Responsible for the timely and accurate payment of all non-payroll disbursements. This includes supplier invoices, travel reimbursements, T4A/T4ANR and Non-PO vouchers and other miscellaneous payments.
Change in Services COVID 19 Update - April 24, 2020
The Accounts Payable Team continues to process financial transactions while working remotely. Please refer to the notes below for updates regarding the payment cycle
PCard reconciliations, fraud awareness, credit card credit balances, aphelp and year end information.
Effective April 29th the Payment cycle will change slightly as follows:
• Cheque printing will be performed twice a week on Wednesdays and Fridays, until Accounts Payable year-end close May 11th. We will return to printing cheques once a week effective May 13th until work resumes in the office.
• Employee reimbursement deposits and Diners Club payments will continue to be processed as usual on Tuesdays and Thursdays.
Please continue to reconcile and verify PCard transactions in Mosaic. April transactions will be available in Mosaic Wednesday, April 29th. All transactions (April and prior) will be accrued for April business and reversed in May. Transactions with chartfield information entered by Wednesday, May 6th will be accrued to these chartfields. All other transactions will be accrued to the default chartfield in the PCard module. Actuals will be posted in fiscal 2021 when the approved reconciliation package is received.
Non-PO Vouchers Year End Tip
If you receive invoices for payment after April 30th and up to May 6th for goods or services received/completed/in transit that should be posted to Fiscal 2020, please edit the Accounting Date to April 30, 2020. Keep in mind, the year-end deadline for submitted and approved (except A/P) Non-PO vouchers is Wednesday, May 6th.
Diners Club Card – Credit Balances
Several cardholders have credit balances on their Diners card due to refunds from cancelled travel-related expenses. Please wait until the debits (charges) exceed the credits (refunds) on the card before preparing an expense report. Diners does not charge late fees on credits.
APHelp and Year-end Support
While we are not physically in the office to provide in-person training, there are a number of ways we can support you. Please email email@example.com to arrange for training in the Travel and Expense, Non-PO Voucher or PCard modules or with general inquiries concerning year-end deadlines and processes.
There continues to be some instances of fraud on corporate credit cards. Please continue to check your credit card statements frequently in Spend Dynamics and be extra cautious during this time when making purchases on-line. Beware of emails requesting account information, account verification or banking credentials. Be suspicious of requests by email, phone or text for confidential information regardless of real company logos, or letterhead. Never click on a link in a suspicious email. You may be directed to a fraudulent site that could enable malware such as spyware. Please contact Kathryn Wright (firstname.lastname@example.org), Corporate Card Administrator, if you see anything unusual on your credit card statement.
Coming Soon!!! Watch The Learning Hub at mosaictraining.mcmaster.ca for remote training opportunities in May 2020 for PCard Reconciliation, Travel & Expense Reports, and Non-PO Vouchers.
We are available to respond to your questions via email:
• General inquires: email@example.com
• Corporate credit cards: firstname.lastname@example.org
• PO invoices: email@example.com
• Non-PO vouchers: firstname.lastname@example.org
Thank you for your continued support and patience.
Take care and stay safe.
Senior Manager, Accounts Payable & Travel
Functional Lead, MacBuy