Accounts Payable

Flinders University Staff please ensure:

• You include the relevant College ledger Code and General Ledger codes the expense is being coded to on the invoice. You can use PDF fill & sign or handwrite this detail onto the invoice.
• Check for list of College and Portfolio Ledger Codes
• If you are not sure what General Ledger code to use, contact your College Finance Team at the bottom of this page.
• Please ensure any supporting documentation is combined as a single PDF with the invoice as page one, and ensure there is only one invoice per attachment when emailing
• Email the invoice as a PDF document to the Accounts Payable team - invoices@flinders.edu.au

Australian accounts

To make a payment to an Australian student account complete the Student Expense Reimbursement Form and email the completed form and supporting documentation to invoices@flinders.edu.au  as a single attachment in PDF format. Payments are usually processed within 3 weeks.

To make a payment to an international student account complete the Overseas Payment Form, in addition to the Student Expense Reimbursement Form and email the completed forms as a single attachment in PDF to invoices@flinders.edu.au

For international payments to suppliers, please provide the invoice, confirming it meets the above invoice requirements. It is preferred that you also complete an Overseas Payment Form as this ensures we have the correct bank account details.

Email the completed form and supporting documentation to invoices@flinders.edu.au as a single attachment in PDF format with the invoice as page one.

Employee reimbursements are processed through Service One and is endorsed by your supervisor. The request will then be sent through automatically into Basware for approval. Payments are usually processed within 3 weeks.

*If the credit relates to a purchase on a purchasing card, please go to the Purchasing Cards info page

If you have received a credit, please ensure you apply this credit correctly by following these steps:

• Ensure we have the original invoice the credit relates to,
• Ensure both the invoice and credit are coded and approved in Basware
• If we have paid the invoice, we will pick up the credit next time we make a payment to that Supplier
• If we have not paid the invoice, we will offset the credit and invoice against each other in Tech One Financials, once both the invoice and credit are coded and approved in Basware.
• Attach the corresponding invoice/credit to the invoice/credit in Basware for reference and supporting documentation
• Contact your College Finance Team or Accounts Payable to assist if needed.

Employees and students can submit a request for funds in advance of a purchase if required. Employees can submit their request through ServiceOne Employee advance OR Reconcile an advance. Students will need to complete a Non-employee advance requisition form and submit to the relevant College Finance Team for review.

Advances cannot be outstanding for longer than 3 months, and all advance funds will need to be reconciled within 14 days of the advance’s end date. Advances can be reconciled in the same way they are applied for, either through Service One for employees or by submitting an Acquittal of Advance form to their College Finance Team for students.

Supporting documentation will need to be kept and submitted along with the reconciliation (e.g., receipts of purchases, records of participant payments etc.).

Accounts Payable look after the users of the University’s stationery account. Changes to accounts and new user log ins can be set up by completing the COS user form and submitting it to your Finance Business Partner for approval. This form will then be forwarded to Accounts Payable for actioning.

Before submitting a request for a new user log in, please check with your local Operations Team, as they may be able to order stationery for you.