The Accounts Payable team is responsible for paying invoices on behalf of the University, processing expenditure advances and reimbursements, creating new and maintaining existing supplier accounts and managing University credit cards.
Student payments are paid in the next payment run after being approved in the system.
Domestic electronic funds transfer (EFT), student and employee reimbursements payment runs occur each Thursday.
Foreign Exchange (FX) payment runs occur Tuesdays.
To enable payment for goods or services, suppliers must provide Flinders University with a compliant invoice which meets the following minimum criteria:
Flinders University Staff please ensure:
To make a payment to an Australian student account complete the Student Expense Reimbursement Form and email the completed form and supporting documentation to firstname.lastname@example.org 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 email@example.com
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 firstname.lastname@example.org 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:
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.
Once the invoice has been emailed to Accounts Payable it will take 2-3 Business days to show In Basware and workflow through to the relevant College or area. If the invoice is for a New Supplier or the Supplier has details which require updating in our system, this will delay the time it takes for the invoice to flow to the relevant College.
If you have access to the Flinders University P2P (Purchase to Pay system) Basware, you will be notified by email to code and review the invoice. If you are an approver, the College Finance Officer will code and review the invoice to you for approval. Or, if you do not have access to Basware, the College Finance Officer will use the General Ledger Codes you have provided on the invoice, to code and review the invoice to the applicable Financial Delegate.
Flinders University standard payment terms are 30 days regardless of the supplier’s invoice terms. However, these can be changed for various reasons. Please complete a Supplier terms Variation form and send to email@example.com
Once an invoice has been coded and approved it will be transferred to the Financial Accounting System (Tech One) and be paid in accordance with the payment terms. Flinders University Standard Payment Terms are 30 days. If these need to be changed for a particular invoice or supplier, please complete the Supplier Terms Variation form, and email the completed form to firstname.lastname@example.org
If an invoice/payment request is approved in Basware prior to 4.00 pm on the Wednesday, and is due for payment, it will be imported into the Finance System ready for selection in the Thursday payment run. Staff with access to TechOne Financials can check the guide Status of an Invoice.
All accounts payable and general enquiries can be made between the hours of
9am – 5pm Monday to Friday.
Accounts Payable Department
08 8201 3804
College of Medicine and Public Health
08 722 18433
College of Education, Psychology and Social Work
08 820 13529
College of Humanities, Arts and Social Sciences
08 820 15109
College of Nursing and Health Sciences
08 722 18481
College of Science & Engineering
08 820 15080
College of Business, Government and Law
08 742 19859
08 820 12339
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