Frequently Asked Questions

If you are a staff or student and have purchased goods or services for University business using your personal funds.

Note: if you hold a Corporate Credit Card, you must submit an expense claim through Fraedom, not raise a reimbursement claim through Kofax.

Your Approver is your Line Manager (staff) Supervisor (Student) or Chief Investigator (CI) for grant related funds, noting that the initiator of the claim and the Approver cannot be the same person.

When you submit your reimbursement claim, it will be workflowed centrally to ensure it complies with University policy and tax legislation.  It will then go to your Approver for authorisation.

Yes, as you do currently you must attach supporting documentation e.g. a tax invoice / receipt (please redact any personal information not required to facilitate the reimbursement) - if these are not available you must submit an approved Lost or Unobtainable Tax Invoice Or Receipt Declaration) 

Please note EFTPOS receipts that don't list what was purchased are not considered sufficient supporting documentation.  In this case you must submit a Lost or Unobtainable Tax Invoice Or Receipt Declaration.

If you purchased items in a foreign currency with your personal credit/debit card, please attach a copy of the statement showing the transaction(s) in AUD (remove or cover anything you do not wish to be seen).

If you don't have this, then the University exchange rates will be used.

Reimbursements are paid into the same bank account used in SSO (for staff, or students who are paid). For students, this will be the bank account entered into https://adelaide.edu.au/finance/updatebank . 

The payment run is done weekly on a Thursday and funds released from the University on a Friday.  When it hits your bank account is dependant on your financial institution.

Yes, students automatically have access to raise Reimbursement e-Forms in Kofax.  You can also track the status and payment date.

If you are a student with ePro Requestor access, you will have the same view as a staff member as you may need to review a supplier invoice.

The Other Payment e-Form is used to request a payment to someone who can't provide an invoice e.g. prize to a student, reimbursement to non-staff member, honorariums etc.

Refer to the quick reference guide for further guidance on when to use the Other Payment e-Form.

If the recipient has never been paid by the University before, a Banking Authority Form will also need to be submitted (as an attachment to the Other Payment e-Form) so bank account details can be entered into the Finance System.

The currency stated on the Other Payment e-Form is the currency the payment will be made in.  It will be the recipient’s banking institution who then converts the payment to local currency.

That's right, students have a different view to staff.  You only have access to raise and track a Reimbursement e-Form.

However, if you are a student with ePro Requestor access, you will have the same view as a staff member as you may need to review a supplier invoice.

Similarly to the Finance System, a system generated email will be sent when there is something to action.

The email will contain a link to your Work Queue - you then click on the individual link you wish to action.  Refer to the quick reference guides for instructions.

You don't do anything in Kofax - everything is driven from the Finance System.

If you are going on leave, you follow the current process of assigning your Worklist items / approvals to another staff member.

Refer to Covering Leave for assistance.

Students automatically get access to raise Reimbursement e-Forms in Kofax.  You can also track the status and payment date.

If you are a student with ePro Requestor access, you will have the same view as a staff member as you may need to review a supplier invoice.

No, Kofax is a third party product which works together with our Finance System (PeopleSoft).

Purchase Orders are still raised and approved through the Finance System.

Kofax processes supplier invoices that don't have a Purchase Order (PO), or where there is a variance between the PO and the invoice.  It also facilitates the online submission and approval of reimbursement and other payment requests.

No, Purchase Orders are raised and approved in the Finance System (PeopleSoft). There is no impact or change to this process with the implementation of Kofax.

If you are going on leave, you assign your worklist items following the current process.  Refer to Covering Leave for assistance.

Yes, invoices relating to Purchase Orders still need to be receipted in eProcurement.

There is no impact or change to this process with the implementation of Kofax.