procedures.
6. Approval and Processing: The approver will review your claim and ensure it complies with UNSW’s finance policies. Once approved, the form is forwarded to the Finance department for processing.
7. Payment: Reimbursements are typically paid via Electronic Funds Transfer (EFT) to your nominated bank account. Processing times may vary, but it generally takes several weeks for the payment to be processed and deposited into your account.

Important Considerations

• GST: UNSW is GST registered, so ensure invoices include the GST component where applicable.
• Foreign Currency: If expenses were incurred in a foreign currency, convert the amount to Australian Dollars (AUD) using the exchange rate at the time of the transaction. Provide evidence of the exchange rate used.
• Policy Compliance: Familiarize yourself with UNSW’s finance policies and procedures, available on the UNSW Finance website. Non-compliance can result in delays or rejection of your claim.
• Deadlines: Be aware of any deadlines for submitting reimbursement claims. Claims submitted after the deadline may not be processed.

By following these guidelines and paying attention to detail, you can ensure a smooth and efficient reimbursement process at UNSW.