UQ is modernising the way payments are made to students.
The student payout automation project, led by Finance in partnership with ITS, introduces a secure outbound payment capability that integrates with UQ’s workflow and automation platform, UniTask.
Through collaboration with delivery partners, UQ is enhancing its existing payment platform, UQ Payments (Xetta) - currently used for inbound student payments - by introducing a new outbound capability: Payout, powered by Azupay Send Payments.
This new module enables students to securely provide and verify their own PayID or bank account details online via a trusted payment processor (Azupay), similar to adding and tokenising a digital payment method in a secure portal.
Draft Payout workflow
How it works
At a high level, the solution follows a streamlined “send payment” process:
- Create
- New approved requests are automatically sent from UniTask to Payout via API integration.
- .Prompt
- Students receive an email advising that UQ wants to send them money, with a secure link to log in via SSO to add/confirm their payment method.
- Verify
- Students can add and update payment methods (PayID or bank account) in their MyAccount, which is validated using an Account Check Service (ACS).
- Pay
- Once the student confirms the payment method, payments are processed through near-real-time transfers (e.g. PayID).
- Notify
- Students receive a remittance advice confirming payment. They can also access their payment history and download records at any time in their MyAccount.
- Reconcile
- Payment outcomes are updated in UniTask, and successful payments are recorded in UniFi, UQ’s finance system, for expense distribution.
Please note that payouts cannot be manually created within the Payout module. All requests must be fully approved by both the Budget Holder and Financial Delegate before a Payout record is generated. Once created, payments can be processed in near real time, subject only to the student confirming their preferred payment method. This is expected to significantly reduce payment turnaround times.
UniTask has been selected as Finance’s preferred platform to support approval workflows.
New approval workflows
To enable the Payout capability, Finance and ITS are introducing a new UniTask form and workflow called Student Experience Payout.
This will:
- replace existing manual processes and approvals, including the EFT spreadsheet
- standardise how payment requests and approvals are created and managed
- deliver a more consistent and efficient experience for staff and financial approvers.
Once approvals are complete in UniTask, requests will automatically flow into Xetta Payout to initiate payment.
Draft approval workflow
End-to-end integrations
New integrations with UQ partners will enable a fully automated, end-to-end payment process.
At a high level, the workflow will follow this sequence:
These integrations ensure approvals, payments, expense allocation, and reconciliation activities are seamlessly connected across systems, reducing manual effort and enhancing visibility.
Pilot and rollout approach
The project is looking to commence with a targeted rollout for Student Experience Payouts, initially involving:
- EAIT Faculty
- Graduate Research School
This pilot will test end-to-end workflows and integrations. Following successful validation by Finance, the solution will be progressively rolled out across the University.
The initial scope supports AUD payments to Australian bank accounts for selected payments, establishing a strong foundation for future expansion.
Timeline
Work is currently underway to design and build the new payment infrastructure.
- Pilot launch: Late 2026
- Wider rollout: 2027
Timelines are subject to vendor development and integration milestones. Further updates will be provided as they are confirmed.
Register your interest
UQ staff can register their interest to receive project updates and stay informed as the initiative progresses.
Please email financeimprovements@uq.edu.au if you have any questions.
Project vision and key benefits
Project vision
To deliver a seamless, end-to-end outbound payment experience that is fast, secure, and fully automated - redefining how UQ makes payments to individuals.
By eliminating the need to collect, verify, or store bank account details for non–purchase order payments to individuals, this initiative reduces risk, strengthens privacy, and modernises payment practices.
Through integrated workflows and near real-time processing, the solution simplifies operations for staff, enables secure self-service for payees, and establishes a scalable, future-ready payment capability aligned with UQ’s digital and financial governance objectives.
Key benefits
- Improved privacy and protection of personal information
- Student payment details are no longer emailed or stored locally, significantly reducing privacy and fraud risks.
- Better experience for staff and students
- Staff follow a guided automated workflow
- Students provide payment details directly via a secure portal
- Eliminates back-and-forth communication, missing information and manual data collation.
- Reduced manual effort and operational risk
- Removes repetitive handling and review steps
- Reduces workload across operational and finance areas.
- Stronger governance and auditability
- Budget Holder and financial approvals are captured in-system
- Improves transparency, compliance, and accountability.
- Future-ready capability
- Supports reuse for additional payment types
- Aligns with UQ’s digital strategy and financial governance objectives.