Accounts Receivable/Payable

Accounts Receivable

Invoices can be raised for goods and services supplied by completing an Account Receivable Request for Invoice (pdf) form. All relevant fields must be completed and forwarded to the FIPRAS office, G08, Ground Floor for processing.

Note:  there is an approx 5 day turnaround for invoices to be produced.

Accounts Payable

Reimbursements to Staff/Students/Visitors

No reimbursement will be made without appropriate paperwork attached stipulating the account code to be debited for reimbursement. 

Only original invoices/receipts are acceptable documents to support a payment (i.e. no statements, faxes, photocopies or emails).

Supporting Documentation Should State The Following Details

  • Please state if student, employee or a visitor;
  • Name and postal address of the person to be reimbursed;
  • Gross amount invoiced;
  • Foreign currency or the $AUD equivalent;
  • Payment options must be nominated (see below);
  • Description of goods or services, and the cost excluding GST and accounting distributions (i.e. account code to be charged);
  • Reason(s) why the item was purchased;
  • Expenditure must be approved by the Head of Group for group funds or the person who "owns" the account.

Once form is completed and required documentation attached, please forward to FIPRAS for processing.

Payment Terms:    30 days unless otherwise specified

The payment options available are:

  • collection from cashier (petty cash only);
  • cheque;
  • EFT (Electronic Funds Transfer-Direct deposit into a local bank account);
  • WIRE (direct deposit into an overseas bank account);
  • DRAFT (overseas cheque).

Forms:

For reimbursement of less than $100: "Petty Cash Reimbursement Claim" form 

For reimbursement of more than $100: "Request for Reimbursement" form

Other Issues

Receipts older than 12 months: 

Please be advised that anyone wishing to be reimbursed for receipts that are dated older than one year from the current date will not receive payment. The auditors have expressed concerns for receipts older than 12 months. If you require reimbursement the receipts MUST be brought to the FIPRAS Manager within 12 months of the receipt’s date.

Payments to Suppliers

An original supplier invoice and supporting documentation is to be provided stipulating the account from which payment is to be debited. No payment will be made without an appropriate tax invoice from the supplier stipulating an ABN.

Supporting Documentation Should State The Following Details:

  • Please state if student, employee or a visitor;
  • Name and postal address of the person to be reimbursed;
  • Gross amount invoiced;
  • Foreign currency or the $AUD equivalent;
  • Payment options must be nominated (see below);
  • Description of goods or services, and the cost excluding GST and accounting distributions (i.e. account code to be charged);
  • Reason(s) why the item was purchased;
  • Expenditure must be approved by the Head of Group for group funds or the person who "owns" the account.

Once form is completed and required documentation attached, please forward to FIPRAS for processing.

Payment Terms:    30 days unless otherwise specified

The payment options available are:

  • cheque;
  • EFT (Electronic Funds Transfer-Direct deposit into a local bank account);
  • WIRE (direct deposit into an overseas bank account);
  • DRAFT (overseas cheque).

Forms:

Request to Purchase Form

Contractor's and Consultants' Claims for Payment

A completed "FSD01" form - "Guide to Evaluating Results of Payroll Tax, Group Tax, and Superannuation Guarantee Questionnaire" must be provided.

Supporting Documentation Should State The Following Details:

  • Please state if student, employee or a visitor;
  • Name and postal address of the person to be reimbursed;
  • Gross amount invoiced;
  • Foreign currency or the $AUD equivalent;
  • Payment options must be nominated (see below);
  • Description of goods or services, and the cost excluding GST and accounting distributions (i.e. account code to be charged);
  • Reason(s) why the item was purchased;
  • Expenditure must be approved by the Head of Group for group funds or the person who "owns" the account.

Once form is completed and required documentation attached, please forward to FIPRAS for processing.

Payment Terms:    30 days unless otherwise specified

The payment options available are:

  • cheque;
  • EFT (Electronic Funds Transfer-Direct deposit into a local bank account);
  • WIRE (direct deposit into an overseas bank account);
  • DRAFT (overseas cheque).

Forms:

Request to FSD01 A completed "FSD01" form - "Guide to Evaluating Results of Payroll Tax, Group Tax, and Superannuation Guarantee Questionnaire" must be provided.

Living Allowance for Visiting Academics and Scholars

Reimbursement of Actual Expenditure in Lieu of Receiving Living Allowances

In lieu of receiving living allowances, guest lecturers, visiting academics and visiting students may still be reimbursed for actual expenses for accommodation, travel and subsistence. These transactions are to be supported by appropriate documentation (tax invoices, cash receipts etc).

Australian Residents

There are 3 ways of paying a visitor who is an Australian Resident.

1.    They provide an invoice with an ABN and we pay the invoice;
2.    We appoint them as a casual employee and pay them a salary, which incurs tax.
3.    We pay their expenses when provided with appropriate original receipts.

For further information, please view UNSW Visiting Appointments Policy.

Non-Australian Residents

Living Allowance requests can only be processed with the following documentation:

  • visitors < 3 months or less - require a "Letter of Invitation" (example) signed by the Head of School or Executive Officer.
  • visitors > 3 months - require an UNSW "Letter of Invitation/Appointment Offer" issued by Human Resources.


The policy and rates relating to living expenses for visiting appointments is available at UNSW Human Resources.

Payment Terms:    30 days unless otherwise specified.

The payment options available are:

  • cheque;
  • EFT (Electronic Funds Transfer-Direct deposit into a local bank account);
  • WIRE (direct deposit into an overseas bank account);
  • DRAFT (overseas cheque).