Finances

For using University managed funds (e.g. research grants, PReSS, cost centres, scholarships), you have to go through the University “system” to spend that money.

Note: Only doctoral students will be able to log in to the staff intranet. Hons and MSc students will not be able to access these links, and will need help from supervisor or staff.

If you prefer, you can download our Quick Help Guide on Finances by clicking the button below.

Definitions

Cost Centre
A four digit number – typically refers to departmental cost centre. If in the context of PReSS account, the number will be 9447 (for FMHS) or 9453 (for Liggins).
Project Code
In the context of research grant, this is usually a 5-7 digit number. If in the context of PReSS account, this is simply your UPI.
Account Code
For University accounting; it codes the expenditure with the type of expenditure. For example, “775” refers to consumables. For the full list, view the Excel spreadsheet: https://www.forms.auckland.ac.nz/content/dam/uoa/staff/central-services/finance-and-purchasing/documents/STC/GL%20Account%20codes%20only-2.xlsx
Approved Supplier
You can find a list of approved suppliers in a downloadable Excel spreadsheet (which is updated weekly) at this link: https://www.staff.auckland.ac.nz/en/central-services/finance-and-purchasing/shared-transaction-centre/suppliers.html It’s quite a big document, so be sure to use Ctrl + F.
Grant Number
Typically a 5-7 digit number which you enter into the “Project Code” or “Grant number” area- so it gets properly charged there. Ideally, if you were to ever use a grant number, you should have the permission and/or approval of the grant holder.
PReSS Account
 All doctoral candidates have a PReSS account which receives anywhere from $1200 – $2900 / year (so $3600 – $7800 over 3 years). In order to spend this money, you need to use the cost centre 9447 (for FMHS) or 9453 (for Liggins); and the “project code” will simply be your username/UPI.
Supervisor Approval
Typically, an email with verbal confirmation from your supervisor either saved as a PDF or screenshotted via snipping tool is adequate to serve as supervisor approval.
STC (Shared Transaction Centre)
This centre deals with all of the university’s purchasing, invoicing and some financial processes. To log a request, go to https://superuoa.custhelp.com/app/ask and select ‘STC’ under Service, or ring them on + 64 9 923 6000 between 8.30am and 5pm.
Concur
You can claim back on business or study related expenses through Concur. If you have used your own money on behalf of the University for a business purpose or study related expense, you can be reimbursed for these expenses.
  • Standard Purchase Order Requests

For purchasing an item from an approved supplier that is not a SciTrack supplier. Link: www.staff.auckland.ac.nz/en/central-services/finance-and-purchasing/shared-transaction-centre/purchasing.html Approved Supplier list: https://www.staff.auckland.ac.nz/en/central-services/finance-and-purchasing/shared-transaction-centre/suppliers.html

  • eQuote Purchase Order Requests

For purchasing an item from a SciTrack supplier, or printing (Soar). Link: https://www.forms.auckland.ac.nz/en/staff/financial-services/e-quote-purchase-order-request.html

  • Travel Purchase Order Requests

For paying for travel or accommodation. Link: https://www.forms.auckland.ac.nz/en/staff/financial-services/travel-purchase-order-request.html

  • FMHS Finance (pCard)

For purchasing something with a Faculty Credit Card. Link: www.fmhs.auckland.ac.nz/en/staffonly/services–admin/fmhs-administration/fmhs-finance-forms.html

  • Concur Solutions

For reimbursing yourself for things you’ve already paid for. Link: www.concursolutions.auckland.ac.nz

  • SciTrack

For purchasing lab chemicals, consumables, or restricted biologicals. Link: https://scitrack.auckland.ac.nz/

  • PReSS Account Statement Proof

For proving you still have money in your PReSS account (for doctoral students only). Link to SSO: https://student.auckland.ac.nz Steps: Click on “PReSS Statement” → follow the link “PReSS Account Statement” → Download your Excel spreadsheet detailing your expenditures  More information: https://www.auckland.ac.nz/en/education/current-students/postgraduate-and-doctoral-students/funding-your-study/press-accounts.html  https://www.auckland.ac.nz/en/about-us/about-the-university/policy-hub/research-innovation/doctoral-study/undertaking-research/press-account-policy-procedures.html  

Standard Purchase Order Requests

Note: If a supplier is listed as a SciTrack supplier, you will only be able to purchase items through SciTrack as the STC will not process standard purchase order requests for a SciTrack supplier. Refer to the SciTrack section of this document. Before you proceed with a standard purchase order request, check if the supplier is a SciTrack supplier here: https://www.auckland.ac.nz/en/health-safety-wellbeing/health-safety-topics/laboratory-safety/scitrack/useful-information.html  For this example, we will purchase EDTA blood collection tubes from EBOS Healthcare.

1. Find an approved supplier that you wish to purchase from in this link: https://www.staff.auckland.ac.nz/en/central-services/finance-and-purchasing/shared-transaction-centre/suppliers.html You will only be able to purchase items through this system if the supplier is an active approved supplier. You can find EBOS Healthcare by pressing Ctrl + F and typing in “EBOS” in the Excel spreadsheet.
2. Obtain a quote for the product you wish to purchase. In this example, you would need to contact EBOS Healthcare – see this link: https://www.eboshealthcare.co.nz/catalogue-products/diagnostic/blood-collection/bd-vacutainer-edta-lavender5/
3. With the knowledge of the cost of the product, fill out this form: https://www.forms.auckland.ac.nz/en/staff/financial-services/standard-purchase-order-request.html
  • Are you making this request on behalf of someone else? (Probably not)
  • The requestor is: (You’re probably a student)
  • Please provide your supervisor’s UPI/username: (e.g. jsmi123 – if you don’t know, ask your supervisor)
  • Select the faculty or service division this request is for: (probably Liggins or FMHS)
  • Supplier name: download the Excel spreadsheet “active supplier list” from https://www.staff.auckland.ac.nz/en/central-services/finance-and-purchasing/shared-transaction-centre/suppliers.html. Find the supplier’s name. Use Ctrl + F if necessary.
  • Supplier code: typically starting with five zeros, there are usually 10 digits in total – e.g. 0000012345. Use the same Excel “active supplier list” spreadsheet to find the relevant 
  • Request currency: (probably NZD – but you could purchase in another currency if necessary)
  • Is the request to be charged to a: Research Project – you’ll need the cost centre (4 digits) and project code (7 digits). Get both these numbers from your supervisor or the grant holder. Doctoral PReSS account – cost centre will be 9447 (for FMHS) or 9453 (for Liggins). Project code will just be your UPI/username (e.g. jsmi123). Account code: select from the drop down menu. In most cases ignore the Internal UOA product code.
  • Date goods/services are needed – just select when you need it. A week is a reasonable timeframe for most goods and services. If urgent, call STC and explain your situation.
  • Delivery building number – your physical building number (e.g. 501, 502, 503, 504, 505, or 507). Delivery room number – your physical room number (ask the people around your office space what your room number is)
  • Delivery address line 1 (e.g. 85 Park Road) or (e.g. 22-30 Park Ave)
  • Delivery address line 2 (e.g. Grafton)
  • Delivery City (e.g. Auckland)
  • Delivery post code (e.g. 1023)
  • How many line items are you requesting? (in other words: how many unique items are you purchasing)
  • Supplier product code: this is any “product code” from the supplier side – just for the supplier to catalogue or reference their own products
  • Description: e.g. EDTA Tubes 10 mL
  • Quantity: 1 (just be careful – contact the supplier and ask whether 1 unit refers to a singular EDTA tube or a box of 100 EDTA tubes)
  • Unit price (excl. GST): you’ll need to get this from the supplier. NZ’s GST is 15%. If you’re given a price of “$10 incl. GST”, you’ll need to divide $10 by 1.15 – so the actual unit price (excl. GST) is $8.6956.
  • Upload additional documents: you could upload your quote (e.g. email of correspondence detailing the cost; or simply a screenshot of the price on the website)
  • Upload supervisors approval: a screenshot of an email from your supervisor stating their approval of the transaction.
  • [If paying with PReSS account]: Upload Doctoral PReSS account spreadsheet – download your PReSS account statement from https://student.auckland.ac.nz → PReSS Account Statement → Download. It should be a single Excel file.
  • Submit.
4. You should (within minutes) receive an email from the STC staffservice@auckland.ac.nz with details of your Standard Purchase Order Request. This confirms that you have successfully submitted the request.
5. You should then (within 1-2 days) receive an email from STC@auckland.ac.nz with a newly generated “UOA_PO_MD0000######” purchase order. The “MD##########” is the purchase order number. The “MD” refers to FMHS.
6. In some circumstances, the Supplier will just send the invoice directly to the University; in which case, you need not worry about the invoice. In other circumstances, the supplier might email you the invoice. In which case, you would need to send an email to invoices@auckland.ac.nz with just the invoice PDF attached, and the subject header line with ONLY the purchase order number e.g. “MD0000######”.
7. The parcel should arrive in due course to your office space (as determined by your building and delivery address). Note that “Central Stores” (located in B501-basement) typically receive all parcels in the loading dock. The staff at Central Stores usually deliver the parcels from the loading dock to your office space.
8. Once you receive the parcel, you need to “receipt” through STC. This can be done by either clicking the link from the email STC sent you; or by going to this link: https://superuoa.custhelp.com/app/ask Valid PO number: You can get the MD########### number from the email STC sent you. Date goods/services received: the date you physically received the package Click Submit.
9. STC will send you another email to acknowledge the receipt of goods and services.
10. Once the invoice has been submitted to invoices@auckland.ac.nz AND the receipt of goods and services has been acknowledged by STC, STC will pay the supplier on the 20th day of the following month. For example, if you received the goods on May 1st (and the invoice was submitted prior to May 1st), the supplier will be paid on June 20th.
11. Depending on the company, they might send you reminders that you owe them money. It might just be a courtesy, automated email from the company so don’t worry too much. If they keep sending you emails, you could call STC at + 64 9 923 6000 and ask them why the supplier hasn’t been paid.

FMHS Finance (pCard)

If you need to pay for something that is not from an approved supplier and is too expensive to claim back with Concur (e.g. article processing charges), you could use a pCard. pCards are company credit cards held by several administrative staff. You can request to use these pCards in the administrator’s presence.

  1. Fill out this form: https://www.forms.auckland.ac.nz/en/staff/fmhs/fmhs-pcard-request-form2.html
      • Most details are as similar above (in the Purchase Order Requests section)
      • Select your pCard holder: in the drop down menu, select the pCard holder from your department
      • You will need to provide some documents: 
        • Your supervisor’s approval to use pcard (download the email as pdf) 
        • pRess account statement (can download from SSO)
2. Email the pCard holder:

      • Introduce yourself, explain that you just filled out the form, and ask when you can meet the pCard holder to pay for the item.
      • At the pre-arranged time, go to their office with your laptop with the payment window ready to type in the physical pCard’s credit card number, cvc, expiry date, etc. This step takes probably a few minutes.
      • When you get the receipt from whoever you are paying, forward that receipt to the pCard holder so they can ensure it is charged to the correct cost centre.

Concur Solutions

Concur is used for reimbursing yourself for expenses you have already incurred. Access the Concur solutions here:

https://www.auckland.ac.nz/en/students/student-support/financial-support/concur-student-reimbursement.html

The full guide is here: https://cdn.auckland.ac.nz/assets/auckland/students/student-support/student-reimbursement-quick-guide.pdf

Note that:

  • Concur’s “Department” is actually UoA’s “Cost Centre”
  • Concur’s “Project” is actually UoA’s “Project Code”

SciTrack

Imagine if you’re purchasing a restricted substance (e.g. GMO, illegal substance, etc.). In order to purchase it, it needs to be fully tracked and its location must be known to the system. As a result, Scitrack is used to track many lab reagents, chemicals, and restricted substances – from purchasing, delivery, through to placing it onto a known shelf location. Hence why scitrack is used for lab consumable purchasing.

If you are new to SciTrack you will first need to request to be set up (speak to your supervisor first): https://www.forms.auckland.ac.nz/en/student/human-resources/sciquest-erm-student-access-request.html  Any supplier that supplies any kind of restricted items is considered a ‘SciTrack supplier’; this means that any purchases from this supplier need to be placed through SciTrack whether or not the item you are actually purchasing is a restricted substance. List of SciTrack suppliers here: https://www.auckland.ac.nz/en/health-safety-wellbeing/health-safety-topics/laboratory-safety/scitrack/useful-information.html
SciTrack requires carts to be approved by a Designated Lab Person (DLP) before they can be submitted. Students are not allowed to be a DLP therefore you need to speak to someone in your lab who is a DLP to help approve your orders. This will normally be a technician, senior member of the lab, or your supervisor. You can only place orders under a DLP’s name. Your DLP should already have lab cost codes listed under their account. To add new cost codes to an SciTrack account, e.g. your PReSS account, email scitrack@auckland.ac.nz. Include the cost code and the name of your DLP that you would like the code added to.
The Scitrack website has a whole host of resources, including video tutorials:  https://www.auckland.ac.nz/en/health-safety-wellbeing/health-safety-topics/laboratory-safety/scitrack/quick-guides.html However, the most commonly used for students is probably the “Host catalogue purchasing” document here: https://cdn.auckland.ac.nz/assets/auckland/health-safety-wellbeing/health-safety-topics/scitrack/guides/scitrack-qg-3-hosted-catalogue-purchasing-guide.pdf 

  • Remember to make a separate shopping cart for each supplier. For example, you cannot order an antibody from Abcam and a Western Blot gel from Biorad in the same shopping cart.
  • You will receive a “Shopping Cart Submit Report” in your email after submitting a shopping cart, then you need to forward it to your DLP (designated lab persons) who will approve and finalise the order. It is very important to let your DLP know if the item is MPI restricted as permits will be required.
Scitrack automatically enters your location (i.e. your office/department) and this is where the parcel will be delivered. If it is incorrect, the parcel will be delivered to the wrong place, and the website will not allow you to order from your supervisor’s grant. To fix this problem, email the Scitrack advisor Emily Boyd emily.boyd@auckland.ac.nz or scitrack@auckland.ac.nz and she will amend this for you.  Sometimes the item that you want is not listed in SciTrack, but the supplier is a SciTrack supplier. In that case, you first need to contact the supplier for a quote. Once you have a quote you will be able to add the unlisted item by going to your cart and clicking on ‘Add Type In Item’ at the top left hand corner of the page, filling in all the required information (product name, selecting a supplier from the drop down list, catalog #, price, currency etc.). Then click ‘save’ and your item should be added to cart. You can then continue with the normal process.

  • Once you have added all of the items you want to purchase to your cart, click on ‘Proceed to checkout’. Each cart will have a unique Cart Name. Under ‘recipient’ select your DLP; this will load the drop-down list of Cost Center codes. Select the right code and then click on ‘Submit’.
  • Once you have submitted your cart, your DLP will need to approve this. To help them find your cart you can give them your unique Cart Name. You should have received an email from ‘FromERMDoNotReply@JAGGAER.com’ with a PDF summary of the cart you have submitted, alternatively if you have already submitted the cart, then you can find this by selecting ‘Held Cart’ on the SciTrack home page.
  • Once your DLP has approved your cart you can submit an Equote purchase request so that the STC places your order.

eQuote Purchase Request

1. Fill out this form: https://www.forms.auckland.ac.nz/en/staff/financial-services/e-quote-purchase-order-request.html

    • Are you making this request on behalf of someone else? (Probably not)
    • The requestor is: (You’re probably a student)
    • Please provide your supervisor’s UPI/username: (e.g. jsmi123 – if you don’t know, ask your supervisor)
    • Select the faculty or service division this request is for: (probably Liggins or FMHS)
    • Select supplier: ‘SciTrack’
    • Date goods/services are needed – just select when you need it. A week is a reasonable timeframe for most goods and services. If urgent, call STC and explain your situation.
    • Delivery building number – your physical building number (e.g. 501, 502, 503, 504, 505, or 507).
    • Delivery room number – your physical room number (ask the people around your office space what your room number is)
    • Delivery address line 1 (e.g. 85 Park Road) or (e.g. 22-30 Park Ave)
    • Delivery address line 2 (e.g. Grafton)
    • Delivery City (e.g. Auckland)
    • Delivery post code (e.g. 1023)
    • Upload additional documents: you could upload your quote (e.g. email of correspondence detailing the cost; or simply a screenshot of the price on the website)
    • Upload supervisors approval: a screenshot of an email from your supervisor stating their approval of the transaction.
    • [If paying with PReSS account]: Upload Doctoral PReSS account spreadsheet – download your PReSS account statement from https://student.auckland.ac.nz → PReSS Account Statement → Download. It should be a single Excel file.
    • Submit.
2. You should (within minutes) receive an email from the STC staffservice@auckland.ac.nz with details of your Standard Purchase Order Request. This confirms that you have successfully submitted the request.
3. You should then (within 1-2 days) receive an email from STC@auckland.ac.nz with a newly generated “UOA_PO_MD0000######” purchase order. The “MD##########” is the purchase order number. The “MD” refers to FMHS.
4. In some circumstances, the Supplier will just send the invoice directly to the University; in which case, you need not worry about the invoice. In other circumstances, the supplier might email you the invoice. In which case, you would need to send an email to invoices@auckland.ac.nz with just the invoice PDF attached, and the subject header line with ONLY the purchase order number e.g. “MD0000######”.
5. The parcel should arrive in due course to your office space (as determined by your building and delivery address). Note that “Central Stores” (located in B501-basement) typically receive all parcels in the loading dock. The staff at Central Stores usually deliver the parcels from the loading dock to your office space.
6. Once you receive the parcel, you need to “receipt” through SciTrack. This can be done by clicking on ‘Receiving’ on the SciTrack homepage, and searching for the PO number (“MD##########”). Make sure that under ‘Search Receiving Rooms’ you have selected ‘All Rooms’ otherwise you may not be able to locate the order.
7. Select the items you would like to receipt and then click ‘Proceed to Receiving Work List’. Once you are on the receiving page, you will have the option to ‘receive without creating container’ (non-tracked/not restricted/non-chemical items), or you will need to enter in a physical or electronic barcode to receipt the item (tracked/restricted items or chemicals). If you are unsure about barcodes it is best to ask your lab DLP to help you with this step.

Travel Purchase Request

All university travel needs to be organised through Orbit World Travel. Link: https://www.staff.auckland.ac.nz/en/central-services/travel-and-accommodation/before-you-travel-with-orbit-world-travel.html

Further info on booking travel is available on our Conferences page.