Business Services Panel Discussion Q&A s Finance Campus Briefings 2017

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1 Business Services Panel Discussion Q&A s Finance Campus Briefings 2017 GriffithPAY Questions My clients want to use one address for multiple user accounts in GriffithPay, but this doesn t work. Why is this and can it be changed? Is it possible to set up room bookings via GriffithPay, how should we do that? When you set up an account you are setting it up for an individual so it is attached to the address for that person. Multiple individuals would need to create their own account GriffithPay works similarly to most shopping cart solutions, where the address is a unique identifier for the account. However, any product on GriffithPay that requires the payer to identify themselves would include a separate field asking for the user s name or S number. You can do this by contacting Sandra Quinell to assist you in setting this up as an item in GriffithPAY system. Concur Questions I manage a small community type project, and regularly have to engage provider of services and goods at short notice. What is the best way to pay for these items? What if I am processing an acquittal in Concur and I only know the name of the attendee and do not know their business name? An expense card could be used in this scenario for a project expense. However we would prefer that our clients use the purchase request system but we recognise that this is not always possible at short notice. The business name is not a compulsory requirement for completing the acquittal in Concur. 1

2 Who do I speak with to provide feedback on Concur expense categories? I took a photo of my receipt using the ExpenseIt app and then threw away the receipt. However the receipt did not save to the app and I no longer have it? How can I complete the claim for reimbursement? When I am travelling for work I often buy food from street outlets but these outlets don t have receipting facilities. Can I still claim this expense without a receipt? If I have lost my receipt can a bank statement be uploaded into Concur in place of the receipt? I have a colleague based in the US he is not able to sign a Missing Receipt Affidavit (MRA) in person, can the Business manager sign off the MRA in his absence? Who carries out the audit of the Concur system? Please send feedback to fin-concur@griffith.edu.au. We will continue to refine expense categories based on feedback and a thorough review. It is possible that this happened because when you tried to upload the receipt you were not in a wifi zone and the app was unable to upload the photo to your concur dashboard. If this is the case once you are in a wi-fi zone again it will upload. If this doesn t work it might be saved in your photo folder on your phone. If all of these fail check the history on expense it app. Yes you can, in this instance you would use Missing Receipt Affidavit (MRA) function within Concur. In this instance use the Missing Receipt Affidavit (MRA) function in Concur, bank statement not sufficient for expense reimbursement in Concur. An MRA is essentially a statutory declaration, and the Australian Tax Office will not allow a proxy to sign a declaration on behalf of someone else. We have an external audit team based in the Philippines as well as an internal staff member based at Griffith University. 2

3 As a Manager can I partially sign off on a report in Concur? What is the turnaround time for a query that is sent by to the Concur address? Is it necessary to be sent numerous s from Concur when multiple payments need to be approved? Concur hotline Can I claim for an expense prior to the actual event taking place? (for example: buying airport parking one month prior to travel date) What is the process you should follow when an employee who has an expense card leaves the company? You need to approve all of the receipts within an expense report in order for it to be processed. We aim to respond to all queries within 24 hours, in most cases though we are able to respond to queries between 30 minutes and two hours. It is possible to turn off these notifications in Concur. You can do this by reviewing your Concur settings. Finance are aware of issues that have been raised regarding the absence of the concur hotline. We appreciate this feedback and will look at alternatives to address these concerns Yes you can claim for expenses before the event takes place. The policy states that the user must contact the team and let them know they will be leaving so that the card can be cancelled. They must then return the card to finance to be destroyed. Staff retail card Questions Why can t I use the retail card at Nathan Co-Op book shop? Can anyone register for a staff retail card? When you register do your need to This outlet is not owned by Campus Life/Griffith. The retail card can only be used across Griffith owned food, memorabilia, book stores. Yes anyone can register for a staff retail card, when you register for a card you will need to allocate a speed type during the application process. 3

4 allocate a default speed type? Does anyone authorise/approve the request to have a card? Is there a report showing who has a card in a particular area? How do you become a point of sale (POS) for the retail card? Department Enquiry Questions Why is it taking so long for opening position to be shown re: carry forwards? No the application to have a card does not go through an approval process. However if the individual applying for the card has no financial delegation rights they are in breach of financial policies and regulations. We are working on a report that will provide you with this information, this will be available soon. The card can only be used through Campus Life Retail outlets due to POS system used, if you would like to discuss whether your outlet meets these requirements please contact Bryan Hill for system details. During January and February several processes must take place to confirm the final numbers for the prior year and confirm the carry forward position. This includes finalising the accounts and actioning any final requested adjustments and finalising the external audit for the University s financial statements, which is the most time consuming. Once the external audit is signed off, finance is able to confirm final numbers, calculate the carry forward position and upload into Department Enquiry. Finance are continually reviewing this process to bring these numbers to you as soon as possible. Why is there only one year available to view in Department Enquiry? Why can t you view data across years? Training Questions Is there training available for students who need to be able to use concur for reimbursements? What is involved in the finance induction Travel Whole of life reports will be introduced in the near future to enable project reports across more than 1 year. Yes, we can train students how to use Concur for reimbursements if you would like us to. We can do this as part of a school meeting or you can reach out to Melissa separately to arrange something: m.ainley@griffith.edu.au or ext During the induction we cover: the meaning of financial terms, finance policy, how to complete transactional services like raise a purchase order, payment requests, invoice requests, arranging travel, concur, and reporting in department enquiry. 4

5 When is the expected golive date for the new Travel system? The evaluation and implementation processes are expected to be finalised by the middle of Can a Conference card be introduced to arrange conference bookings, travel, meals, accommodation etc? The new travel solution is expected to include all of this apart from conference registration. Conference registration can then be charged to an expense card. What about existing bookings in the old travel system? Will the new system allow for multiple journey bookings? Are you able to attach/ identify speed type/ GL code at time of booking in new system as not able to currently? Who is the provider of new travel system? My department use Cabcharge vouchers frequently, is there any alternative to using Cabcharge vouchers? I had an issue with wifi dropping out in the Logan campus while accessing a Bookings made with current preferred suppliers will continue to be serviced by them post transition date. Credits held with current suppliers pre-transition will be migrated to the new system after go-live. Yes, the system will provide for multiple journeys in the one booking. The speed type and class information will be available in individual profiles. It is unlikely that multiple speed types can be used within the technology solution. We are in discussions with various providers at the moment and aiming for a midyear go-live date. We are currently exploring alternatives. Cabcharge also have a card that can be issued to frequent users. However, this card is preloaded with speedtype and class as default for that user. An alternate hardware solution is being looked into as a back up. At Logan try opening car from Library area then go straight to the car if wi-fi is poor. 5

6 pool car. Is there a workaround for this? I recently hired a pool car and on arrival it was damaged. I contacted logistics who were very helpful but the damage hadn t been reported previously. What is the correct procedure for this? The onus is on the driver to report and sign off as no damage to the vehicle on the app before locking car. This will be addressed further in future communications 6