The ExpenseMe mobile app is now available for staff to use the main features of the University's Expense Management System, ProMaster, on tablet and smartphone devices.
The ExpenseMe app provides users with the option of capturing receipts and creating, reviewing and approving University credit card expenses and staff reimbursement claims on compatible tablets and smartphones. Tasks can be seamlessly performed using either the ExpenseMe app or the existing desktop application.
To access the ExpenseMe app for the first time:
The password created in Step 8 will not affect your UniSA credentials. You will only need to use this password if you logout of the app or to access the app for the first time on a new device.
More detailed instructions are available in the Logging into ExpenseMe Quick Reference Guide. This and additional Quick Reference Guides for the desktop application and ExpenseMe app are available in the ProMaster Quick Guides section of the Finance Unit web pages.
We are aware that some users involved in the initial testing of the app occasionally observed a delay with the app responding to some key strokes. This has been reported to ProMaster and we will work with them to improve this. We are however confident that users will find the app otherwise provides a much simpler and quicker method for creating, reviewing or approving staff reimbursement claims and University credit card expenses.
If you have any queries or feedback, or require assistance to download and access the app, please do not hesitate to e-mail ProMaster@unisa.edu.au, or to telephone the Expense Management team on (08) 8302 1481.
ProMaster has undergone a significant upgrade. Some of the key features of this upgrade include:
The entire process of creating, reviewing and approving a credit card expense or staff reimbursement claim is now a wholly-online and paperless process. Document Control Reports are no longer printed for new claims or acquittals, removing the need for claims and receipts to move between staff or sent to the Expense Management team for archiving.
Receipts or invoices can be captured from device cameras, scanned documents or e-mail attachments, and will be attached to the transaction and stored within ProMaster.
Reviewers and Supervisors will be able to easily view the receipt attached to each transaction in ProMaster.
Once acquitted, the original hard copy of a receipt or invoice will no longer need to be retained or archived. Commercially-confidential receipts (i.e. of a non-retail nature) must be destroyed or disposed through confidential means (e.g. shredding or confidential waste).
Transactions are no longer batched together under a Document Control Report. Reviewers and Supervisors can process individual transactions at their convenience.
Any existing Document Control Reports which have not yet been reviewed or approved must still be processed to conclusion and sent to the Expense Management team.
Supervisors are asked to note that the removal of the DCR means that all transactions will be sent directly to the Supervisor for approval - it is no longer necessary or possible for delegates to review transactions on behalf of the Supervisor.
All of the normal ProMaster activities are still available in the desktop application, which will continue to be accessed through the Online Tools section of the Staff Portal. If you have ProMaster bookmarked as a favourite, you will need to update the URL to https://secure.inlogik.com/unisa.
Updated user guides and reference material will be published here. Further information will be communicated as needed in the Staff Announcements.
If you have any queries, please do not hesitate to e-mail ProMaster@unisa.edu.au, or to telephone the Expense Management team on (08) 830 21481.
| Date | Process |
|---|---|
| Thursday, 5 November 2020 |
Fixed Assets - Last day for completed Fixed Asset stock take forms to be submitted to Corporate Finance |
| Friday, 27 November 2020 |
Staff Recoupments - Any ProMaster Non-Business Transactions (FS57 forms), or return of unspent cash withdrawals, received by the Expense Management Team for processing by COB today will be deducted from the staff members payroll paid on Wednesday 9 Dec 2020. Any recoupment processed after this date in 2020 will not be recouped until 2021. |
| Monday, 30 November 2020 | Staff Reimbursements - ProMaster staff reimbursements claims approved online by the Supervisor before 9am today will be included in the staff members payroll paid Wednesday 9 Dec 2020. |
| Friday, 4 December 2020 | Payroll files imported for fortnight ending Friday 11 Dec 2020 |
| Thursday, 10 December 2020 | Staff Reimbursements - ProMaster staff reimbursements claims approved online by the Supervisor before 9am today will be included in the staff members payroll paid Wednesday 23 Dec 2020. |
| Friday, 11 December 2020 |
International AP invoices (Citibank) - Last day for Accounts Payable to receive Approved International AP invoices for guaranteed processing against 2020 cost centres and final 2020 Citibank International payment run. Invoices must be received in Accounts Payable by COB today. Accounts Receivable Receipting - Last day to send FS18 Miscellaneous Payment, Credit Card & Cheque payments to Accounts Receivable for guaranteed AR Receipt processing into 2020 cost centres Internal Payment Request (IPR) - Last day to send IPR's via Appian for guaranteed processing into 2020 cost centres |
| Monday, 14 December 2020 |
Australian (Domestic) AP invoices - Last day for Accounts Payable to receive Australian AP invoices for guaranteed validating prior to final 2020 Cheque or EFT payment run on Monday 21 Dec 2020. Invoices must be received in Accounts Payable by COB today. Refunds to International Students (Credit Cards) - Last day for Accounts Payable to receive paper work for processing against 2020 cost centres and final 2020 payment run. Requests must be received in Accounts Payable by COB today. |
| Tuesday, 15 December 2020 | AR invoices - Last day to send Appian Sales Invoice Requests FS19s Accounts Receivable for guaranteed processing against 2020 cost centres |
| Wednesday, 16 December 2020 | Overseas NAB (Student refunds and Library FX) - Last day for Accounts Payable to receive Overseas NAB (Student refunds) and NAB Lib FX invoices for processing against 2020 cost centres and final 2020 EFT payment run. Invoices must be received in Accounts Payable by COB today. |
| Thursday, 17 December 2020 |
SCMS & RAMS Scholarships - File for processing to be received by AP by COB today. Payroll Deductions Run - Final Payroll Reports and Files from Payroll team for processing to be received by AP by COB today. |
| Friday, 18 December 2020 |
Final AP payment runs for 2020 - Refunds to International Students (Credit Cards) Payroll files imported for fortnight ending Friday 25 Dec 2020 |
| Monday, 21 December 2020 |
Staff Reimbursements - ProMaster staff reimbursements claims approved online by the Supervisor before 9am today will be included in the staff members payroll paid Wednesday 6 Jan 2021. Australian AP invoices - Australian AP Invoices / Appian payment requests due for payment must be APPROVED in Workflow before 8.45am today for inclusion in the final AP Payment run for 2020. Final AP payment runs for 2020 -
|
| Tuesday, 22 December 2020 |
Final AP payment runs for 2020 -
|
| Monday, 4 January 2021 |
Commence remaining NAB Bank Journals for Period 12 Staff Recoupments - Any ProMaster Non-Business Transactions (FS57 forms), or return of unspent cash withdrawals, received by the Expense Management Team for processing by 9am today will be deducted from the staff members payroll paid on Wednesday 6 Jan 2021. ProMaster - Credit Card Transactions - All transactions (excluding non business transactions, Staff Reimbursements, and any element of cash withdrawals to be repaid) approved online by the Supervisor before 9am today will be exported into Period 12 in the Finance One System in 2020. ProMaster - Period 12 End of Year Close off - ProMaster is unavailable from 9am to 5pm today |
| Tuesday, 5 January 2021 |
Finalise NAB Bank Journals for Period 12 Library Fiscal Roll Last Day for 2020 processing of:
NOTE: Processing ceases COB today. ProMaster is available and open for posting for Period 1, 2021 |
| Wednesday, 6 January 2021 |
Period 12 Closed at 8am
Finalise Bank Reconciliation once Period 12 is closed Accrued Expenses - Distribution of automated accrual journals to areas by COB today 2021, Period 1 Ledger processing available from 5pm All Finance One users need to wait for receipt of email which will advise when ledgers are available, especially AP and AR ledgers.
2020, Period 13 Ledger processing available from 5pm
|
| Thursday, 7 January 2021 |
First AP payment runs for 2021
First Overseas Citibank payment run for 2021
Payroll files imported for fortnight ending Friday 8 Jan 2021 Return Library Fiscal Roll information to Corporate Finance |
| Friday, 8 January 2021 |
First AP payment runs for 2021
|
| Monday, 11 January 2021 |
Period 13 closed to Academic and Professional Units at 1pm First AP payment runs for 2021
|
| Wednesday, 13 January 2021 |
Financial Services Information to Corporate Finance
|
| Thursday, 14 January 2021 | All period 13 journals to be approved by Corporate Finance by 12pm |
| Friday, 15 January 2021 |
Period 13 closed and rolled by Financial Systems at 9am Period 14 commences |
| Tuesday, 19 January 2021 |
First AP payment runs for 2021
|
| Thursday, 11 February 2021 | Delivery of Certified Draft AFS to the Auditor General |
