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FBSC Support for Schools, Institutes and Centres

School finance teams and business managers provide financial and business services for the schools, institutes and centres. Primary functions include performance reporting, budget/forecast and the finance transaction, acquittals and compliance activities.

Main Contacts: Refer to the Contacts sheet for Finance Teams and Business Managers

Resource Planning, Modelling and Costing

Functions performed by the Resource Planning team include the funding model, budgets and forecasts, long‐term forecasts, costings for units, courses and services, and co‐ordination of the unit fee setting process as well as other revenue and productivity improvement initiatives.

Main Contacts: Gary Zlnay and Leontine Baars‐Scotney.

Student Load Planning

This includes all student load parameters for the current year and forecasts for five years and other time periods, as requested. The student load underpins the University’s budgets and forecasts and is reported to the Commonwealth and other government bodies, as required. The load is also used by other Centres such as MCSC for their marketing plans and F&SC who work with CLV in planning for future student accommodation.
School load planning is co‐ordinated through the finance teams.

Main Contacts: Dean Ward and Harpreet Khalsa

Management Reporting and Analysis

Selected information sourced from the data warehouse is used for performance reporting of Student, Finance, Research and Staffing data. It also includes transactional detail reporting from Oracle E‐Bus and Ascender Pay (formerly Alesco) and all the finance sub‐systems. Information from other systems, such as Callista, is sourced through the SSC; however, your Finance Manager or Harpreet Khalsa can arrange to obtain that data. Source information is obtained from external sources such as the Department of Immigration and Border Protection.

Main Contact: Harpreet Khalsa

Strategic Procurement

Strategic sourcing (source to contract and procure to pay) processes are managed to drive value for money outcomes.This includes reviewing and improving compliance with relevant policies and processes, as well as providing training to users. Contract management and procurement advice is also provided.

Main Contacts: Tony Wilson and Andrew Kong

Tax, Treasury, Statutory Reporting and Financial Accounting

To ensure the University meets its obligations in relation to government reporting, the Financial Services team manages tax compliance, including GST, FBT and other employment taxes, foreign tax, external financial statutory accounts and audit liaison, grant acquittals, financial accounting processes, assets, ledger quality and control reviews and management of the borrowings, treasury and investment portfolios. Financial modelling for major project investments such as student accommodation, the Endowment Precinct and proposed companies is also undertaken.

Main Contacts: Mehul Gandhi and Michelle Rule

Business Development

Commercial support and financial advice is provided to schools in developing strategic alliances with key industry organisations and in evaluating opportunities. Assistance is provided in the preparation of tender applications,including competitive neutrality declarations. The function also includes overseeing the financial performance of the ECU Health Centre and co‐ordination of the Strategic Initiatives Funding rounds.

Main Contact: Leontine Baars-Scotney

Shared Services (Revenue, Payroll & Accounts Payable)

Functions are mainly compliance and transaction‐based and include: revenue accounting (invoicing, debtors, banking and receipting functions); processing payroll; establishing and maintaining the integrity of staff and pay records; managing policies and procedures; system administration of HRIS and the Staff Kiosk; establishing and maintaining vendor details; processing vendor payments; managing credit cards; and providing staff training.

Main Contacts: Maree Mululu (Payroll), Sharon Butler (Accounts Payable) and Mehul Gandhi (Revenue).

Administration and University Travel

As well as general administration, primary functions include the preparation of documentation for University committees, e.g. Resources Committee and University Executive, overseeing FBSC policies and procedures and OSH activities. Management of the University’s travel contracts, systems and policies as well as training for University travellers and travel arrangers is also provided.

Main Contact: Elle Howell

Financial Systems

The Systems team acts as the first level user support by providing training and advice regarding FBSC processes and systems as well as liaison point for ITSC. User parameters (e.g. accounts, centres, time periods, FBT rules etc.) are established for budget, payroll and financial systems.

Main Contact: Gary Zlnay and, for operational enquiries, the System Help Desk

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