Approvals
Signatures must be in accordance with the Execution of Instruments and Strategic Procurement policies which can be found here: https://secretariat.mcmaster.ca/university-policies-procedures-guidelines/
Contract for Services
Please see our Commodities & Procurement Specialists below.
Customs
To ensure that all necessary permits are obtained prior to importation please visit the Strategic Procurement website.
https://financial-affairs.mcmaster.ca/services/procurement/customs/importing-to-mcmaster-university/
Disposing of Surplus Goods
Any questions regarding Disposing of Surplus Goods should be directed to John Bentley, Customs & Traffic, at customs@mcmaster.ca
If the goods are valued at $1000 CAD or higher, request and complete the Asset Disposal Form. Once complete, send it to John Bentley customs@mcmaster.ca for the next steps. If the goods are valued under $1000 CAD, you can try auction them. Peter Johns is the contact pjohns@govdeals.ca provide Peter your department name and Peter will assist with the rest.
If you have a party interested in the goods you may sell, however, if valued over $1000, the Asset Disposal is Required and John Bentley is to be notified. If the goods cannot be sold, but you wish to donate contact a local charity that may find use.
Employee Discounts
Information on discounted phone plans can be found on UTS webpage.
MacBuy
Please find more information on MacBuy at https://financial-affairs.mcmaster.ca/services/procurement/buying-for-mcmaster/macbuy/#tab-content-f-a-q
Mosaic Questions
The support documents can be uploaded using the “Add Comments’ section.
Note: Attachments may be viewed/accessed by others. Therefore, please redact/edit any personal information.
Purchase Orders
All payment related inquires should be directed to Accounts Payable – appoinvo@mcmaster.ca
The orders under the $25,000 require one quote to satisfy the Procurement threshold requirements. Requisitioners should attach the quote for both Mosaic and MacBuy orders. Both Internal Audit and Purchasing will be looking for the quote when auditing the purchase order.
There are 3 choices: US Dollar, US Dollar next day and US Dollar same day. Please use the US Dollar only option.
All invoices that relate to a purchase order should be emailed to Accounts Payable at appoinvo@mcmaster.ca.
Purchase Requisition
The purchase dollar value is pre-tax. However, shipping and installation charges, if applicable, are included in the total value of the purchase.
Request for Proposal (RFP) Template
If the value of the good or service is greater than $121,200 (and you do not have an approved Single/Source certificate), then a RFP is required.
Please contact the the Manager of Strategic Procurement For the most updated forms.
Please see the link below for Commodities and Procurement specialists.
If the value of the good or service is greater than $121,200 (and you do not have an approved Single/Source certificate), then a RFP is required.
Requests for Quotations (RFQs)
For information on Requests for Quotations (RFQs), please refer to the Strategic Procurement (SP-01) policy or contact a Procurement Specialist for further assistance.
https://financial-affairs.mcmaster.ca/app/uploads/2023/12/SP_01-January-2024-V1.pdf
Single / Sole Certificate
Effective November 1, 2018, the Limited Tendering Approval Form replaced the Single/Sole Source Form for making a purchase when only one supplier or service provider may be able, or capable of, providing the required goods or services. A signed copy of the Limited Tendering Approval Form along with supporting documentation must be included with the purchase requisition prior to making a commitment to the supplier, similar to process with the Single/Sole Source Form process. For additional details, please review the Policy or contact Strategic Procurement.
Effective November 1, 2018, the Single / Sole Source form was replaced with the Limited Tendering Approval Form. Signatures on the Limited Tendering Approval Form are required from the Requestor, Account Holder and one level higher than the Account Holder.
Supplier Inquiry
Go to the Mosaic login page https://csprd.mcmaster.ca/psc/prcsprd/EMPLOYEE/ERP/s/WEBLIB_PTBR.ISCRIPT1.FieldFormula.IScript_StartPage?&
To setup suppliers not currently entered in Mosaic, please go to the following link:
Main Menu | Finance | Purchasing | Requisitions | Supplier Setup Change Request Select the “Add a New Value” tab.
This will lead you to an online form which you will need to complete and submit online. When you hit submit, the form is sent to Strategic Procurement who will enter the information into PeopleSoft and assign a new supplier number.
McMaster’s preferred courier is Fedex. However you can use any courier you choose. If using a courier other than Fedex, your department must register for their own courier account and is responsible for administering that account.
Each department at the university has their own Fed Ex number. Please check with you departmental administrator, or contact Customs and Traffic.
You can make such a purchase as long as following SP-01 guidelines.
https://financial-affairs.mcmaster.ca/app/uploads/2023/12/SP_01-January-2024-V1.pdf
Tariffs
Tariffs can significantly increase total costs and limit vendor options. Procurement may recommend Canadian or alternative suppliers to help avoid tariffs and reduce financial risk.
- In some cases, yes. Items classified as instruments, apparatuses, or utensils used for research or teaching may be exempt—excluding lab glassware and plastics. Please refer to the link for further information.
Tariffs are applied by customs brokers at the time of import. They usually do not appear in supplier quotes. If necessary, particularly for larger purchases, Procurement or Customs Support can help confirm any duties before you finalize your purchase.
Please check the product’s classification and origin of shipping to determine if a tariff applies, enabling you to plan accordingly.
Yes, in most cases. Tariffs are an allowable expense under many research grants, including CFI. Please include them in your budget planning and consult Research Finance if you’re unsure.
Always request official customs documentation. Procurement or Customs Support can verify the claim before any payment is approved.
No. Tariffs are not managed through Mosaic or listed in MacBuy pricing. They are collected at import and listing them on a PO or invoice could lead to duplicate payment.
Possibly. Showcase pricing doesn’t always include tariffs for U.S.-manufactured goods. For any high-value or imported item, you can consult Procurement before proceeding.
Before purchasing, use MacBuy to find Canadian suppliers whenever possible. If importing, factor in tariff costs and timelines. When in doubt, ask Procurement for help.
Please work with your Procurement specialist to ensure there are not any potential exemptions or alternative suppliers.
If you are buying through McMaster for a McMaster project or initiative, you should follow McMaster guidelines. If it is a hospital-related expenditure, please ensure you adhere to the hospital’s policies.