Shared Services Forms

Finance forms

Application for Advance [PDF]	Use this form when applying for a Staff Advance.
Payment Request (formerly Cheque Request Form) [DOC]	Complete this form to make a payment if no Tax Invoice is provided. Relevant documents must be attached to support your request.
FBT Entertainment Form [DOC]	Complete this form when any entertainment expenditure is incurred. This form also contains a Flowchart to assist you in determining whether you need to complete the 'FBT Entertainment Form'.
FBT Entertainment Help Table [PDF]	Use this table to help you complete the Entertainment Form.
FBT Entertainment FormExample & FAQ	Use this example form table to help you complete the FBT Entertainment Form. It also contains some Frequently Asked Questions to assist you.
Indemnity Form [PDF]	This form must be completed by the Supplier when a cheque has been lost, destroyed, mislaid or not received before another can be issued.
GL Journal for Uploading [XLS]	Use this form to create a GL Journal that can be uploaded (by Shared Servcies Finance only).
No Private Use Declaration (100% Business) [PDF] [DOC]	This declaration must be completed for all staff related expenditure, the staff member to whom the expense relates must sign the following declaration.
No Private Use Declaration (100% Business Use) Flowchart [PDF]	Use this flowchart to assist you in determining whether you need to complete the 'No Private Use Declaration (100% Business Use) Form'.
Petty Cash Voucher [PDF]	Complete this form when claiming from Petty Cash (under $100)
Employee vs Contractor check list [Link]	Use this form to decide if a person is an Employee or Contractor
Statement by Supplier [PDF]	Supplier completes this form if not providing ECU with an Australian Business Number (ABN).
Statutory Declaration [PDF]	Complete this form when applying for a Staff Reimbursement or returning a Staff Advance which has missing receipts - This form is signed off by the Individual as evidence of the expenses.
Travel Diary [DOC ]	This form should be completed for any travel involving an absence from home of six or more consecutive nights.
Travel Approval Request [DOC]	Standard Travel Approval Request Form.
University Credit Card - Clearance Form [XLS]	Use this form to help reconcile your Visa Credit Card Statements.
University Credit Card - Credit Slip [PDF]	Use this form, when you have received a credit back on your credit card statement.
University Credit Card - Substitute Slip [DOC]	Use this form, when you do not have a receipt for your expense on your credit card statement.
New Supplier Request Form [HTML]	Use this form to request a new vendor be setup.
Memo for Signing Delegations [DOC]	Use this form to delegate authority to specified officers of the University for financial signing authority for purchasing and for authorising expenditure as set down in the Financial Delegations. Deans and Directors are responsible for notifying Shared Services Finance of any additions to or deletions from the Register.
International Bank Account Details [DOC]	Use this form to record the International bank account details for a Supplier/Student

Personnel and Payroll forms

(239) Offer of Employment [DOC] Updated Mar-08	For contracts up to 12 months only). Use this form when you start, continue or change an employee's contract. Refer to your HR Account Manager for guidance with contracts 12 months and over.
Application for Leave. [DOC]	Use this form when applying for a leave entitlement.
Application for Parental Leave. [DOC]	Use this for to make an application for Parental Leave.
Request for Access Only I.D. [DOC]
International Partners - Request for Access Only [DOC]	This form must only be used when requesting access for International Partner Staff. By definition an International Partner (IP) staff member is a non ECU employee who delivers ECU programs to an ECU student who is recorded in Callista. To support the delivery of these courses IP staff are only granted access to specific ECU systems; Library, MetaQuest, Blackboard and UTEI.’ IP staff will not receive an ECU email address.
Annual Leave Guidelines [DOC]	Use this form as a guideline for tasks to complete before beginning annual leave.
Staff Clearance Form [DOC]	Use this form when an employee ceases employment with the University.
Variation Form [PDF]	Use this form when a sessional academic employee is unable to complete a unit teaching.
Casual Salary Payments - Salary Sacrifice Agreement. [PDF]	Use this form to salary sacrifice casual earnings.
Position Establishment Form [DOC]	Use this form when creating, amending or closing a position. (Please consult with your HR Account Manager before completing this form).
Staff Member Details [PDF]	Use this form to provide your personal details including banking details,home address, qualifications and / or EEO details. Note:To change your home address/banking details please go through the Staff Kiosk.
Private Motor Vehicle Allowance Claim [PDF]	Use this form when claiming payment for kilometre expenses in a private vehicle.
(691) Application to Expend Funds on Casual Academic and General Staff Employees Form [DOC] Updated Mar-08	Application to Expend Funds on Casual Academic and General Staff Employees Form.
(638) Application to Expend Funds on Casual Academic Employees Form [DOC] Updated Mar-08	Use this form to engage a casual academic who is employed over a semester.
(176) Application to Employ a Full-time Academic Employee for Sessional Duties Form [DOC] Updated Mar-08	Use this form to engage a full-time academic who is employed for sessional duties.
(106) Overtime and Extra Hours Claim Form [DOC]	Use this form to claim approved overtime or extra hours.
Alesco Account Access Request form.	Use this form to request access to the Alesco HR System.
Staff Kiosk Administration Access Request Form	Use this form to request Administration access to the Alesco HR System.

Alesco (formerly Concept) Code Maintenance Request forms

Alesco - Paycode Request	Use this form to request a new Paycode to be set up in the system (intended for use by Personnel and Payroll Processing staff only).
Alesco - C-level Request	Use this form to request a new C-level to be set up in the system (intended for use by Personnel and Payroll Processing staff only).
Alesco - Roster Request	Use this form to request a new roster to be set up in the system (intended for use by Personnel and Payroll Processing staff only).
Staff Kiosk - Roster Request	Use this form to request a new roster to be set up in the system (intended for use by Personnel and Payroll Processing staff only).