Introduction

Reimbursement is the act of compensating someone for an out-of-pocket expense by giving them an amount of money equal to what was spent.

Reimbursement Management
Reimbursements can be requested for the following transactions, for example:
  • travel allowances and advances
  • expense reimbursements
  • petty cash/recoups
  • refund of monies
  • grant payments

Payments are made via Electronic Funds Transfer (EFT) approximately 2 days after approval in the Basware System.  

Appropriate supporting documentation is required to be attached with a request for reimbursement:

  • ensure the request complies with Agency policy, guidelines and procedures
  • provide a receipt
  • refer minimum support documentation (see below)
Bank and Account details
  • Employees are required to provide their Bank Account BSB and Account Details on the relevant form.
  • These details are recorded in the Basware System as a supplier, allowing your payment to be sent via EFT to your Bank Account.
Setting up Reimbursement details

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If your details are not in the Basware System, please obtain the required Vendor Creation form from the table below to set up your BSB and Account details - there will be a small delay to set up your account information.

If your details are already in the Basware system, to straight to "How to request a Reimbursement"

SA Health Users SA Government Agency Users

1.  Complete the SA Health Supplier/Vendor Creation/Maintenance Form (Extnl Link)  (external site) (external site) (external site) (external site) (external site) (external site) (external site) (external site) (external site) (external site) (external site)OR the Employee Reimbursement Form (Extnl Link)  (external site) (PDF) (external site) (PDF) (external site) (PDF) (external site) (PDF) (external site) (PDF) (external site) (PDF) (external site) (PDF) (external site) (PDF) (external site) (PDF) (external site) (PDF) (external site) (PDF)

2.  Have your form approved by a secondary person from your agency and send to APHealthVendors@sharedservices.sa.gov.au

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1.  Complete the SA Government Vendor Creation Form (Extnl Link) (external site) (external site) (external site) (external site) (external site) (external site) (external site) (external site) (external site) (external site) (external site)

2.  Have your form approved by a secondary person from your agency and send to APVendors@sharedservices.sa.gov.au 

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How to Request a reimbursement
To create a Basware online payment request, refer to OPR01 Creating an Online Payment Request form (Extnl Link)

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