How Do I?
Claim for Expense Reimbursement
Relocation Expenses
· Paid expenses: Create online Cash Expense Reimbursement Claim and upload original receipts image in Concur (Travel system).
· Unpaid expenses: forward the invoice & Letter of Offer to SOPHI Finance – Level 6 Brennan MacCallum Building, The University of Sydney NSW 2006.
· Relocation expenses are reimbursed to the maximum relocation entitlement as per Employment Contract Letter. All is subject to legitimate receipts.
· Unspent Relocation allowance cannot be paid to staff.
Other Expenses Reimbursement
· Claims must be made and submitted in Concur via “Cash Claim/Create New Cash Expense”.
· Code, upload original receipts and provide comments in Concur Cash Expense Reimbursement Claim and submit online.
· All expense reimbursements are subject to original receipts.
Complete the affidavit statement in Concur / Expense for transactions without receipts.
Apply for Travel – Conference / Research Leave
1. Obtain quotation for airfare and accommodation directly from the Travel Partner or via Concur\Travel or non-preferred supplier (if the Travel Partner cannot match the price).
2. Email your direct supervisor and to obtain pre-approval to your trip and funding check.
3. Provide the following in via email:
a. leave period;
b. trip destination;
c. trip expense budget;
d. the nominated account code for the travel expenses.
4. SOPHI finance will verify your account code, the available funding and email you the financial authorisation.
5. Traveller will need to attach SOPHI Finance reply email as part of supporting document of the Travel Request.
6. Travel in premium economy/business class: complete the Request for Approval to Travel Business/Premium Economy Class Form and send to Dean’s office - Seek Dean’s approval
7. Create and submit Travel Request in Concur:
a. Attach SOPHI Finance reply email, conference program and Dean’s approval on non-economy ticket as part of supporting document of the Travel Request;
b. Code the travel expenses against the corrected nominated account code combinations as per Finance authorisation email.
8. Book ticket in Concur once approved by direct reporting line authority, i.e. Head of School, Department Chairs or supervisor.
Price Matching
§ Please ask if Travel Partner can match the price prior to purchasing tickets from non-preferred suppliers (not Travel Partner). Airfare can be purchased from Non-Preferred supplier if the discrepancy is over 5% and the University Travel Partner fails to match the price. Evidence of quote is required.
Per Diem
Per Diem allowances for meals and incidentals are available to all staff (corporate card holder and non-corporate card holders). Substantiation of receipts is not required for Per Diem option. Per Diem Rates are available from University Travel website.
Business Class Travel
Approval will only be granted in special circumstances. Dean’s approval is mandatory. To apply to travel business class, fill in a “business travel request form”, send to Dean’s office for approval and attach it to your travel Request.
Travel Insurance
Staff travelling on business trips without approval are not covered by University insurance. The University does not provide travel insurance for personal/private travel, accompanying persons, consultants or contractors. These travellers will need to take out their own personal/private travel insurance.
Airline Membership: Airline lounge memberships for travellers who travel two or more University business trips each year can be paid from staff internal research grant.
Frequent Flyer Programs: The University does not fund airline frequent flyer program memberships as it is seen as an incidental benefit to staff.
University Travel Partner
· University Institute Building H03, Rooms N352 and N353, City Road, The University of Sydney, NSW 2006.
· Open 0800 – 1800 (AEST) Monday to Friday. Travel Partner provides after hours emergency support, outside these hours.
· Email:
· Phone: Australia (02) 9112 1680
Outside Australia +61 2 9112 1680
· Fax: (02) 9080 1700.
Apply for Access to Concur - Travel and Expense System: Staff ID and University email are required. Contact Maria Cortes, SOPHI Finance.
Apply for University Corporate Credit Card (grants > $5,000)
Staff are eligible to apply for a Corporate Card if holding grants/funds with a minimum of $5,000. Please contact Maria Cortes for assistance.
Hosting a Conference/Workshop
All conference proposals to be submitted to the School Administration Manager Rm 612, Brennan MacCallum (A18) () for Head of School and Dean’s approval.
Contact to set up conference account code.
Conference organisers need to supply the following details:
· Conference Date
· An outline of the Conference - target audience, aims and outcomes
· Whether it is being administered by the University or an outside specialist company or body, and if the latter, the name of that entity
· Details of the parties convening the conference
· Budget: Income, Expenses
· The extent of sponsorship/subsidy by the University in the form of specific funding or “in kind” support such as staff time, ICT infrastructure, consumables, venue space, equipment purchase or usage, and logos
· Arrangements for the distribution of profits or losses resulting from the conference
· Sources of Income: Grant, Other funding (internal and external)
· Known or foreshadowed sponsorship from other sources.
· Arrangements for publishing the proceedings of the conference including how and by whom they will be administered and financed and how the profit or loss will be distributed
Research Grant Management Support
· Application budget, Pre-Award Procedures: , or
· Post- award financial management (grant projection, acquittals): Contact
· Contact or for
research grants including grant budget variation, amend start and end dates, research suspension leave
· Contact , , if you are unsure whom to contact.
Request to Purchase
· Computer Equipment
All computer equipment must be purchased via School Asset Officer, Peter Adams , 9351 3094.
· Non-computer Equipment
Submit the online Purchase Request from SOPHI website.
Contact: Molly Dias - SOPHI Finance
Request for Casual General Contracts – Research Assistant
Submit the online Casual General Contracts request from SOPHI website at least 2 weeks before commencement of work.
Contact: or Molly Dias, - SOPHI Finance
Engaging a Contractor/Consultant
Complete the Contractor/Employee Assessment Tool and Risk Assessment Tool and send it to .
Request for Casual Academic Contracts – Part-time teaching
Obtain Department Chair’s approval and contact Harry Nguyen, SOPHI Finance or submit online Casual Academic Contracts – Part-time teaching request from SOPHI website 2 weeks before commencement of work.
Request to raise an Invoice
Submit online Invoice request from SOPHI website
Contact: Maria Cortes, SOPHI Finance
Deposit Cheques
Please bring the cheque, provide the purpose of the cheque, account code and the address of payee to Molly Dias / SOPHI Finance.
Stationary
Contact SOPHI Admin team , 9351 2862
Faculty/School Internal Research Grants
· SOPHI Research Support Scheme (annual)
Contact Research Support Officer - 8627 5420,
· Faculty Research Schemes
SOPHI Finance Contact
Send financial related query to SOPHI Finance generic email if you are not sure who to ask.
Maria Cortes / Ph. 9351 8675, . Room 617Concur (Corporate Card & Travel), Insurance procedures, Reimbursements, Relocation reimbursements, Invoice, Payment by Corporate Card, Account Balances.
Molly Dias / Ph. 9351 8954, . Room 617
Expense Reimbursement, Postdoctoral Research Grant, Deposits, Research Assistant/Casual General Contract, Consultancy Contract, Conferences Registration, Payment Request (Cheques & EFT), Purchasing Orders, Photocopy card, Donation, Account Balances.
Harry Nguyen / Ph. 9351 8559, . Room 615
Account query, Journal, Academics PT Teaching Contracts and payments, Research Grant management, Salary calculation and Supplementation, externally funded positions, Account Balances, Parking Permits, Taxi vouchers, other financial related matters.
Cam Pham / Ph. 9351 6829, . Room 614 Budgeting and Planning, ARC funding/Acquittals/Relinquishment, HERDC, Start Up grant, Relocation, Salary projection, Account Balances, Account Code Set Up, Parking Permits and Cab Charges, other financial related matters.
USEFUL LINKS
§ Special Studies Program Policy http://sydney.edu.au/policies/showdoc.aspx?recnum=PDOC2011/130&RendNum=0
§ University Travel Policy University Travel Policy
§ Travel Preferred Suppliers
https://intranet.sydney.edu.au/working/travel/suppliers-bookings/travel-agents.php
; Ph - 9112 1680
§ Travel Accommodation Providers
https://intranet.sydney.edu.au/working/travel/suppliers-bookings/accommodation.php
§ Travel Car Rental Agreements
https://intranet.sydney.edu.au/working/travel/suppliers-bookings/car-rental.php
· Travel and Expense Management Helpdesk
http://sydney.edu.au/policies/showdoc.aspx?recnum=PDOC2011/135
Phone 9351 2000 (Option 5 – Finance) then Option 4 Concur
· Corporate Card Help
Email:
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