Frequently Asked Questions
Q. Who do I contact in regard to paying accounts to the University or obtaining payment from the University?
A. You have two options. You can call our general enquiries number on (+61 8) 8313 7898 and ask for assistance or send an email to firstname.lastname@example.org.
Q. What are the University's trading terms?
A. The University's trading terms are 30 days nett i.e. the vendor will be paid at the end of the month following the month that their invoice is dated (and after the invoice has been processed).
Q. How to I obtain access to the University's Financial System and what training is available?
A. To obtain access to Peoplesoft, please complete the Access Request Form (this needs to be signed off by your Faculty/Divisional Finance Manager).
If your role requires you to be an Approver in Peoplesoft, please complete the Approver Access Form.
Training is required before access to the system is granted.
Online training resources about the recent Peoplesoft upgrade can be found on the ITS Training website. Quick Reference Guides are also available and are a helpful resource especially to infrequent users.
Q. I am an approver in PeopleSoft and about to go on leave, how to do I reassign my approval rights?
A. Approvers can reassign their approval rights in the Financials System by entering a proxy for a set period of time under "My System Profile" within PeopleSoft. For step by step instructions refer to the guidelines.
If a new or acting approver is covering the leave and has no financial delegation or requires an increase, then the Approver Access form needs to be completed.
Q. Who do I contact in regard to queries about payments to University vendors?
A. Please phone the general Accounts Payable enquiry number (+61 8) 8313 7898 or send an email to email@example.com.
Q. Who do I contact in regard making payments in foreign currencies?
A. The Senior Payables Officer is presently responsible for that role.
Q. How do I close off a petty cash float?
A. Deposit the float funds into the University's bank account (105-120 / 023056040) and notify the Manager, Financial Operations that the funds have been deposited. A bill will then be raised to clear the float and you will receive notification to stating that this has occurred.
Q. Who is responsible for creating, amending and approving vendors and customers?
A. There are staff in each Faculty/Division who can create vendors (Accounts Payable), however, they need to be approved for use by the Compliance Officer in Financial Services, otherwise you will be unable to use them in the system. All customers (Accounts Receivable) are created and approved in Financial Services by the Compliance Officer.
Q. I have a query about Travel Advances and/or Staff Reimbursements?
A. Refer to the following guidelines or contact the Reimbursements Officer
Travel Advance Acquittal - where spend equals advance
Travel Advance Acquittal - where spend exceeds advance
Travel Advance Acquittal - where advance exceeds spend
Q. I'm getting a "Duplicate invoice detected" error message when entering a voucher, what do I do?
A. An important aspect of Accounts Payable is ensuring that duplicate payments do not occur. An additional control has been implemented to mininmise the risks of duplicating voucher payments. Where the system has detected a potential duplicate voucher, an error message will appear on the screen. Users will be required to review the voucher to ensure it is not a duplicate before progressing it further. Read the guidelines to find out further information.
Q. Where do I send remittance advices for a payment I have made to the University?
A. All remittance advices may be sent to firstname.lastname@example.org.
Q. We have received an invoice from the University and have queries in relation to the account. Who do I contact to obtain further information?
A. The biller can be contacted for further information. The name and phone number is in the top right hand corner of the invoice.
Q. I would like to pay an invoice from the University using my credit card, how do I go about this?
A. The preferred option is to do this by phone or in person. You can fax your card details with the invoice you would like to pay, the amount and the name of the authorised signature. If you elect to fax the transaction please ensure you have signed the bottom of the bill.
Q. I am a student at the University and I would like to apply for a student loan, how do I apply?
A. Applications for student loans are made through Student Care telephone (08) 8303 5430.
Q. My loan application has been accepted, when and where do I collect my cheque?
A. Payment by cheque is no longer available. On the loan application you will be asked to provide your bank account details. Payments are deposited directly into your bank account by EFT (electronic funds transfer).
Q. I am a student and want to know the balance outstanding on my printing bill or my student loan?
A. Contact Accounts Receivable on (+61 8) 8303 5221 or email email@example.com.
Q. I am a student currently enrolled at the University and I have an outstanding invoice for (Loan or Printing Charges). Where and how can I pay this account?
A. There are three options:
- Pay at any branch of BankSA directly into the University's bank account (BSB 105/120 A/C NO 023056040).
- Pay by mail with cheque, credit card or money order to Revenue, Financial Services, The University of Adelaide, SA 5005
- Pay via Internet banking directly into the University's bank account (BSB 105/120 A/C NO 023056040). You may need to establish access to this service with your financial institution.
Note: please use your invoice number as the reference.
Q. Who do I contact if I have a query in relation to the University's Composite Fund?
A. The Treasury Officer can assist you with these queries.