Changes to the reimbursements for University business process

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October 16, 2013

In December, McMaster will make a number of changes to its travel and expense claim processes. These changes will be introduced as part of Mosaic, the University’s project to replace its legacy accounting system with PeopleSoft Financial Tools.

Changes related to your reimbursement process will take effect on Dec. 2, including:

  • Expenses can now be reimbursed as incurred. Transactions charged on your McMaster Diners Club MasterCard card will be uploaded nightly into PeopleSoft for your reconciliation and submission.
  • Travel advances will be replaced with McMaster Diners Club MasterCard ATM cash advances for travel related incidentals. Cash advances will appear on the uploaded transaction activity for your reconciliation and submission.
  • Your reimbursement can be directed to you or, ideally, made directly from McMaster to Diners Club MasterCard.
  • Claims submissions can be entered by you or your delegate, reviewing uploaded transactions and attaching electronic or scanned receipts.
  • Submitted claims are electronically sent to approvers for review. Once approved, claims will flow electronically to Accounts Payable for processing.
  • Reimbursements will occur upon system approvals for expenses.
  • Original receipts must be sent to Accounts Payable for archiving and audit (no need to retain a local copy as individuals may access scanned receipt history directly from the system).

With the introduction of PeopleSoft, expenses charged onto a McMaster Diners Club MasterCard can be submitted for reimbursement as incurred (charged).

For example, conference costs and air travel can be reimbursed when the transaction is charged to the Diners Club MasterCard. Original receipts must be sent to Accounts Payable for reconciling, archiving and auditing once the conference or travel is completed. The McMaster Diners Club MasterCard should not be used to pay for activities more than six months in advance.

Please note: the Diners Club card should not be confused with McMaster’s Purchase Card, the BMO MasterCard, which can not be used for travel.

All University employee-related travel is encouraged to be paid for using the McMaster Diners Club MasterCard. This is the only card that will have nightly transaction activity uploaded into PeopleSoft, eliminating transaction-related data entry. Uploaded transactions will need to be reconciled in order to assign appropriate department/expense codes and attach electronic or scanned receipts. For cash related travel incidentals, a cash advance using your McMaster Diners Club MasterCard is required.

Faculty and staff (any individual with an employee number) who travel frequently on McMaster business are asked to use the McMaster’s Diners Club MasterCard only for University travel and expenses to avoid transaction data entry required with any other credit cards. An application for the Diners Club MasterCard is available here.

For University travellers who do not have an employee number — unpaid students, for example — reimbursements for travel in the new system will be processed through a Voucher Entry (non-PO). This process is similar to the cheque requisition process in the legacy system.

For students without an employee number, cash-related advances will be available via a Voucher Entry (non-PO). This process will be replaced in early 2014 with the introduction of a simplified approach using pre-paid debit cards with security to avoid loss. Pre-paid cards will make it easier for students to arrange their own travel — for example: to book a flight online or access cash for travel related incidentals. Students will still be responsible for submitting receipts for expenses at the conclusion of any trip.

About Mosaic

Mosaic is McMaster’s project to modernize its business and administrative processes and replace its current business systems with an enterprise resource planning (ERP) system. Mosaic will replace the current systems used for student administration, finance, research administration, human resources, and business intelligence. Replacing all of these systems in one multi-year project provides a rare opportunity to modernize the University’s business processes. The new system will be launched in stages over the next two years.

For additional information about the project refer to the Mosaic website.