News and Key dates

ExpenseMe app for ProMaster now available


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:

  1. Download the ExpenseMe app from the applicable app store for your device
  2. Click 'Forgot Password'
  3. Input your UniSA network username and UniSA e-mail address
  4. You will receive a temporary password from promaster@inlogik.com
  5. Input your UniSA network username and the temporary password
  6. ProMaster will ask you to set a PIN – this will become the main method to login to the app
  7. Input your PIN to login
  8. ProMaster will ask you to change your temporary password (minimum of five alpha and one numeric characters). Note: Do NOT use your UniSA network password.

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.

The new ProMaster Expense Management System is now live

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

  • EFT
  • SCMS Scholarships for fortnight ending Friday 25 Dec 2020
  • FS34 - Visiting Academic Payments for fortnight ending Friday 25 Dec 2020
  • Payroll Deductions for fortnight ending Friday 25 Dec 2020 (forward dated to be paid out by Thursday 7 January 2021)
  • Final Overseas Citibank payment run for 2020 - International AP Invoices
Tuesday, 22 December 2020

Final AP payment runs for 2020 - 

  • Overseas NAB (Student refunds and Library FX)
  • RAMS Scholarships for fortnight ending Friday 25 Dec 2020
  • FS34 - Visiting Academic Payments for fortnight ending Friday 8 Jan 2021 (forward dated to be paid out Tues 5 Jan 2021)
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:

  • AP invoices/APPIAN PAYMENTS must be APPROVED in Workflow by COB today for the expense to be recorded against Cost Centres in 2020
  • AR Invoices / Receipting
  • Purchase Orders
  • Bank Journals

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

  • AR & AP Ledgers rolled and statistics reset
  • Change users to view and report access only
  • System variables and formats changed
  • Levies calculated and posted to p12, 2020
  • Allocations Run

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.

  • AP Invoices
  • AR Invoices
  • AR Receipting
  • Purchase Orders
  • Bank Journals

2020, Period 13 Ledger processing available from 5pm

  • Period 13 tasks as per EOY accounting processes
  • Period 13 Balance Sheet Journals (to be workflowed to Corporate Finance)
Thursday, 7 January 2021

First AP payment runs for 2021

  • SCMS Scholarships for fortnight ending Friday 8 Jan 2021
  • RAMS Scholarships for fortnight ending Friday 8 Jan 2021
  • Payroll Deductions for fortnight ending Friday 8 Jan 2021

First Overseas Citibank payment run for 2021

  • International AP Invoices

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

  • EFT
  • Overseas NAB (Student refunds and Library FX)
Monday, 11 January 2021

Period 13 closed to Academic and Professional Units at 1pm

First AP payment runs for 2021

  • Refunds to International Students via Credit Cards
Wednesday, 13 January 2021

Financial Services Information to Corporate Finance

  • Provision of Doubtful Debts – Trade Debtors and Third Party Student Debtors
  • Reconciliation Finance One GD Ledger Balance to EOY Debtors report IC 7109
  • Medici Reconciliations IC 9906
  • Contractor Payroll Tax summary for year end accrual
  • Reconciliation of Visa Recoupment IC 7698
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

  • FS34 - Visiting Academic Payments for fortnight ending Friday 22 Jan 2021
Thursday, 11 February 2021 Delivery of Certified Draft AFS to the Auditor General