7
25October2016
Table of Contents
1.UNSW Christmas-New Year Shutdown Arrangements
2.Vendor Creation & Amendments
3.Processing & Payment of Invoices
4.Credit Cards
4.1.Use of the Card
4.2.Reconciliation of Credit Card Transactions
5.Employee Expense Reimbursement & Student Payments
6.Travel & Non-Travel Advances
7.Serko Travel Allowances
8.Purchase Orders (Including eProcurement Requisitions)
8.1.Purchase Order Entry
8.2.Review of Purchase Orders
8.3.Receipting of Purchase Orders
9.UNSW Cashiers
10.Accounts Receivable Transactions
11.Student Payment Collections
11.1.Cashier Payments
11.2.OneStop Transactions
12.Payroll (Permanent & Casual)
13.Payroll Allocations (Previously known as FSD09 & FSD10)
14.Manual Journals
15.Internal Accounts
16.Organisational Structure Changes-NS Financials
17.Ledger Close & Project Rollover
18.Accrued Expenses
19.Accrued Revenue
20.Prepaid Expenses
21.Prepaid Revenue
22.Provisions, Contingent Liabilities & Contingent Assets
23.Lease Register
24.Additional Information
Appendix A – Summary of Key Activities by Date
Appendix B – Decision Tree for Accrued Expenses
Appendix C – Provisions, Contingent Liabilities & Contingent Assets
1.What is a Provision?
2.What is a Contingent Liability?
3.What is a Contingent Asset?
Appendix D – Lease Register
1.What is a Lease Agreement?
2.Examples of situations that individually or in combination would normally lead to a finance lease
Introduction
The 2016 End of Year Operational Close-Off Guidelines are being issued to:
- ensure Divisions and Faculties are aware of key dates by which transactions need to be processed, to be included in the 2016 financial reports;
- advise of accounting and purchase order arrangements over year end;
- ensure that UNSW’s year-end financial statements are produced in a timely and accurate manner to meet statutory and Audit Office requirements.
A summary of key process dates and deadlines contained in this document has been compiled in Appendix A, for your reference. I would also like to encourage you to take note of the details contained in theseguidelines, which form a cornerstone of UNSW’s end of year reporting processes and responsibilities.
Catherine Yeung
Director
Shared Services & Corporate Finance Advisory Services
All close dates in this document refer Close of Business (5pm) and all Open dates refer to 9am unless stated otherwise.
1.UNSW Christmas-New Year Shutdown Arrangements
Activity / Close for 2016 / Open for 2017UNSW shut down for Christmas-New Year period / Tue 20/12/16 / Tue 03/01/17
2.Vendor Creation & Amendments
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonVendor Creation & Amendments / Submit online Vendor Application Form & Vendor Change Form for 2016 to Accounts Payable / Fri 9/12/16 / Fri06/01/17 / Finance Helpdesk
Email:
Ext 53330
3.Processing & Payment of Invoices
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonAccounts Payable Invoices / Submission of all invoices for inclusion in last payment run & 2016 budget / Thu15/12/16 / Fri 06/01/17 / Finance Helpdesk
Email:
Ext 53330
Payment Run / Last Payment Run of 2016
First Payment Run for 2017 / Tue 20/12/16 / Fri 06/01/17
To be processed, invoices must contain a Purchase Order number.
Given the large volume of internal mail in December, and to ensure you meet the deadline of the 15th December, it is advisable to email your invoices to AP as the deadline approaches. The email address is:
Invoices received after 15th December 2016 will be processed by Accounts Payable in 2017, and should therefore be accrued for.Please liaise with your Finance Manager with regard to accruals for invoices mailed directly to your area of responsibility after the cut-off date of 15th December 2016.
Invoices received directly by Accounts Payableafter cut-off date,that are greater than $5,000, will be emailedto the affected Finance Manager on a daily basis for accruing after the cut-of date (15/12/16 -04/01/17), as Accounts Payable will not be able to process them.For further information on accrued expenses, please refer to point 18 Accrued Expenses, and the Decision Tree for Accruals in Appendix B.
Note: The above timelines also apply to requests for prepayments/ Asset instalments.
4.Credit Cards
4.1.Use of the Card
UNSW credit cards can be used as normal throughout the Christmas and New Year periods, inaccordance with the usual terms and conditions of use.
Credit Card Applications (New/Replacement)
The last day for Finance Shared Services to accept an application for a new and replacement card will be on Friday 9th December 2016. This is to allow time for the cards to be issued by our bank provider.
Any card applications received afterFriday9th December, will not be sent to our bank provider until Wednesday4thJanuary 2017.
Credit Card Applications – Credit Limit Changes
Any card application for changes to limits needs to be submitted by Thursday 15th December 2016. Any requests for changes received after this date will not be submitted to our bank provider until Wednesday 4th January 2017.
4.2.Reconciliation of Credit Card Transactions
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonDefault
Chart fields / Update default chart fields in the cardholders profile / Thu15/12/16 / Fri 06/01/17 / Finance Helpdesk
Email:
Ext 53330
Credit Card Statement / December 2016 Credit Card Statement will be released for final reconciliation and approval / Tue 03/01/17 / N/A
Credit Card Reconciliation / Card transactions will be changed from Accruals Ledger (Default Chart fields) to Actuals Ledger (Allocated Chart fields) / Wed 04/01/17 / Fri 06/01/17 / Reconciler / Card holder
Approve Credit Card Statement / Approve2016 credit card statements / Wed 04/01/17 / Fri 06/01/17 / Finance Helpdesk
Email:
Ext 53330
Any credit card transactions during the shut period will be posted against your 2016 budget.
All transactions unreconciled as at Wednesday 4th January 2017, will be allocated to account code 6688 with the existing default chart fields of the card holders in the Accruals ledger. As such please ensurethat your default chart fields are up to date. The last day to send request to to change the default chart field is on Thursday 15th December 2016.
For card transactions to be allocated to the Actuals Ledger, please ensure all reconciliations are completed by Wednesday 4th January 2017.
Furthermore, any amendments in the Actuals Ledger, please ensure that the credit card statements is approved by Wednesday 4th January 2017.
5.Employee Expense Reimbursement & Student Payments
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonStudent payments, Employee Expense Reimbursements, & Travel Allowances / Entry of expenses / Tue 13/12/16 / Fri 06/01/17 / Finance Helpdesk
Email:
Ext 53330
Approval access for expenses and travel allowances / Thu15/12/16 / Fri 06/01/17
All enterers currently receive a system generated email on the 25th of each month highlighting overdue expense claims. Staff can also run the query FUP_EX_PENDING_BU to monitor the status of expense claims.
The last payment run for 2016will be on Tuesday 20thDecember 2016.
Any unapproved/non-finalised expenses will be deleted as of the 15th December and will need to be re-entered once the 2017 ledger is re-opened in January.
Note: Travel Allowances are paid through the expenses module, and are subject to the same time lines.
6.Travel & Non-Travel Advances
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonTravel & Non-Travel Advances / Request for advances to be sent to Accounts Payable for inclusion in last payment run for 2016 / Thu15/12/16 / N/A / Finance Helpdesk
Email:
Ext 53330
Overdue advance acquittals to be processed (or acquitted) / Thu15/12/16 / N/A
Request for advances to be sent to Accounts Payablefor inclusion in first payment run for 2017 / Tue20/12/16 / N/A
7.Serko Travel Allowances
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonSerko Travel Advances / Last day to claim travel allowance in Serko for last payment run in 2016 / Fri09/12/16 / N/A / Finance Helpdesk
Email:
Ext 53330
First day to claim allowance in Serko for payment run in 2017 / N/A / Fri 06/01/17
Note: If you are travelling between 15th December to 8th January and require a travel allowance, please submit an expense reimbursement by 13th December 2016 and ensure it is approved by 15th December 2016.
8.Purchase Orders (Including eProcurement Requisitions)
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonPurchase Orders / Entry of Purchase Orders / Tue 13/12/16 / Fri 06/01/17 / Finance Helpdesk
Email:
Ext 53330
Approval & Dispatch / Thu 15/12/16 / Fri 06/01/17
Receipting / Wed 04/01/16 / Fri 06/01/17
8.1.Purchase Order Entry
All 2016 Purchase Orders must be enteredby Tuesday13th December 2016, and approved and dispatched by Thursday 15th December 2016.Invoices must also be received in AP no later than the invoice cut-off date on the 15thDecember 2016.
NS Financials will be available for entry of 2017purchase orders from Friday 6thJanuary2017.
For critical supplies between 14thDecember 2016 and 20thDecember2016 please contact , on (02) 9385 3330.
From 3rdto 6thJanuary 2017 please contact Helpdesk (), on (02) 9385 3330.
8.2.Review ofPurchase Orders
Buyers can access the following reports in NS Financials at any time to assist in the management and review of the purchase orders:
Query Name / Query DescriptionFUP_PO_OPEN_ENCUMB_BUYER / List all PO Open Encumbrances on selected Business Unit with Buyer’s Details.
Includes additional information of PO Total Amount, Liquidated Amount [Expense] and Outstanding Balance
UNSW_PO_NOT_D_C_X_BY_BUYER / List of all PO’s that do not have a status of dispatch
UNSW_PO_RECEIPT_NO_INVOICED / PO has been receipted but No Invoice
Note: All Purchase orders, including Bulk Purchase Orders will now remain open, including where there are match exceptions.
Request to close-off Purchase Orders must be sent Tuesday 13th December 2016.
8.3.Receipting of Purchase Orders
To avoid backlogs within Accounts Payable during this busy period please enter receipts immediately after goods/services are received/rendered and agreed as being acceptable.
Please note: The availability of receipting for goods and services received in December 2016 will close on Wednesday4thJanuary 2017 COB. Any items received and not receipted should be accrued by your Faculty Finance team. Refer to note 18 for further information.
9.UNSW Cashiers
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonLifestyle Clinic Cashier / Cashier close for 2016 & Open for 2017 / Tue 20/12/16 / Tue 03/01/17 / Finance Helpdesk
Email:
Ext 53330
Green Print Cashier / Cashier close for 2016 & Open for 2017 / Tue 20/12/16 / Tue 03/01/17
Residential Communities Cashier / Cashier close for 2016 & Open for 2017 / Tue 20/12/16 / Tue 03/01/17
Student Central Cashier / Cashier close for 2016 & Open for 2017 / Tue 20/12/16 / Tue 03/01/17
Facilities Management Cashier / Cashier close for 2016 & Open for 2017 / Tue 20/12/16 / Tue 03/01/17
Kensington Campus (Chancellery) Cashier / Cashier close for 2016 & Open for 2017 / Tue 20/12/16Noon / Closed permanently
10.Accounts Receivable Transactions
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonAR Invoicing / 2016 Billing Module closes
All AR invoices finalised (i.e. entered, updated and printed) / Thu 15/12/16 / Fri 06/01/17 / Finance Helpdesk
Email:
Ext 53330
Please note:No invoices, pro forma invoices or documents purporting to represent an invoice are to be raised outside of the UNSW (NS Financials) Accounts Receivable Billing Module.
While NS Financials is unavailable, should you require a critical invoice to be raised, please contact as per above.
11.Student Payment Collections
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonStudent Payments / Update Student Financial System (for payments from 20/12/16to 31/12/16 except online credit card payments) / Wed04/01/17 / Fri 06/01/17 / Karen Chenhall
Ext 51256
Finance Business Solutions to send detailed report of 2017 student payments posted to 2016 NSS & NSF to Corporate Finance & Advisory Services (CFAS) / N/A / Fri 06/01/17 / Greg Kasch
Ext 53491
2016OneStopTransactions / Update 2017 General Ledger with OneStop transactions (for payments from 01/01/17 to 06/01/17) / N/A / Fri 06/01/17 / Greg Kasch
Ext 53491
11.1.Cashier Payments
Payments collectedfrom noon on Tuesday 20thDecember until 31st December 2016 (inclusive) will be updated into the Student Financial System on the 4thJanuary 2017, except for online credit card payments which will update the student system as payments are received.
Payments collectedfrom 1st January 2017 cannot be updated into the Student Financial System until Friday6thJanuary 2017.
However, online credit card payments received from 1st January to 6th January 2017, will be reflected in the 2016 Student System, and interfaced into the 2016 General Ledger, as the 2017 General Ledger will not yet be open.
Finance Business Solutions will provide a detailed report of all 2017 transactions posted into 2016, on Friday6thJanuary 2017, for manual adjustment by Corporate Finance & Advisory Services (CFAS).
Contact: Finance Helpdesk on 9385 3330
11.2.OneStop Transactions
2016OneStop transactions processed from Sunday1st January 2017 to Wednesday 4thJanuary 2017 (inclusive) will flow through to the 2016 General Ledger. All 2017 transactions during this period will be interfaced into 2017 by Friday 6thof January 2017.
12.Payroll (Permanent & Casual)
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonPayroll changes / Final changes to 2016 payroll
Payday 29/12/16 / Thu 15/12/16 / N/A / Peter Barbato
Ext 52759
Payroll changes / Changes to first payroll run in 2017
Payday 12/01/17 / Thu 05/01/17
Split Pay 2016/2017 / Split pay allocation of payment
Payday 12/01/2017 / Will be posted by Mon 09/01/17
10% for period Fri 30/12/16 to Fri 30/12/16 / Will be posted by Mon 09/01/17
90% for period Mon 02/01/17 to Thu12/01/17
13.Payroll Allocations (Previously known as FSD09 & FSD10)
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonPayroll Allocations (FSD09 & FSD10) / Payroll allocations relating to 2016 / Thu 15/12/16 / N/A / Finance Manager
Your Finance Manager will advise if there are amendments to the above timelines, ensuringchanges are reflected in the appropriate payroll run.
14.Manual Journals
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonManual journals / Last day to Post journals to the 2016 Ledger / Mon 09/01/17 / N/A / Finance Manager
and/or
Management Accountant
All manual journals,for example, online journals,includes flat files and spreadsheet journals. This also includes journals for internal charges billed up to 31stDecember 2016.
For journals to be posted by COB Monday09thJanuary 2017, they must have valid chart-fields, or they will be deleted.
The manual journal procedure can be found on the Finance Website:
15.Internal Accounts
For statutory reporting purposes, no accruals or deferrals should be raised for internal expenses and/or internal revenue. As such, internal account transactions must be matched off against each other such that there is no UNSW impact on the profit and loss and balance sheet.
Refer to Finance Website for additional information:
16.Organisational Structure Changes-NS Financials
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonOrganisational Structure Changes / Submit approved Chartfield modification for new Dept. Codes to DSFPby Finance Managers / Fri 18/11/16 / N/A / Finance Manager
Please feel free to discuss any of these matters with your Finance Manager.
17.Ledger CloseProject Rollover
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonLedger Close / NS Financials General Ledger & Subsidiary Ledgers / Wed 04/01/17 / Fri 06/01/17 / Greg Kasch
Ext 53491
Asset Management System (AMS)Receipt Close / AMS updates for assets receipted in2016 / Wed 04/01/17 / Fri 06/01/17 / Greg Kasch
Ext 53491
The NS Financial General Ledger & Subsidiary Ledgers will not be available from COB Wednesday 4thJanuary 2017 until 9am Friday 6th January 2017.
Please note: Asset Management System (AMS) updates for assets receipted up to Wednesday 4thJanuary 2017 will not be reflected in the 2016 results until Friday6thJanuary2017.
Project related information relevant to 2017 will be loaded into the system between Friday 6thJanuary2017 and Friday27th January 2017.
18.Accrued Expenses
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonAccrued Expenses / Send 2016 accruals to CFAS () / Mon 09/01/17 / N/A / Jence Oesman
Ext 53494
Accrued expenses are valid expenses that have been incurred during the year but have not yet been recorded through the normal processing of transactions in NS Financials.
Since these expenses are not yet in the General Ledger, they will not appear in the Financial Statements unless an entry is made for them. For example, if we have received goods or services, but we have not yet received the invoice, the financial reporting system will not reflect this transaction.
Please ensure that goods or services received (or partially received) are receipted in NS Financials correctly and in a timely manner. All receipts until COB Wednesday 4th January will be automatically accrued for by the GNRI accruals.
Please note:For any expenses that are accrued that relate to transactions between UNSW and its Controlled Entities and/or any foreign currency denominated invoices, need to be highlighted separately in your submissions.
Per note 15, there should be no accruals for internal expensesfor statutory reporting purposes.
Any valid expenses that relate to 2016 that have not been entered in NS Financials and which exceed $5,000 (excluding GST), should be accrued.The limit of $5,000 is a recommendation only. Please refer to the Decision Tree for Accruals in Appendix B.
Your Finance Manager will coordinate your Division/Faculty’s accrued expense data collection, entering and posting to the ledger within the agreed timelines.
Your Finance Manager will review and return the aggregated template for your Division/Faculty toCFAS (). Please refer to the template included in Appendix E.
Please note: The following query can be used to identify invoices that have been processed by AP. This may assist with your accrual process.
The query name is FUP_AP_VOUCHER_YEAR_END.
19.Accrued Revenue
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonAccrued Revenue / Send 2016 accruals to CFAS() / Mon 09/01/17 / N/A / Kuda Vere
Ext 53550
When services have been rendered or goods delivered and revenue has been earned during a period but payment for these services or goods has not been received or recorded by the end of that period, the revenue should be accrued.
For example, contracting or consulting work which has been performed in 2016 but the invoice has not been raised needs to be accrued.
Any valid revenue that relates to 2016 that has not been entered in NS Financials and which exceeds $5,000 (excluding GST), should be accrued. The limit of $5,000 is a recommendation only. Please refer to the template included in Appendix E.
Per note 15, there should be no accruals for internal revenuefor statutory reporting purposes.
Your Finance Manager will coordinate your Division/Faculty’s accrued revenue data collection, entering and posting to the ledger within the agreed timelines.
20.Prepaid Expenses
Process / Activity / Close for 2016 / Open for 2017 / Contact PersonPrepaid Expenses / Send 2016 prepayments to CFAS () / Mon 09/01/17 / N/A / Jence Oesman
Ext 53494
Prepaid Expenses are expenses which have been paid and recorded in the current accounting period but relate to a future accounting period, i.e. we are paying for the goods or services upfront.