Purchasing cards
Find the information you need to get quotes, raise a purchase order, and make a work-related purchase at the University.
Working here
Claiming reimbursements and refunds
Staff can request a reimbursement of work related expenses in FlexiPurchase.
To be reimbursed for an expense:
- you will need to convert foreign currency expenses to Australian dollars before you claim a reimbursement. Currency websites such as Oanda provide exchange rates and online calculators. Enter the exchange rate you used in the description field for the expense in FlexiPurchase
- reimbursements are paid to your bank account via the payroll system. Log a general inquiry here if you need help with your FlexiPurchase claim
You can be reimbursed through FlexiPurchase for business related travel expenses if you need to travel for work, except for flights. You can apply for a range of University credit cards for you to use for business expenses.
All expenses incurred on these UON cards need to be fully cleared within a month from when you return from your travels. If you booked your trip with a travel arranger at the University, they can clear these expenses in FlexiPurchase for you. Make sure you keep all receipts, tickets, boarding passes, etc from your travels.
Resources
Please also see the following policy, procedures and documents for more detailed information on travel expenses and credit cards:
- See details on applying for a purchasing card and the Purchasing Card Policy and Procedures for travel related expenses.
- See the Companion Card Procedure – if you are travelling on business and need access to extra funds, you can apply for an additional credit card for cash withdrawals. This is only available if you travel frequently and when travelling to selected countries where credit cards can not be used. Please read this in conjunction with the Travel Policy. Contact Card Services to apply.
- No private use declaration for travel expenses form – please complete this form to confirm all your travel was purely business-related.
- Travel expense guide (PDF, 641KB) – this guide will help you record your travel requisition number in FlexiPurchase that is associated with your travel expenses.
- Summary of travel related expenses (PDF, 323KB) includes information for reimbursements.
Student, visitor and conjoint reimbursement online claim form
If students, visitors or conjoints require a refund or reimbursement of an expense from UON, staff will need to direct the students, visitors or conjoints to complete the relevant student, visitor and conjoint reimbursement online claim form.
Please note, these online forms are not for staff reimbursements, as these are completed through FlexiPurchase. Refunds of tuition fees for students are issued separately to these reimbursements.
Resources
The University of Newcastle acknowledges the traditional custodians of the lands within our footprint areas: Awabakal, Darkinjung, Biripai, Worimi, Wonnarua, and Eora Nations. We also pay respect to the wisdom of our Elders past and present.