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Accounts payable

The Accounts Payable section is primarily responsible for payments to University vendors (individuals or organisations to whom the University owes money), independent contractor payments, overseas payments, staff reimbursements and vendor approval. Assistance is also available with requisitions and purchase orders.

Contact

Financial Services HUB

Phone: 03 5327 8808 or email: finance@federation.edu.au

Payment of invoices

We process one weekly creditor payment run, with payment being based on 30 days from invoice date. Timely payment is determined by the following criteria being met:

1. Purchase order raised prior to purchase

All purchases must be made using a FedUni purchase order, and purchase orders must be raised prior to purchase via the eProcurement module in myFinance.

There are a number of different types of orders that can be placed, dependent upon what is being purchased:

Free format order

A free format order is used to purchase most goods/services, and requires the user to manually enter the details of the goods/services, including a description, price, quantity, vendor, Chartfields, etc.

Instructions on how to create a free format order are available on the myFinance on the eProcurement Training SharePoint site.

Amount only order (standing order)

Amount only orders are typically used for goods that are ordered / delivered on a regular basis, and may cover a period of 1 to 12 months. Examples of this include purchases of food items by the Conference & Catering or Hospitality areas.

Instructions on how to create make your order amount only are available on the eProcurement Training SharePoint site.

Purchase of assets

Assets (capital expenditure) are defined as buildings, equipment, plant and machinery, furniture and library books costing individually $5,000 (ex-GST) or more which are not consumed in one accounting period. Orders for asset purchases require the use of specific Category codes, Chartfields (Account + Project codes) and the insertion of the appropriate ad-hoc approver(s).

2. Goods receipt created in myFinance

After a purchase order is dispatched, the vendor ships the goods/provides the requested service. When the goods arrive/service is completed, users are required to confirm that the goods as 'received' so that Finance can pay the invoice.

Provided the invoice totals and quantities match the goods receipt, the invoice will be paid within 30 days from the date on the invoice.

Full details of the goods receipting processes are available on the eProcurement Training SharePoint site.

3. Tax invoice sent to Finance

All invoices should be sent directly to Accounts Payable, PO Box 663, Mount Helen 3353. This address appears as the 'bill to' address on the purchase order. If you receive an invoice with your goods, please forward it to Finance for processing.

Finance cannot make payment to a vendor without the invoice (original or a copy).

Electronic invoices can be sent to finance.payables@federation.edu.au.

Availability of vendors in myFinance

Ensure the vendor you wish to use has been approved before contracting them to provide goods or services. Failure to do so could result in significant delays in payment.

Instructions on how to search for approved vendors are available on the eProcurement Training SharePoint site.

Vendors of services must meet the Independent Contractor assessment criteria (please see Independent Contractors for more information).

New vendors

To add a new vendor to myFinance OR change existing vendor details, please email your request to the Finance Hub.

The usual time-frame for vendors to be added to the system is approximately 2 - 3 days, provided there are no discrepancies in the information supplied and it has been approved by Procurement.

Policies, procedures and guidelines