Step 1. Select the “main menu” at the top left hand corner. Then select “finance”, and select the “accounts payable” folder. After, select the “voucher” folder then select “add/update” for “regular entry”.
Step 2. Enter the “search” criteria to find the supplier. To find the supplier name use the “magnifying glass” beside each blank. Click the “add” button to continue.
Step 3. Enter “invoice information”. Once done, click the “calculate” button.
Step 4. Enter “chartfields” at the bottom of the page.
Step 5. OPTIONAL: Select the “payment” tab at the top of the screen to validate payment information and adjust if necessary.
Step 6. On the right hand side of the screen there are options to add to the voucher. Select the option “comments”, this where you can add the address you wish to have the voucher sent along with any other concerns. Once completed click “OK” and a number (1) should appear beside the option, this will notify the approver that there is additional information.
Step 7. Attach invoice documents and click the “save” button. Once saved the voucher is submitted for approval.
Address format for McMaster inter-office mail:
Name of Payee
Address 1 = Department
Address 2 = Building and Room number
City = CAMPUS
Do not add Province or Postal Code.
Important: You will receive a warning about the missing province and postal code. Acknowledge the warning and proceed.
To reissue a stale dated cheque please send the stale-dated cheque, if available, back to the Accounts Payable department indicating to please re-issue. If stale-dated cheque is not available please contact the Accounts Payable Department with the cheque information and Accounts Payable will re-issue the cheque.
All transactions must first clear departmental workflow before they can be reviewed by AP and have cheques created and/or deposits made. How long this takes depends on the departmental approvers. Once received by Accounts Payable, transaction are generally processed within 5 business days and cheques are produced three times a week and direct deposits (for expenses) twice a week. A copy of the Accounts Payable Payment Schedule is available at: https://financial-affairs.mcmaster.ca/services/accounts-payable-reimbursements/accounts-payable-about-us/accounts-payable-payment-schedule/
The US exchange rates are updated regularly and can be found at https://financial-affairs.mcmaster.ca/services/banking-ecommerce/u-s-exchange-rates. For all other currencies, please use the Bank of Canada conversion calculator found here: http://www.bankofcanada.ca/rates/exchange/daily-converter/
Independent Contractor Questionnaire (ICQ)
An ICQ is required when payments are being made to individuals for services rendered. The ICQ or Independent Contractor Questionnaire determines whether or not an employer/employee relationship exists between the individual providing the service and the University. For complete definitions and procedures please refer to the Policy on Engagement of Independent Contractors. For more information please visit: https://financial-affairs.mcmaster.ca/services/procurement/buying-for-mcmaster/buying-from-independent-contractors/
The ICQ (Independent Contractor Questionnaire) can be found in the Policy on Payments to Individuals vs Employees. The questionnaire is a fillable Excel spreadsheet. The for more information and the fillable form can be found here: https://financial-affairs.mcmaster.ca/services/procurement/buying-for-mcmaster/buying-from-independent-contractors/ Upon completion and submission of the form you will be notified by the ICQ Administrator. If the application is successful you will be provided with an ICQ number. Please include this number on the payment documentation.
Invoices for Goods
When paying cell phone, internet, blackberry or other utility-type expenses, a cheque requisition is required.
Invoices for goods for purchases made using a purchase order must be authorized for payment and sent to Accounts Payable, One James North, OJN 320
Purchases less than $10,000 may be secured and paid for by P Card (BMO MasterCard) or invoice (payable by Non PO Voucher). Purchases over $10,000 follow the Policy on Strategic Procurement.
Invoices for Services
In cases where service provider sent the invoice to the you for services delivered (e.g. computer repair, translation, legal fees), authorize the invoice for payment. If the service totalled less than $10,000 prepare a non po voucher. If the service was greater than $10,000 and a purchase order exists, forward the invoice to Accounts Payable, One James North, OJN 320
Notification during the payment request approval process on PeopleSoft The status of items that are in the approval workflow process can be looked up in the system. The system will also send emails to people at various stages, such as final approval. Email notifications are a functional feature of PeopleSoft.
There are two levels of approval on a non-PO voucher, line and header level. Department, Program and Project (PI or delegate) manager approval is at the line level in a voucher. You need to approve the “line” first. Go to the “line Information” tab at the top. On that tab look for “Approve” to the right of the line.
Navigate to “Add/Update a Voucher.” Select the “Find an Existing Voucher” tab. Enter the “Voucher ID’ and select “Search.” On the summary page of the voucher there is a link to Approval History. Follow that link to see the workflow.
Ensure that “PC Bus Unit” field is empty or an error message will appear asking for the “project and project activity”.
After a voucher has successfully cleared workflow, the preparer will be notified via a system generated email massage. To check on the status of a specific voucher in Mosaic, navigate to:
Finance -> Accounts Payable -> Vouchers -> Add/Update -> Regular Entry.
Click “Find an Existing Value”, enter the “Voucher ID” number and click “Search”. Click on the voucher to select it, and then click on “Approval History” to see where the voucher is in the workflow process.
In the case of a cheque, the preparer of a request is notified when the request has been approved. In the case if a direct deposit, the recipient is notified when payment has been issued.
Cheque requisitions were part of McMaster`s legacy financial system and are no longer applicable. ECR`s have been replaced with Non-PO Voucher`s.
A step-by-step user guide can be found in Mosaic under the Support and Documentation tile, then under How To Guides, in the Accounts Payable section: “How to Generate a Voucher” and “How to find Cheque Information for a Non-PO Voucher”
There are two corporate credit cards:
(1) Diners Mastercard for travel expenses and business meals
(2) BMO Mastercard for purchases of goods and services less than $10,000.
To apply for a Diners MasterCard please complete the application which can be found HERE
Once authorized by your supervisor, fax the application form to 905-572-1015. The following fields are required in order to process your application: name, home address and telephone, billing address, business telephone. There is no annual fee for the Diner’s card. However, the University is not participating in the optional Diners rewards program. This decision was made in order to take advantage of a longer reconciliation period (i.e. 30 days plus 30 days grace).
There is no workflow within the PeopleSoft system (no attaching required) for the P-card Module. All original documents are sent to Accounts Payable (OJN -302) with the P-Card Register and the monthly statements.
‘My Wallet’ is a quick and easy way to claim expenses charged to your Diners Corporate Card. The Diner’s charges are uploaded daily to the Mosaic system. The cardholder or his/her delegate preparer can create an expense report to pay Diner’s directly. For more information contact Accounts Payable.
Information on reconciling a P-Card can be found on the Mosaic Leaning Hub. Search for a course in Web-based Courses section.
Transaction limit is $10,000, monthly limit $50,000.
Late fees will be waived for a few months following the Mosaic launch date to allow for P-Card reconciliation training.
Account Summary Sheets are no longer used. The P Card Reconciliation Process instruction guide can be found on Mosaic in the Support and Documentation tile (under How To Guides, in the Accounts Payable section)
You can’t change the amount from an expense taken from “My Wallet”.
McMaster travelers may use their personal credit card or the Corporate Travel Card (Diners MasterCard) to pay travel-related expenses. It is the responsibility of the traveler to ensure credit card statements are paid on or before the payment due date. The Corporate Travel Card allows 60 days to settle an unpaid balance thereby providing ample time to process an expense reimbursement claim before delinquency charges are levied. The preferred method of payment of travel-related expenses, therefore, is the Corporate Travel Card. The cardholder is responsible for ensuring charges on the Corporate Travel Card are paid on time. The University is not responsible for delinquency charges and will not reimburse these charges.
The cardholder can pay Diners Club in various ways – cheque, over the phone, going to the bank, etc.
Delegation is a word with multiple meanings depending on context. There are three distinct meanings in McMaster financial and research systems. Understanding these three will help ensure that tasks and authority are assigned correctly. Please click here for complete details.
A third party voucher is created for remittances to specific parties, for example for remittance of Union dues, benefit deductions, parking deductions, etc.
Note: ECR`s have been replaced with Non-PO Voucher`s. The Non-PO Voucher is used for the following: Payments required to suppliers for less than $10,000. Reimbursing non-employee travel Petty cash Tax withholding payments Foreign currency payments
Training sessions are available for voucher entry on Mosaic Learning Hub under Finance In-Class Training Registration. The learning hub can be found here: https://mosaictraining.mcmaster.ca/
Support material is also available in Support and Documentation tile in Mosaic Home page, then How to Guides tile under the “Accounts Payable” heading. The “Voucher Entry (non-PO) Classroom slides” topics include attaching documentation, submitting, deleting and workflow approvals.
Travel & Expense
The Advanced Payment Form for travel was part of McMaster`s legacy financial accounting system and is no longer applicable with PeopleSoft Financial.
For training on how to generate travel expense reports please refer to “How to Create an Expense Report” document found withing the Support and Documentation tile found on Mosaic home page, then How To Guides, in the Travel & Expense section.
The expenses that may be claimed by emeritus are determined by the administration of the individual department. Contact Accounts Payable for further details.
Training documents on travel and expense reports can be found in the Mosaic How To Guides for Travel and Expense.
Reimbursement for cell phone expenses must be submitted through an Expense Report. For help on submitting an Expense Report, login to Mosaic.
Click on the Support and Documentation tile.
Click on the How-to Guides tile.
Click on the Guide for Occasional User for Travel and Expense Reports.
A supplier cannot be payed from a statement. The original invoice must be submitted.
The targeted and/or actual timelines for the processing of financial transactions can be found in the VP Administration’s Key Performance Indicators. These timelines apply only after the transactions have cleared departmental workflow and reached central finance. http://www.mcmaster.ca/vpadmin/kpi.html
Pay for my telephone and/or long-distance If you are inquiring about the campus telephone system, please visit UTS’ Telecommunications page for information. It can be found here: http://telecom.mcmaster.ca/index.cfm If you are inquiring about getting reimbursed for University related business on a personal cell phone or device, please review the AP-01 Policy & Guidelines. If you have further questions, contact the Accounts payable service desk at firstname.lastname@example.org.
Non-employees should be reimbursed using a Non-PO voucher.
A per diem meal allowance may be claimed in lieu of actual costs where expenses are funded by external agencies or sponsors (except agencies or ministries of the government of Ontario). $51/day ($17/meal) in Canadian dollars for travel in Canada or U.S. dollars for travel outside Canada. Receipts are not required to support the per diem meal allowance. Note: Only meal costs incurred while on University business or during travel for University business should be claimed. The per diem allowance will not apply where meals are included as part of another reimbursable item (e.g. conference, transportation). The per diem claim should be reduced accordingly. The meal allowance includes gratuities and taxes.
McMaster has transitioned from bank drafts to wire transfers for foreign payments. Wire transfer payments are charged to the requesting department at $30.00 and are processed once a week. There is a Foreign Payment Request Form located on the MOSAIC portal home page that can be completed and attached along with necessary documentation to the voucher.
Payments can be made in most foreign currencies. A Payment Request Expense Report should be completed. There is a ‘draft’ box indicated with a drop down box that you can select the currency of payment. Attach all back up as well as the banking information to the report and forward to the appropriate signing authorities. Drafts and Wires are usually initiated once a week by the Accounts Payable Department.
If the faculty reimbursement is to reimburse a departmental account please see the wire transfer information (attachment above) that can be provided to the conference organizers.