The meeting commenced at 12.27pm. looking into updating the 52 day policy (the form has been completed). 2. ESP Access & Finance Delegations in

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1 G7 Finance Managers Meeting Tuesday 11 th October 2011 Present: David Sturgiss (F&BS), Melissa Abberton (F&BS), Margaret Eichholzer (F&BS), Trevor Langtry (F&BS), Amanda Walker (F&BS), Tim Macpherson (F&BS), Zachary Ong (F&BS), Matthew Talbot (CASS), Mary McDonald (CMBE & CPS), Renee Brand (COECS), Anne Millward (CBE), Robyn White (CAP), Stephen Molloy (DOI), Charles Mazvidza (DR&SS), John Sullivan (F&S), Graeme Lindner (RCC). The meeting commenced at 12.27pm Welcome David Sturgiss - Trevor will be acting in Brigid s position for the time being. Items Outstanding from Prior Meeting David Sturgiss 1. Intra University Payments through Q - Forwarded to the Research Office who is Accounts looking into updating the 52 day policy (the form has been completed). 2. ESP Access & Finance Delegations in ESP compared with Delegations in HRMS - This matter is being looked into by Margaret Eichholzer and Kerryn 3. Review of F&BS Forms Blagdon. FMIS Update Trevor Langtry - Ongoing matter (Margaret Eichholzer). Application upgrade - Engagement with business areas complete. - Testing by business areas anticipated in March/April Asset conversion will ensure depreciation balances. Business process review - Currently on hold

2 University Procurement and Contracts Tim MacPherson Receipting project - To commence after application upgrade completed. TM1 - Went live on Friday, 7 October F&BS FMR/BSO needs to be advised if the tool is to be used for 2012 budget. - If the old tool is used, the budget figures are also required to be entered into TM1. - Currently limited users. If intending to add new users, a request needs to be sent to F&BS BSO. Mandated Multi-Function Devices (MFDs) - Will provide savings to the ANU - Existing arrangements won t be affected. - If there are any issues, please notify UP&CO. - Margaret Eichholzer will look to update charge codes through a web application. Eligible Expenditure David Sturgiss Travel Whole of Australian Government Arrangement Proposal - ANU will not own the contract but the relationship with the supplier. - UP&CO will look to attend one of the College/Division IT weekly meetings for further discussion. - Delegate approving the expenditure needs to be aware of the contract conditions. - It is recommended the special

3 conditions field in ARIES is used to record eligible expenditure conditions. Utilities Fees John Sullivan - Period 10 utilities fees not available as yet. - Anticipated that November 2011 electricity fees will be completed in This will result in 13 months of electricity fees in Gas fees are 3 months behind. - Please forward any queries to ANUGreen. SPF Amanda Walker - An end-of-year reporting seminar on 26 th October 2011 is open for registration on HORUS Budget Framework Update Melissa - Template and guide has been published Abberton - Similar to last year except that use of carry forward surplus (R Ledger) will need VC s approval at the College level. - If there are any issues, please contact Melissa Abberton. The meeting concluded at 1.48pm

4 Whole of Australian Government Major Office Machine Panel To Date 1 Sept 2011 Approval to proceed to the opt-in process signed off by the University Executive 27 Sept 2011 Notification of intention to opt-in to the Major Office Machines Panel provided to General Managers via from CFO. 30 Sept 2011 Notification of intention to opt-in to the Major Office Machines Panel provided to Finance and Procurements staff via UPCO newsletter. Moving Ahead Oct 2011 Oct 2011 Nov 2011 Nov 2011 Dec 2011 Completion of opt-in process and revision of panel conditions in preparation for selecting supplier/s Commence stakeholder review process to identify any specific requirements: 1. that need consideration for supplier selection; and 2. that need addressing in Master Contract. Select Supplier/s, finalise Master Contracts. Commence information sessions for each College/Admin Unit, providing detail on: 1. what this means to you; 2. supplier/s; 3. how to purchase; and 4. other conditions Commencement of Contracts

5 Whole of Australian Government Travel Management Companies and Air Travel The Australian Government represented by DoFD released a tender in 2009 for Travel Management Services and Air Travel for the Whole of Australian Government (WoAG), amalgamating over $500m of expenditure. The tender results were announced in Q with the contract being rolled out to all FMA agencies commencing from 1 July UPCO approached DoFD to enquire as to our eligibility for inclusion in the arrangement, initially in July 2010, but were advised that non included CAC agencies would not be eligible to opt in until the rollout for FMAs was completed (mid to late 2011). UPCO again contacted DoFD in March 2011 to enquire about progress and obtain an update on timelines, if available. DoFD advised that CAC agencies would have the opportunity to opt in during Q3 or Q From March to end of August 2011 UPCO communicated regularly with DoFD regarding our travel details and the conditions of the WoAG arrangements. The University s current travel contracts expire in November 2011, however they do include an option to extend for one more year if required. However in respect of the WoAG arrangement, the University needs to decide whether to opt-in or not before the end of this year (2011) Currently UPCO is reviewing the conditions of the WoAG arrangement and preparing a brief for the Executive. The following list is the companies selected under the WoAG arrangements: Travel Management Companies (TMC) American Express International; Carlson Wagonlit Australia; Flight Centre (FcM); Hogg Robinson Australia (HRG); and QBT (formerly Qantas Business Travel). International Air Travel Air New Zealand; Cathay Pacific Airways; Emirates Airlines; Etihad Airways; Jetstar Airways; Qantas Airways; Qatar Airways; Singapore Airlines; Thai Airways; United Air Lines; Pacific Blue; Virgin Atlantic Airways; and Virgin Blue International (V Australia). Domestic Air Travel Jetstar Airways; Regional Express (REX); Qantas Airways; and Virgin Australia. The airlines listed above are the contracted suppliers, however the WoAG contract stipulates Best Practical Fare of the Day, this means that if there is a fare from another airline that is better suited and cheaper, this fare can be booked by the selected TMC.

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