Finance

• Submission of Research Grant Applications
• Cheque Deposits
• Oracle Access
• Standardized Sub-Codes
• Eligible PDA Expenses
• Expense Reports
  • Electronic Cheque Requisitions (ECR)
  • Electronic Journal Entries (EJE)
    
    

Submission of Research Grant Applications

When submitting research grant applications or requests for new accounts, Catherine Tompkins must sign either the application, or the HRS (formerly CSD) Checklist.  Please ensure this happens before submitting the paperwork to HRS.  If you are requesting a new research account, please provide Dale with a copy of the HRS Checklist, the award letter from the Granting Agency, and the approved budget if applicable.  The HRS Checklist and the request for a MISC/TR account (if applicable) can be found here.

Cheque Deposits

Please ensure all cheques for deposit are sent to Dale for approval.  Please complete the FHS Deposit Form, which can be found here.

Oracle Access

Please contact Dale to arrange Oracle access, where applicable.  Dale will determine whether access is required, what Oracle applications are appropriate, and will assist you in completing the application.  The application for can be found here.

Standardized Sub-Codes
Click here for more information

For all expense types, please use a sub-code that is included in the University’s standardized
sub-code list unless the expense is not captured by any of these codes. If you wish to use a
standardized sub-code that is not active on your account, please email Dale requesting to have
that sub-code opened. The sub-code is normally available for use within 1 business day.

Eligible PDA Expenses

Review policy on-line by clicking here; if policy unclear in relation to expense under consideration, please contact Dale for further discussion.

Expense Reports

** Talk to Dale about best use of Advances and Corporate Cards **

• Ensure the purpose of all trips are fully explained; for meetings, include a list of attendees
  and agenda.
• Attach original receipts, including itemized restaurant bills (credit card receipts alone are
  insufficient), and boarding passes for flights, where applicable.
• Ensure the sub-codes being used are open on the accounts being charged.
• Take all applicable GST rebates, including for items such as mileage, parking, cab fare, per
  diem, etc.; NOTE: GST is not applicable to GO Train tickets.
• Use for reimbursement of ALL food-related expenses, including any invoice that has
  catering/refreshment charges, regardless of how small.
• McMaster’s km reimbursement rate is $0.40/km.
• Forward only original report/supporting documents; keep copies for your files.
  

Electronic Cheque Requisitions (ECR)

• ECR’s are normally initiated by a member of the School’s Administrative team and approved
  by the Accountant.
• An Oracle ECR report and all ORIGINAL supporting documents must be forwarded to
  Dale before Departmental approval can be given; the Accountant only requires
  one ECR report and the original documentation.
• The ECR initiator should keep a copy of the Oracle ECR report and copies of all supporting
  documentation
  

Electronic Journal Entries (EJE)

• EJE’s initiated by a member of the School’s Administrative team are forwarded to Dale for
  Departmental approval; EJE’s may also be initiated by Dale where necessary.
• The EJE initiator should keep all supporting documentation.

Please leave all documentation for Finance approval with the
School of Nursing Reception (HSC-2J20; ext. 22407)
Upon approval, Reception will forward documents on for processing unless you indicate you would prefer to pick them up. This will enable Reception to track flow of documents, ensuring timely processing.