What is Credit Card? and the amount for the first line and press the “+”
icon and enter a “Description” and “Amount” for
Step 10: Printing Statements
Credit Cards are used by employees who have the second line and select the “OK” button. This Statements should only be printed once the final
been supplied a corporate credit card. Files are will split the line into two lines, you can then go upload from the bank is done for the period. You
uploaded from the bank on a daily basis. You can into the GST of the GST free line and change it to will be notified by workflow e-mail when the
reconcile your statement at any time but you “FRAO”. You split lines in the same way when you statements are ready to be printed.
should only print your statement once a month want to split a line across multiple chartfields. Do not print statements until you have received
(see Printing Statements). Once printed the this e-mail.
receipts should be attached, the statement signed Step 5: No Receipt • Go to the “Purchasing” menu
by the cardholder and the documents forwarded • Select the “Credit Card” sub-menu
to Accounts Payable. Failure to reconcile If receipts have been lost you should tick the “No • Select the “Reports” sub-menu
statements could result in the credit card being receipt” checkbox and change the VAT code to • Select the “Print Card Statement” sub-menu
cancelled. NIAO. • Select a previously created Run Control or
create a new one (you do this simply by giving
Step 1: Reconcile Statement Step 6: Comments it a name and pressing “Add”.)
• Select the “Billing Date” for the statement
Access the Main Menu and go to Credit Card. Click on the Comments icon and add the three period.
Select Reconcile and then Reconcile Statement. lines of comments required (these are listed in the • You can either select an employee id or check
Select the statement of the person you wish to Comments Header). the “All Cardholders” checkbox to select all the
reconcile. cardholders you are responsible for
When you search the Reconcile Statement menu reconciling.
you will only see the cards you have been attached
Step 7: Enter Chartfields • Select the “Printer” icon and wait for the
to as the Reconciler. statements to appear on screen in pdf format.
Click the Distribution icon and enter the Fund,
Department, Program, Class and Project ID for this
Step 2: Enter Business Purpose line. Personal Spend Items
Select the line you wish to reconcile and select a If you find personal spend items on your
Business Purpose that matches that line. Step 8: Budget Checking statement you must reconcile them in the normal
way and use the “Personal Spend” business
Budget checking is run every evening against all
Step 3: Enter Expense Type approved lines. If your line fails Budget Check you
purpose and approve the transactions. Before you
forward your statement to Accounts Payable you
will be advised by workflow e-mail. There is no
Select an Expense Type that matches the line. should fill L20 form and take your cheque to
reason to fail Budget Checking other than if the
Treasury. Attach receipt given by Treasury to the
project you have used has not completed it’s
Step 4: Adjust GST project setup. If this happens please contact the
statement. If you wish to pay in another way
please contact the Accounts Payable help desk for
person in your Faculty or Division who is
If you have one line with a portion of the assistance.
responsible for your project setup.
receipt GSTable and a portion GST free you will
need to split the line. To do this select the line,
Step 9: Resolve errors Disputes
enter the “Business Purpose”, “Expense Type” and
“Comments” then select the “Split Line” hyperlink — To dispute a transaction you must complete all
Resolve any Budget Check errors (the next day) as
at the bottom of the page. Enter a “Description” the information necessary and approve the
you normally would and re-approve the line.
line. You can then select the “Disputed
Transactions” tab. Enter the amount you are
Where to find Training
disputing in the “Dispute Amount” field and Online Training
enter “In dispute” in the “Description” field. Access to the Online Training Tool (UPK) from the
Return to the “Transactions” tab and “Save” finance website, select “Training and Personnel”
the record. then “Online Training Tool”.
— The UNSW Card Administrator will run a
report to identify all Disputed Transactions Classroom Training
and apply to Wespac Card Services for a Quarterly classroom training schedules are posted
Disputed Transactions Determination. If it is on the finance website, select “Training and
found to be an incorrect charge Wespac will Personnel” then “Training Schedule and
reverse the charge. Enrolments”. Please seek approval from your line
— You will be notified if you have been manager and follow the normal approval process
successful in Disputing a Transaction and if so to register classroom training.
you must record this outcome against the
You will need to:
Where to get help
— Navigate to “Review Disputes” and check the PROCESSING HELP – Contact Accounts Payable
Credit Collected Checkbox, signifying that a Help Desk on extension 53885 or email details to
credit has been received from the bank. firstname.lastname@example.org.
Workflow e-mails Check the Credit Card Who Can Help webpage
(found under Accounts Payable on the Finance
Workflow Emails: Division website) www.fin.unsw.edu.au Quick Reference Guide
There are several emails that are distributed:
TECHNICAL HELP - Contact your local IT support
Reconciliation team, if it cannot be resolved; contact the IT
Reminder workflow emails go out at the following Service Desk x51333.
• 21 day reminder email
• If there is a Budget Checking issue you will
receive a workflow e-mail notification. To access NSF and for all of the
Statement University’s Financial Policies and
• When Statements are ready to be printed you Guidelines, refer to the Finance Website:
will receive an e-mail. www.fin.unsw.edu.au
• If your statement is overdue you will receive
• If there are documentation issues (i.e., missing
receipts) you will receive an e-mail.