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FINANCIAL AFFAIRS

2025 Calendar Year-End

Accounts Payable Calendar Year-end Deadlines for 2025

Meeting these deadlines will assist in getting your supplies ordered, suppliers paid and expense reimbursements processed prior to the Holiday break.

Please note, transactions received in AP by the dates listed below are guaranteed to be processed/paid before the holidays. Transactions must be correct to ensure we can guarantee they will be processed, transactions requiring edits/corrections may not make the cut-off. Any transactions received after these dates may need to be processed in January 2026.

Type of Payment Document/Action Deadline
Supplier Set-up for Withholding Suppliers Individuals receiving income tax reportable payments for the 2025 calendar year (e.g. fees for service (honorariums), living allowances, etc.), excluding expense reimbursements. Thursday, December 4
Supplier Set-up for Incorporated Companies (Procurement) Supplier setup requests must be submitted in Mosaic with correct documentation attached.

Companies must complete the MacBuy registration, approved by ALL approvers & confirm test payment received.

 Supplier Setup Request Submission: December 1st

Supplier fully approved in MacBuy & test payment received: December 5th
Accounts Payable –

  • Non PO Vouchers
 Non PO vouchers (including Foreign Currency wires) must be submitted and approved by ALL approvers (except AP). Monday, December 9
Travel and Expense Expense reports must be submitted and approved by ALL approvers (except AP). Wednesday, December 10
Reimbursement of employee gifts/gift cards, etc. that constitute a taxable benefit for 2025 T4A/T4ANR reporting. Deadline for reporting to Human Resources taxable benefits applicable to employees who have received stipends, gifts, gift cards, etc. during 2025. Wednesday, December 10
Accounts Payable –

  • Purchase Order Invoices (Mosaic and MacBuy)
 All invoices relating to purchase orders must be received.  Email invoice to appoinvo@mcmaster.ca. Monday, December 8
Purchasing –

  • Mosaic Requisitions
  • MacBuy Requisitions
 Purchases being made by requisition should be entered and approved by ALL approvers. Thursday, December 4

Questions?

Accounts Payable Email

Purchase Requisitions Email

Purchase Order Invoices Email

HST Inquiries Email

Mosaic Workflow Email

Customs Inquiries Email

Taxable Benefit Inquiries Email