Financial Reporting Handbook (2019 Refresh)

The Financial Reporting suite of reports is intended to provide an overview for a School or Unit including Financial, Projects, HR, Expenses, Purchasing, Teaching & EFTSLs, Assets, and Debtors & Revenues.

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© 2019. 30/10/28 UNSW Sydney Finance

QUICKLINKS• myUNSW

• Calumo

• Finance website

OTHER RESOURCES• Financial Reporting• Reporting Handbook• Project Financials Handbook• Financial Reporting Handbook

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How to Access

For more information about Calumo and reporting in general please refer to the Reporting Handbook

Log into myUNSW

Go to the My Finance tab

Select Financial Reporting

(You can also access the Financial Reporting Suite of reports by logging into Calumo and clicking on the APPS tab)

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Parameters1. Parameters set here will apply to all the reports in the suite. So if you choose an entity to the left, it will remember this when you

move to other reports in the suite.

2. Using these parameters to choose your entity will apply to this instance of the report only, if you switch to another report in the suite it will display the entity you specified to the left (in point 1 above). If you use these parameters to change the entity in your report, and you move to another report in the suite and return – the parameters to the left will over ride the entity initially chosen in the report (i.e., point 2). You should always check the entity shown on the report.

TIP! The parameters to the left will flow through all the reports in the suite, the parameter in the reports

header is specific to that report only.

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People Costs

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Financial Snapshot

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Suite of Reports1. Financial Snapshot

2. Financials Financial Summary – Accounts

Financial Summary – Departments

Financial Summary – Trend

Finance Dynamic Detail

Estimation Cost Input Page

Transactions Transaction Drill-Through

(non PIMS detail) – Account

Transaction Drill-Through (non PIMS detail) – Source

People Costs – by Employee

PO – Transaction Drill

AP Contractor Input

3. Projects Project List – Current Year

Project list - LTD

4. People CostsPay Summaries Pay Summary by Employee

Payroll Summary

Position Variance

Casual Pay Details

Casual Teaching by Course

Financial Reports consists of the following suite of reports:Leave Annual Leave Summary

Long Service Leave Summary

5. Expenses Incomplete Expense Claims

Credit Card Summary

CC Workflow Status

Listing of Approved purchase orders

Purchasing spend by vendor

PO – Transaction Drill

6. Teaching Revenue and EFTSLs Flash Semester (SLP Cube)

School Level Detail – Revenue and EFTSL (Finance cube)

Course Level Detail (SLP Cube)

Casual Teaching by Course

7. Assets Asset List

8. Debtors and Revenue Debtors and Revenue

9. Foundation

10. Subscribe

Notes about adding commentary.

Teaching Revenue and EFTSLs

Debtors and Revenue

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Financial Snapshot

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TIP! Click on the twistie to

expand or collapse

Financial SnapshotThe summary dashboard consists of several reports:

1. Financial Metrics

View the Financial metrics for your entity including

Revenue, People Costs and non-people costs which are

also split out into Actual, budget and forecast. To the

right is an addition “Go to Financial Summary” report.

2. FTE

View your FTEs by category (Academic, Research,

General) and type (Full Time, Contract, Casual). Click to

the right to view the Multi-purpose HR report.

3. Projects

View the top 10 in deficit projects in the entity and their

associated balances. Click to the right to go to Project

List.

4. Student Metrics

Showing the actual vs budget EFTSL broken down by

program career and international vs domestic.

5. Leave Metrics

This report shows Annual Leave and Long

Service Leave for academic and professional

staff. Click to the right to go to respective

overview report. The report also show top 5

people with highest annual leave. Use the drop

down to change to Long Service Leave.

6. Credit Card Outstanding

Displays the dollar value of Credit Card

transactions that have not been reconciled for

more then 3 months and identifies the top three

people with the most value. Click the dropdown

to select other credit card lag and debtor days.

Click to the right of each to go to Credit Card

transaction status report and to Show all

Debtors.

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Projects

Financials

Financial Snapshot

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In many places throughout the reports, you can add your own commentary for you to refer back later as a reminder

or personal notes. Click here to read about commentary.

Adding your Commentary

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1. Throughout the app, you can add your commentary. Whenever you see the 'Add your commentary' box.

2. Click on the box, type in your commentary. Use the simple formatting feature provided. Then click "OK".

3. Then the text box turns green.

4. Refresh the report by clicking on the icon at the top left of the report (or press F9 from your keyboard).

5. Your commentary is now saved.

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TIP! Click here to see the historical changes to this commentary.

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The Financial reports provide summaries at a glance of your financials; they consist of:

1. Financial Summary – Accounts

2. Financial Summary – Departments

3. Financial Summary – Trend

4. Finance Dynamic Detail

5. Estimation Cost Input Page

There are also additional Transactions Reports:

a) Transaction Drill-Through (non PIMS detail) – Account

b) Transaction Drill-Through (non PIMS detail) – Source

c) People Costs – by Employee

d) PO – Transaction Drill (also part of Expenses)

e) AP Contractor Input

Financials

Projects

Financials

Financial Snapshot

Suite of Reports

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Debtors and Revenue

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The Financial Summary report provides a summary at a glance of your financials.

1. RevenueShows all internal and external revenue

2. People Costs Academic Staff

General Staff

3. Non People CostsShows all non people costs (excluding depreciation)

4. Total Budget Unit Direct Costs

5. Contribution (before Capex)

6. Total Capital Items

7. Contribution (After Capex)

Financials | Financial Summary – Accounts

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Projects

Financials

Financial Snapshot

Suite of Reports

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You can filter the information (in addition to the normal filters in the report banner) by:

• ComparativesActual vs Budget or Actual vs Forecast

• Amount FormatShowing as thousands and millions

• Strategy 2025/BAUStrategy 2025, BAU or All

Clicking on the People Costs figures will take you to Detailed People Costs report.

Clicking on other figures will take you to the Trend Analysis report.

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Debtors and Revenue

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The Financial Summary report provides a summary at a glance of your financials.

1. EntitiesShows all selected entities

2. Month to Date (MTD)

3. Year to Date (YTD)

4. Full Year

5. Estimation/Projection

Clicking on the figures Trend Analysis drill through report:

For People Costs: the report is ‘drill through - summary by employee’ For Non-People Costs: the report is ‘drill through (Non PIMS detail)’

This report loads without saving previously selected filters. Get the link to your customised report by clicking the share icon at the top right corner, then select ‘copy link to clipboard’ or ‘create an email’ to send yourself the link.

Financials | Financial Summary – Departments

Projects

Financials

Financial Snapshot

Suite of Reports

Parameters

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You can filter the information (in addition to the normal filters in the report banner) by:

• ComparativesActual vs Budget or Actual vs Forecast

• Amount FormatShowing as thousands and millions

• Strategy 2025/BAUStrategy 2025, BAU or All

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Teaching Revenue and EFTSLs

Debtors and Revenue

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Financials | Financial Summary Trend

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Shows the same data by month:

For:

• Actual costs (actual + accruals)

• Revised Budget

• Variance (the difference of the two)

• Prior Year Actual Costs

You can filter the information (in addition to the normal filters in the report banner) by:

• ComparativesActual vs Budget or Actual vs Forecast

• Amount FormatShowing as thousands and millions

• Strategy 2025/BAUStrategy 2025, BAU or All

Projects

Financials

Financial Snapshot

Suite of Reports

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Teaching Revenue and EFTSLs

Debtors and Revenue

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Financials | Finance Dynamic Detail

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Showing:

Of the selected entity for:

• Current year to date vs Total current year

• Actual costs (actual + accruals)

• Revised Budget

• Variance (the difference of the two)

Projects

Financials

Financial Snapshot

Suite of Reports

Parameters

How to Access

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You can filter the information (in addition to the normal filters in the report banner) by:

• ComparativesActual vs Budget or Actual vs Forecast

• Amount FormatShowing as thousands and millions

• Strategy 2025/BAUStrategy 2025, BAU or All

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

Expenses

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Financials | Estimation Cost Input Page

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Showing:

• Revenue: teaching, research, and Others

• Costs:

• People costs: academic, general, other

• Non-People costs: internal expenses, scholarship, contract & consulting services, entertainment, marketing, overheads (utilities), repairs and maintenance, consumables, travel, equipment non capitalised, and others.

There is a control check for entity, if the selected entity is not leaf level, you will receive an error message:

Projects

Financials

Financial Snapshot

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TIP! This data then flows into the

estimate/projection section at the bottom of Financial Summary – Accounts and Financial Summary – Departments

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Financials | Transaction Drill Through (non PIMS detail)

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The available transaction drill through reports:

• By account

• By source

They provide detailed journal entry line by line detailing amount, account, source of fund, entity and project.

You can switch from one to the other through the green button near the top of the report.

Projects

Financials

Financial Snapshot

Suite of Reports

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Debtors and Revenue

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Financials | People Costs – by Employee

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The People Costs - by Employee report, or Transaction drill through - summary by Employee report, consists of the month to month breakdown of:

• People Costs and 4501 scholarship data

• Employee payroll costs and contract details

• Other people costs and GL transfers

• Student Stipends information

You can also link to People Costs by Category report from here.

Projects

Financials

Financial Snapshot

Suite of Reports

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Debtors and Revenue

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Financials | AP Contractor Input

The page lists Journal Date, Account, Fund, Entity, Vendor Name, Project, Amount, Description, Reversal, Comments, Invoice ID, ZID & Full Name, Start Date, End Date, FTE, Hours Worked, Hours In Month, AP_Voucher, Voucher_Line_Number for the selected filters.

Projects

Financials

Financial Snapshot

Suite of Reports

Parameters

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Debtors and Revenue

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TIP! Click on the icon to adjust the filter as needed to customise your view.

ProjectsThe Projects section consists of:• Project List – Current Year• Project List – LTD (Life to Date)

which show: fund group, project ID & name, funds, department, portfolio manager, status, grant end date (if applicable), budgets, expenses & commitments, revenue (if applicable).

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This report is separate to Project Financials, which is a suite of web based reports to help Portfolio Managers manage the financials of their project (or portfolio of projects) over their lifetime. Data is sourced from financial (NS Financials), human resources (PiMs) systems and InfoEd (grants management system).

The target audience for project financials are Academics, Researchers and Professionals who manage a budget for a project.

Please see the Project Financials book for further detail.

Projects

Financials

Financial Snapshot

Suite of Reports

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Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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People Costs

People Costs

Projects

Financials

Financial Snapshot

Suite of Reports

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The People reports provide summaries at a glance of your HR; they consist of:

• Pay Summaries:

1. Pay Summary by Employee(same with ‘People Costs – By Employee’ under Finance)

2. Payroll Summary

3. Position Variance

4. Casual Pay Details

5. Casual Teaching by Course

• Leave:

5. Annual Leave Summary

6. Long Service Leave Summary

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

Expenses

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People Costs | Payroll Summary

The Payroll Summary Reports compares the dollar value and FTE of academic and professional staff for the selected month, YTD and the full year. It provides an overview of people planning costs.

Projects

Financials

Financial Snapshot

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Teaching Revenue and EFTSLs

Debtors and Revenue

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The Position Variance report shows the budgeted vs actual position in term of $ salary and FTE time. It also provides an entry point for deep drill down to payment history, salary trend, and employment history.

The Casual Pay Details report shows the overall and trend of the casual positions within selected entities and funds.

People Costs | Position Variance & Casual Pay Details

Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

The People Planning Position Variance is part of the People Planning Tool reports. Please see the People Planning Tool for further detail.

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

Expenses

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The report shows actual vs Year to Date (YTD) figure of salary paid, hours and $/hour rate for casual teaching grouped by course.

People Costs | Casual Teaching by Course

Projects

Financials

Financial Snapshot

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People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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People Costs | Leave summaries

Projects

Financials

Financial Snapshot

Suite of Reports

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View a snapshot of your staff annual leave aging (use the drop down menu in the banner to switch between Annual Leave and Long Service Leave aging).

Annual Leave accrues progressively on a fortnightly basis.

Professional Staff: The University may direct an employee to take annual leave where an employee has an accrued entitlement to annual leave of 6 weeks or more to reduce their entitlement to not less than 3 weeks at the conclusion of the leave.

Academic Staff: If at 15 November in any year an employee has not taken or submitted a plan to take their full leave accrual for that leave year, the employee may be directed to take the untaken component of their leave year entitlement prior to 15 February.

TIP! This report is useful when you need to

monitor leave aging and identify if there are any staff who have large liability

leave balances

People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

Expenses

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People Costs | Annual Leave & Long Service Leave Summaries

Projects

Financials

Financial Snapshot

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Annual Leave

The Annual Leave report shows all details for employee annual leave, by hour, day and cost and includes future leave

Long Service Leave

The same report is generated to show Long Service Leave commitments.

Annual Leave and Long Service Leave Summaries are identical report with

different data source. The Quick Reference Guide is for Long Service Leave

Summary.

NOTE:

The home-entity is the entity which a staff member belongs to; while the cost-entity is where the staff member's work is costed.

People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

Expenses

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The Expenses reports provide different information on spending; they consist of:

1. Incomplete Expense Claims

2. Credit Card Summary

3. Credit Card Workflow Status

4. Listing of Approved purchase orders

5. Purchasing spend by vendor

6. PO – Transaction Drill

Expenses

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Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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Expenses | Credit Card Summary Report

1. Total Credit Card Expenditure – displays the total expenditure for the month as well as year to date

2. Card Transaction Status – displays the value of unapproved transactions for the current month, prior month and other. Staged means the transactions have not been reconciled, Verified means the transactions have been reconciled but the statement for the period has not been submitted

3. Top 10 Employee activity for month – Identifies top 10 active employees in the entity for the month

4. Top 10 Vendors for month – Identifies the top 10 vendor spend by the employees in the entity for the month

5. Top 5 High and Very High Risk Merchant categories – Lists merchant categories that have been flagged as high risk

6. Personal Expenditure last 3 months – Assists in identifying anyone who is using their university credit card for personal expenses and track if they are paying it back

There are 11 sections to this report:

7. Individual items over $3,000 – identifies large spend

8. Possible Split/Multi Payments – attempts to identify if anyone is splitting their payments in order to work around spend or delegation limits

9. Potential Self Approval Issues – this report attempts to identify transactions where self approval may be occurring

10. Risk keywords in Description – highlights words used that have been flagged as potentially risky

11. Risk Vendors – identifies vendors that have been flagged as potentially risky

Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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Expenses | Credit Card Workflow Status

This report is intended to assist with unreconciled and/or unapproved transactions. While transactions are unreconciled theyare accrued, they only go to the actuals ledger once they are approved- once statements have been approved they will nolonger appear on this report. Please use the Approver Status Column to determine the status of the approval of thestatement.

TIP! You can use the Approver Status drop down menu in the banner to filter by

status

Approver Status:

Open the statement has not been submitted for approval

Pending the statement has been submitted for approval but not yet approved

Denied Statements with this status are essentially stuck and the cardholder should contact the Finance Helpdesk for assistance. (FYI while statements are in this status the transactions are not going into the ACTUALS ledger, they are being accrued)

Administrator Denied these transactions are denied by the Card Administrator (usually at the request of the cardholder, reviewer or supervisor)

Card Holder Status:

Open the statement has not been submitted for approval

Pending the statement has been submitted for approval but not yet approved

Approved the statement has been submitted for approval but not all approvals have been performed yet (the name in the approver field is the person the approval is sitting with – regardless of their role in the process)

Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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Expenses | Incomplete Expense Claims

• If you run this report and it’s empty that is a very good thing, that means that no expense claims are stuck, in error or otherwise not processed through the General Ledger (as the source of truth is the General Ledger)

• This makes it is important to clean up any incomplete expense claims

Expense claims could be incomplete for the following reasons:

WHAT DOES THIS MEAN?

Claim has been created but not submitted

Claim has been denied but the funds have not been returned to the budget of the chartfield that was used

Claim is in error (most likely due to a chartfield combination error)

Claim has been submitted but not approved

STATUS:

Pending

Denied

Error

Submitted

ACTION TO BE TAKEN:

The claim should either be submitted or cancelled

To return the expense to the chartfield used budget the claim should be cancelled

Claim is in error and it should either be corrected or cancelled

The claim should be submitted to an alternative approver or cancelled

Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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The Purchasing reports provide different information on purchase orders and spending; they consist of:

1. Listing of Approved purchase orders. Shows all PO including line by line breakdown, quantity, amount and funding information.

2. Purchasing spend by vendor. Shows top 20 spend by vendor and top 20 credit card holder spend by vendor.

3. PO – Transaction Drill. Shows all line by line purchase by vendor. You can use the filters to select one or more categories of purchase status. The information shows the PO quantity/price and receipt quantity/price.

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Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

Expenses | Purchasing Reports

Expenses

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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The Teaching Revenue & EFTSLs reports provide information from the finance and student data cubes; they consist of:

1. Flash Semester (SLP Cube)

2. School Level Detail – Revenue and EFTSL (Finance Cube)

3. Course Level Detail (SLP Cube)

4. Casual Teaching by Course (also listed under People Costs)

Teaching Revenue & EFTSLs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

Parameters

How to Access

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VIEW BOOKS

QUICKLINKS• myUNSW

• Calumo

• Finance website

OTHER REPORTING BOOKS• Financial Reporting (web)• Reporting Handbook• Project Financials Handbook• Financial Reports (this book)

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People Costs

Teaching | Flash Semester (SLP Cube)

The flash semester report takes the data from student cube and allows you to compare the EFTSL and Teaching Revenue between two scenarios which you can choose.

The data covers undergraduate, graduate and local HDR which are commonwealth funded, international fee paying, and other teaching funding arrangements.

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Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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Teaching | School Level Detail (Finance Cube)

The School Level Detail takes DEEWR, local fee paying, international fee paying and tax adjustments data from the finance cube against actual and budget for revenue, EFTSL and their forecasts.

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Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

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Teaching | Course Level Detail (SLP Cube)

The Course Level Detail takes data from student cube and list all courses and their actual student revenue, commonwealth contribution, EFTSL and headcount.

You can drill deeper by clicking on the ‘detail’ link to open course detail by faculty/school.

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Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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Asset ListThe asset list shows all assets matching the criteria specified in the filters.

The report shows the information: business unit, custodian entity, asset class, asset ID, tag number, description, serial ID, custodian staff, location, asset status, category, acquisition date, in-service date, end-depreciation date, department, fund, project, cost, and net book value.

Click meTeaching Revenue and EFTSLs

Debtors and Revenue

Assets

Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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People Costs

Debtors and Revenue

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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1. You can filter your report by using the drop down menu’s in the banner

2. Customer names and ID’s

3. Project ID that the bill relates to

4. The current amount (<30 days)

5. Amounts >30 days outstanding

(The Debtors report will list all Sundry debtors)

This report only generates up to the last month

end. So if you are in March you will need to run

the report for February. March will only generate

a report after the March month end.

All amounts on this report include GST

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Debtors

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People Costs

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Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

Expenses

Projects

Financials

Financial Snapshot

Suite of Reports

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How to Access

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• Google Chrome or Mozilla Firefox are the preferred browsers.

• The reports are not optimized for Internet Explorer and may not display correctly or perform slower.

VIEW BOOKS

QUICKLINKS• myUNSW

• Calumo

• Finance website

• Finance Contacts

• Finance Guidance

OTHER RESOURCES• Financial Reporting• Reporting Handbook• Project Financials Handbook• Financial Reports Handbook

Teaching Revenue and EFTSLs

Debtors and Revenue

Assets

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Financials

Financial Snapshot

Suite of Reports

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People Costs