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Post on 29-Jul-2018
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Why are we here today? Provide an overview of our services
Share updates of changes & innovations
Continue to work with you to provide a better experience
AgendaWho are we?
Where can you find us?
What do you need to know?Staff retail card
Concur
Department enquiry
Travel services
GriffithPay
Q&A
Finance Campus Briefing 2017
Our vision has you in our sightTo be a value adding progressive business partner, while continuing to be
stewards of financial sustainability across all aspects of the University
As business partners we understand your business and enable effective planning and decision making
We enable better access to data through our systems so we can focus on your strategic needs
We drive efficiency and sustainability, both within Finance and across the University
Focus: Changing the shape of the organisationDisruptive change
Focus: Focussing on people, process and technologiesTargeted initiatives
Focus: Innovation and Continuous ImprovementContinuous improvement
2014 2015 2016 2017 2018 2019+
Horizon 2Horizon 1 Horizon 3
We are here
Snapshot of initiatives
18Done!
Initiatives span people, process and systems, e.g. GriffithPay, UniMarket, PoolcarConcur, accrual accounting and reporting suite
Client focusAccurate data and insights to support strategic decision making was a key focus for clients
Our achievements
Continue to focus on partnering with the business
Enhance communication andconsultation during times of
change
Work with clients to understandour strategic direction
Continue to enhance the quality of reporting
Our commitment to you
Need to know who to contact? Click on the ‘Service Contacts’ link to see contact details for the services we provide!
What about Training?You can see a list of Training available under the ‘Other Services’ tab
Finance training enquiries call Melissa Ainley x57735
What is it?• An easier way to charge retail purchases to a Griffith University
account• Staff who were previously using the internal charging process
can now use the staff retail card at Griffith food and retail operated outlets:
To register: https://www154.griffith.edu.au/staff-retail-card/Registration/Index
What are the benefits? Food & Retail (including Bookshop) now all on one internal charge system Increased Speed of Service at point of sale (POS) Sustainability by reducing the amount of paper required for internal journals Electronic Collection of Data Use existing POS Software System Relatively low cost implementation Fringe Benefits Tax Compliance Labour saving from 15hrs to 10mins a month for Journal processing Responsibility lies with the Card Holder
What do finance need from you? To ensure that FBT is applied correctly, please provide the breakdown between staff, associates and clients.
Associates include friends and family of staff. The FBT Scenario must be selected. For a full list, please refer to: https://intranet.secure.griffith.edu.au/university-
administration/finance/budgets,-reports-and-financial-control/taxation Fin-tax@Griffith.edu,au
What is ‘Department Enquiry’?- Tool used to view transactions and budgets by Department, Project, Class, Budget Category or Account Code
- Information at the lowest level of detail on demand and refreshed daily with previous day’s transactions
- Shows both historical transactions as well as some current commitments to enable better budget management
- Department Enquiry is different to Project/Class Enquiry as it gives access to the whole Department, rather than specific Projects or Classes
- Department Enquiry is typically for Heads of Schools, Directors, or nominated representatives (Incl. Admin staff who have financial delegation)
- Project/Class Enquiry is typically for those assigned with budget responsibility for specific grants or one off initiatives.
What is an accrual?
Note: If the Closing or Opening Position of a project has changed it will be because income or expenses that were posted late last year relating to 2016 and an adjusting journal has been processed, placing the entries in the correct reporting period.
Accrual accounting records transactions in the period they relate to rather than when cash is paid or received. This results in more accurate recording of the revenue and expense position on any given month.
For Example: If I get paid my fortnightly salary in the first week of February, but some of that salary relates to time I worked in January, then we should reflect that. Accordingly, an accrual journal is posted at the end of the month reducing the salary cost in February and increasing the salary cost in January by the amount I actually earned in January.
Metrics
Seasonal
On average we are processing 2100 reimbursement requests & credit card acquittals per month
‘Approval to payment’ time is on average 1.02 days delivering timely reimbursement to staff
Concur support1. User guides on the Finance Website
2. Contact us through email fin-concur@griffith.edu.au
3. Attend a training session
We aim to resolve your query within a maximum of 2 hours (based on
complexity)
Top 5 reasons for returned reimbursements
Date not matching
Missing receipt
Missing receipt affidavit used
Attendees not listed
Receipt over 90 days
We have however made system enhancements that will still allow correct
expenses to be processed without delay
Mobile adoptionTo save you time, use our mobile app:
Reduce time to complete a report by 28%
Reduce time to approve a report by 28%
Improvements we’ve madeWe value your feedback and made changes to improve your experience:
Simplified attendee information
Entering data across multiple receipts
Additional details for approvers
Enabled partial reports to be approved
Progressed towards value added reporting
Refined our guides and self help videos
Feedback sent through the Concur survey is anonymous. If you need to contact us about an outstanding issue, please email fin-concur@griffith.edu.au
User satisfaction
Steady improvement in satisfaction rates
57% Jul
83% Jan
What’s next? Develop a solution to validating department approvers
Refine responses from auditing processes
Finalise reporting and distribute to group management
Why are we making a change?
• One travel agency for domestic & int’l travel
• Online point-to-point int’l bookings for select routes
• One-stop shop for air, hotel and car rental
• Robust GITC accepted single sign-on
• Automatic notification emails to managers
• Optional access to dashboards and features that enable easier travel management
• Access to better rates for airfares and accommodation
• Access to overseas domestic fares
• Improved BI tool for effective travel spend management at group level
Estimated annual savings by element
Note: Estimated savings based on 12 month spend profile and booking behaviour for service fees and air fares only
$124,822
$56,418
$77,424
$96,587
$43,601
$-
$20,000
$40,000
$60,000
$80,000
$100,000
$120,000
$140,000
AEL BUSINESS HEALTH SCIENCES GRIFFITH INT'L
Estimated savings
Overall savings of nearly $400K across the University
Today Ongoing
• Create awareness• Provide a forum for Q&A• Working with our customer
reference group
• Ongoing communication• Training and support• Enhanced travel
management experience!
What is GriffithPAY? An online shop for Griffith products and services Open 24 hours, 365 days a year Quick, easy and secure Available to students, staff and external customers Pay by credit or debit card
GriffithPAY
Conferences and events
Student administration
fees
Sporting events & activities
Study Tours/Field
Trips
Short courses
Film, art, photo, &
architecture supplies
What is for sale?
Questions ?
Contact Details : Sandra Quinell
Griffithpay Administrator
griffithpay@griffith.edu.au
Ph: (07) 37354177
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