Introduction to Finance Services @ Griffith Finance Training & Advisory fin-clienttraining@griffith.edu.au

Agenda What do you need to know Who are we and how do you find us Expenditure guidelines Completing transactional activities View and track your spend (Department Enquiry) Ask the new joiners if there is anything in particular they would like to get out of today and make sure those points are covered in the session.

Getting started Complete the PeopleSoft access form online for access to the Finance, HR or Student systems: Staff Portal > My Staff Page > Reports and System Access > System Access > PeopleSoft Access Form Complete this form to get access to transactional services, financial delegation, or Department/Project Enquiry view: Finance Web Services Access/Delegation Form (Soon to be online) This form will ensure you have access to the Finance portal, without access you wont be able to raise a purchase request etc.

Find us on the Staff Portal Department name (Edit in View > Header and Footer)

Key financial terms @ Griffith Department 3 letter code (eg. FIN = Finance) Account: 4 digit code, comes from chart of accounts and identifies where the income/ expense should be allocated in the budget Speedtype 7 character code for your Project (eg. FIN1001 or 2101230) Project Can be shared or unique, sits under Dept Class 5 digits, sits under project and further classifies transactions by activity or individual (default class is 00000) Department: A department represents a School, Research Centre, discipline or administrative element where the funding is housed. Departments are 3 characters in length. An example of a department is ENV – Griffith School of Environment. Project: Projects are 6 digits in length and identifies the office; project; grant; or initiative. A unique project starts with a “2” and can only be linked to one department. Projects starting with a “1” are shared projects and can be linked to multiple departments. Speedtype: A quick entry function that links a department to a project. For projects commencing in “2” – the speedtype is the project code followed by a 0. For projects commencing in a “1” the speedtype is the department code and last 4 digits of the project. All speedtypes are 7 characters in length. E.G. ABC(Department) 101001 (Project) ABC1001 (Speedtype) or ABC(Department) 219760 (Project) 2197600 (Speedtype). Class: A class sits underneath a speedtype and can be used to further classify transactions, either by individual or activity. Classes are 5 characters in length. 00000 is the default class. Account: An account describes the type of expense, income, asset or liability. It identifies what you are actually purchasing or receipting into the Project/Grant e.g. 3163 refers to Catering etc. Accounts are 4 Digits in length. The Chart of Accounts can be found: https://intranet.secure.griffith.edu.au/university-administration/finance/budgets,-reports-and-financial-control/chart-of-accounts

Expenditure guidelines University funds can only be spent on University-related items and purposes. Staff must comply with the requirements of this policy and guidelines prior to spending or seeking reimbursement for any of the items listed in this document using University funds. Breaches will be treated as misconduct or serious misconduct as appropriate. University funds means any and all funds in any University account including General Funds, Research Funds, and Consultancy and Business Activity Funds. In essence, there are no personal or private funds held in any University accounts. All funds belong to the University.

Expenditure guidelines continued Full and comprehensive list is available in Expenditure Guidelines Policy Some commonly requested expense reimbursements that are NOT allowed under the policy or only allowed in specific circumstances: Home computers, home printers and other home office items; Personal phones, iPads or computers, Kindles and other e-readers, Medications and toiletries; Clothing, laundry or dry cleaning

Purchasing @ Griffith Operational Purchasing Significant Purchasing @ Griffith video

Ways to purchase at Griffith Griffith Marketplace Purchase request Payment using credit cards and acquitted through Concur Purchase using personal funds and reimbursement through Concur Payment using Payment Request Form (for conferences etc) Tender process for purchases over $200,000

What is a purchase request? Purchase requests are the primary transaction for purchasing goods or services on behalf of the University When an official purchase order is issued, there will be a University commitment to pay for goods and or services A Purchase Order (PO) number will be allocated once the request has been approved. Finance Portal Terms and conditions on PO

Purchase request All expenditure of University funds, regardless of source, must be undertaken through the purchasing processes  Griffith has contracted arrangements with suppliers. There are also substantial savings in procuring goods via preferred suppliers using “Griffith Marketplace” which centralises ordering. Guidelines for expenditure of university funds Finance Portal

Examples of preferred suppliers Types of goods and services Provider Stationery Staples Computer and equipment & accessories Dell Computers Within a purchase request, on the second page "Add Items and Services" you will be able to view and make purchases under the "Online Catalogues" tab through Griffith Marketplace.

Purchasing quotation requirements Purchases are subject to the following requirements: Expected cost of purchase Requirements < $5,000 One verbal quote (documented) $5,000 to < $20,000 Two verbal quotes (documented) $20,000 to < $200,000 Three written quotes (forwarded to Buyer) $200,000 to $1,000,000 University tender process to be followed > $1,000,000 Tender Board Approval Any goods/services purchased outside the preferred supplier/standing offer arrangements must meet the purchasing quotation requirements in all instances. Attach quotes to the request

Purchase request If you know the vendor you are purchasing from select the magnifying glass. If you don’t, search Griffith Marketplace (online catalogue) or the Supplier Search Tool Enter speedtype and class

Purchase request – Online catalogue 'Add Items and Services' - You will be able to view and make purchases under the 'Online Catalogues' tab through Griffith Marketplace. Griffith Marketplace (Unimarket)

Griffith Marketplace Griffith Marketplace provides you direct access to a number of our preferred suppliers product catalogues such as Winc, Dell, Sigma and Panther Data Save your request as you go and ensure that you click the final submit button To learn more about Griffith marketplace – watch the tutorial here The Griffith Marketplace hosts a variety of catalogues for selected contracted suppliers. Griffith Procurement is actively working to bring more suppliers online to create cost saving opportunities for the University

Purchase request On the last tab ‘3. Review and submit’, you will be able to split the expense over multiple speedtypes using the small triangle to the left of the line item and attach documents

Purchase request Use ‘Suggest New Vendor’ hyperlink to add the details if vendor not set up. Department name (Edit in View > Header and Footer) Use ‘Suggest New Vendor’ hyperlink to add the details if vendor not set up.

Supplier Search Tool or Suggest a vendor Find existing suppliers regularly used by the University Alternatively, use ‘Suggest New Vendor’ in your purchase request to complete all vendor information including name, address and contact information. The purchasing team will assess whether a new supplier is required and contact the vendor to complete a vendor setup form.

-Purchase Requests -Quotation requirements -Griffith Marketplace Purchasing Team fin-purchasing@griffith.edu.au -Purchase Requests -Quotation requirements -Griffith Marketplace Staff portal>Finance>Transactional Services> New purchase request Finance Website>Transactional services>Purchasing

Payment request A payment request should only be submitted for payment of conference registrations or membership subscriptions, licence fees and payments/refunds to students A payment request is an exception and should ONLY be used when you need to pay an external supplier where an official Purchase Order is not appropriate A payment request will be used to pay for an invoice addressed to Griffith University not to another entity (such as yourself).

Payment request tips University payment terms are 30 days from date of invoice All invoices must be addressed to Griffith University and have a valid purchase order Scan and attach the paperwork to the request. Do not send via internal mail. When multiple invoices have been received from one company a payment request is required for each invoice. This is to avoid possible duplicate payments.

Payment request Enter the invoice number and date listed on the invoice. Click on the magnifying glass under Vendor Name or “suggest a new vendor” if not in the system. Click on the magnifying glass to select the category and enter description of goods (this fields only holds a max of 30 characters) Enter speedtype and class Add comments Attach invoice/docs Click on the magnifying glass under” Vendor Name or “suggest an new vendor” if not in the system. Enter the invoice number and date listed on the invoice. Click on the magnifying glass to select the category and enter description of goods (this fields only holds a max of 30 characters) Enter currency, speed type and class If any further comments are required, please enter in comments field Please attach completed paperwork by clicking add attachment

Conference registrations Conference registrations can be paid for by an expense card holder in your department If that is not possible, they can be submitted via a Payment Request If the conference registration is online, attach the completed registration forms or screens shots of the registration to the request. In the comments of the payment request provide the web address and login details if relevant If urgent payment is required please email accounts payable advising web request number and due date

Accounts Payable Team Fin-acctspayable@griffith.edu.au Payment Request Staff portal>Finance>Transactional services> New payment request Reimbursement Request Staff portal>Finance> Transactional services> New reimbursement request

Concur –Expense management system Concur is a cloud-based system that staff use for: expense reimbursement claims credit card acquittals cash advance requests mileage claims Concur turns receipts into expense claims via a computer or smart phone camera – simply take a photo of the receipt right from the mobile or forward receipts from your computer and Concur will do the rest.

Concur To save time, use the ExpenseIt App from Concur … Increase compliance by 10% Reduce time to complete a report by 28% Reduce time to approve a report by 28% Reduce processing costs 40% Add expense IT app

ExpenseIt What it does: Take a photo of your receipt in the app The app identifies information such as Expense Type, Vendor Name, Transaction Date and Amount. Open the ExpenseIt app to review and edit OR setup automatic export to Concur Once in Concur: Card transactions are matched to receipts automatically Cash expenses, when imported into an Expense Report, will pre-populate the entry form with this information Edit details of your expense by adding the remaining required information such as Business Purpose or Attendees if applicable Don’t have a mobile device? Don’t worry… Email your photos/ scans to receipts@expenseit.com. Tips: Enable push notifications to receive confirmation that your receipt has been processed Use the app more and ExpenseIt Pro gets faster! Your preferences and history are used to assign expense types to vendors The ExpenseIt App is set to only transfer images when on Wifi What if you create Expense Reports for others? Add the delegator’s email address into the subject line of the email

Concur -Reimbursements Link to Concur Link to Concur user guides

Travel policy "Travel" is travel funded by the University and undertaken by a staff member, student or visitor while on official University business. The University has established preferred supplier arrangements with selected travel providers for the provision of domestic and international travel services, including airfares, accommodation services and car hire. Staff must comply with these arrangements.

Organising travel Follow your department’s pre-approval requirements To book domestic travel please go to the Griffith Travel site To book international travel contact Griffith Travel direct on 1300 115 846 or Griffith@travelctm.com Any other enquiries can be logged on the Griffith Travel portal Or forwarded to - fin-travel@griffith.edu.au

Travel Team fin-travel@griffith.edu.au -Travel Policy -Domestic & International bookings Travel Request Staff portal>Parking, transport and travel> add a travel request

Track Request Staff portal>Finance>Popular links>Track Request Within PeopleSoft there is a function where requests submitted through the portal can have their progress tracked – Purchasing, Payables, Travel and Receivables. If you know your Request ID enter it into Request ID field If you don’t know the number or the submitted date, delete the “from” date and click the search button. All requests submitted up to the “to” date will appear. A “request type” can be specified and it will only bring up these requests. Once the system has found your request you will be able to see all the different stages of the request appear

Staff Portal>Finance>Popular links Using the ‘Track Requests’ function to track the progress of your requests.

Track Request Once the system has found the request you are searching for it will bring up the information for you. Click on the triangle and all the different stages for the request will appear below. Each icon will be highlighted for you to drill down into for information. There will be hyperlinks for you to drill further. If the icon is not highlighted it has not progressed past that stage.

Track Request If you need to know if the payment has been made paid click on “Payment”. This will bring up the payment document status inquiry.

Project Enquiry/ Dept. Enquiry Tool used to view transactions and budgets by Department; Project; Class; Budget Category; or Account Code Information at the lowest level of detail on demand and refreshed daily with previous day’s transactions Shows both historical transactions as well as some current commitments to enable better budget management Department Enquiry is different to Project/Class Enquiry as it gives access to the whole Department, rather than specific Projects or Classes Department Enquiry is typically for Heads of Schools, Directors, or nominated representatives, incl. Admin staff Project/Class Enquiry is typically for those assigned with budget responsibility for specific grants or one off initiatives.

Project class/enquiry Department Enquiry Staff portal>Finance>Financial services>Project/class Staff portal>Finance>Financial services>Department Department code can change by selecting the magnifying glass gives you the choice on how you want to see the information. Project Class/Enquiry The Business Unit is always GRIFF.  The Fiscal Year and Accounting Period default to the current year and period. If required, you can enter a different accounting period and year for your enquiry. Select continue A summary of the project codes attached to the department is displayed with the current balances. Note: Amounts shown as a positive represent a Surplus and amounts shown as a negative represent a Deficit. Select the project you are wish you enquiry Department Enquiry -Go to department enquiry to view school and element funds. The Department code defaults and can be changed if required. You can choose to view: • the selected department code, or • the selected department code and all related department codes. Note: Department codes are linked in a hierarchy. You can only view the department codes you have been authorised for. The Report View options give you the choice on how you want to see the information. Some options enable you to view the balance and transactions at a high level, while other options enable you to drill down to specific information (e.g. transactions processed to a specific SpeedType). If you select Project A summary of the project codes attached to the department is displayed with the current balances. Note: Amounts shown as a positive represent a Surplus and amounts shown as a negative represent a Deficit.

Projects summary Click the hyperlink for the project or class you want to enquire on. The hyperlinks are used to drill down for more detailed information A summary of all the projects and class combinations you are authorised to view is displayed. This page shows the current balance for each Project as at the displayed date. Click the hyperlink for the project or class you want to enquire on. The hyperlinks are used to drill down to more detailed information

Consolidated Project view Actual YTD –What you have spent to date Variance-difference in spend Expenditure Budget: Contains the approved amount to spend. It can contain; opening position, approval to spend nominated amount, & budgeted income. Encumbrances are future commitments including salary and non-salary (equipment or open purchase orders) Opening position: remaining balance from prior year shown at the bottom of the summary. The funding is added to the expenditure budget.(- overspent funds) Surplus/Deficit: Funds available now are shown as Surplus/(-Deficit; overspent funds) Consolidated Project view (A summary page is displayed for the selected Project.) Each hyperlink can be used to enquire on detailed transactions.  This is referred to as a 'drill down'. On either page any text or figures in blue underline can be clicked on to provide further information. Clicking on the text will provide you with a categorised listing of the types of costs, whereas clicking on the figures will provide you with a list of each transaction.

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