Standard Operating Procedure: UNSW Expense Reimbursement Process

This Standard Operating Procedure (SOP) outlines the mandatory protocols for staff and associates at the University of New South Wales (UNSW) seeking reimbursement for out-of-pocket expenses. Adherence to these guidelines ensures compliance with the UNSW Expense Management Policy, facilitates timely processing by the Finance Department, and mitigates the risk of audit rejection. All claimants are responsible for ensuring that expenses are reasonable, business-related, and pre-approved where necessary.

Phase 1: Pre-Submission Preparation

• Verify Eligibility: Confirm the expense aligns with the "UNSW Expense Management Policy" (e.g., travel, business meals, research supplies).
• Secure Approval: Obtain written approval from your budget holder or supervisor before incurring the expense, especially for non-standard or high-value items.
• Document Collection: Compile all original tax invoices and itemized receipts. Credit card statements alone are insufficient for ATO compliance; the receipt must show the nature of the goods/services.
• Digital Conversion: Scan all receipts into high-resolution PDFs. Ensure the merchant name, date, total amount, ABN, and GST breakdown are legible.

Phase 2: Completing the Reimbursement Form

• Accessing the System: Navigate to the UNSW "myUNSW" portal or the relevant Finance "iProcurement" / "Expense Management System" (Concur or equivalent institutional platform).
• Data Entry: Input the required fields, including the Expense Date, Category (Travel, Entertainment, Office Supply), and the business purpose of the expense.
• Project Coding: Ensure the correct General Ledger (GL) account codes, Cost Centre, and Project IDs are entered. Incorrect coding is the leading cause of processing delays.
• Currency Conversion: If the expense was incurred in a foreign currency, provide evidence of the exchange rate applied (e.g., OANDA converter or bank statement) and attach it as a supporting document.

Phase 3: Final Review and Submission

• Verify Line Items: Double-check that the total requested matches the sum of the attached receipts.
• GST Handling: Ensure the "GST Inclusive" or "GST Exclusive" checkbox is selected accurately based on the tax invoice provided.
• Attachment Upload: Attach all digitized receipts to the corresponding line items within the digital reimbursement form.
• Final Submission: Electronically sign the form and submit it to the workflow for approval by your delegated manager.

Pro Tips & Pitfalls

• The "Itemized" Rule: Never submit a credit card "EFTPOS slip." It does not satisfy tax requirements. Always request a full tax invoice that lists the specific items purchased.
• Timing is Key: UNSW policy generally requires expense claims to be submitted within 30 days of the expense date. Delayed claims may be flagged or denied.
• Alcohol Policy: Be aware that UNSW has strict guidelines regarding the reimbursement of alcohol. It must be clearly identified, and excessive amounts will be rejected.
• FBT Awareness: Be mindful of Fringe Benefits Tax (FBT) implications for staff-related entertainment. Consulting the internal Finance Intranet for the latest FBT thresholds is highly recommended.

Frequently Asked Questions (FAQ)

1. What happens if I have lost a receipt? If a receipt is lost, you must complete a "Statutory Declaration for Missing Receipts" form, which must be attached to your reimbursement request. Repeated requests for the same claimant may trigger a finance audit.

2. How long does the reimbursement process typically take? Once submitted and approved by your supervisor, processing generally takes 5–10 business days. Factors like payroll cycles and peak budget periods may influence this timeline.

3. Can I claim expenses for my personal travel extensions? No. UNSW only reimburses expenses directly related to authorized university business. Any personal travel components must be clearly separated and excluded from your reimbursement claim.