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 |
|---|---|
| Friday 1 November 2019 |
Fixed Assets Last day for completed Fixed Asset stocktake forms to be submitted to Corporate Finance. |
| Thursday 28 November 2019 |
Staff Recoupments |
| Tuesday 3 December 2019 |
Staff Reimbursements ProMaster Staff Reimbursement claims approved online by the Supervisor before 9am today will be included in the staff members payroll paid 12/12/2019. |
| Wednesday 11 December 2019 |
Payroll Deductions Files imported for the fortnight ending 13/12/2019 |
|
Thursday |
Staff Reimbursements ProMaster Staff Reimbursements claims approved online by the Supervisor before 9am today will be included in the staff members payroll paid 24/12/2019. Any reimbursements approved after this date in 2019 will not be paid until the first payroll in 2020 (paid 9/1/2020). |
|
Friday |
Receipting Last day to send FS18 Miscellaneous Payment, Credit Card & Cheque payments to Accounts Receivable for guaranteed AR Receipt processing into 2019 cost centres 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 2019 cost centres and final 2019 EFT payment run. Invoices must be received in Accounts Payable by COB today International AP invoices (Citibank) Last day for Accounts Payable to receive International AP invoices for guaranteed processing against 2019 cost centres and final 2019 Citibank International payment run. Invoices must be received in Accounts Payable by COB today. |
| Wednesday 16 December 2019 |
Australian AP invoices Last day for Accounts Payable to receive Australian AP invoices for final 2019 Cheque or EFT payment run on 20/12/2019. Invoices must be received in Accounts Payable by COB today. Invoices due for payment on last payment run for the year (Friday 20 December), must be APPROVED in Workflow before 8.45am Friday 20 December 2019. To be recorded against 2019 cost centres invoices must by approved in Workflow before 8am on Monday 6 January 2020. |
| Tuesday 17 December 2019 |
AR invoices Last day to send Appian Sales Invoice Requests FS19s Accounts Receivable for guaranteed processing against 2019 cost centres Final AP payment runs for 2019 Overseas NAB (Student refunds and Library FX) RAMS & FS34 Scholarships Processing date for forward dated (23/12/2019) Scholarship payments due for payment fortnight ending 27/12/19 |
| Wednesday 18 December 2019 |
SCMS Scholarships Processing day for Scholarships due for payment 18/12/2019 for week ending 20/12/2019 |
| Thursday 19 December 2019 |
Final Overseas Citibank payment run for 2019 International AP Invoices Update and distribute worksheets for the Library Fiscal Roll Payroll files imported for fortnight ending 27/12/2019 |
| Friday 20 December 2019 |
Australian AP invoices |
| Monday 23 December 2019 |
Last working day for 2019 Travel Credits All internal journals relating to the use of travel credits belonging to other cost centres must be processed by COB today |
| Tuesday 24 December 2019 |
Accumulated Time-Off Day #1 |
| Wednesday 25 December 2019 |
Public Holiday (Christmas Day) |
| Thursday 26 December 2019 |
Public Holiday (Proclamation Day) |
| Friday 27 December 2019 |
Accumulated Time-Off Day #2 |
| Monday 30 December 2019 |
Accumulated Time-Off Day #3 |
| Tuesday 31 December 2019 |
Accumulated Time-Off Day #4 |
| Wednesday 1 January 2020 |
Public Holiday (New Year's Day) |
| Thursday 2 January 2020 |
First official working day for 2020 Commence remaining NAB Bank Journals for Period 12 Staff Reimbursements ProMaster Staff Reimbursement claims approved online by the Supervisor before 9am today will be included in the staff members payroll on 9/01/2020. ProMaster Credit Card 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 2019. Staff Recoupments Document Control Reports for any ProMaster Non-Business transactions (FS57 forms), or return of unspent cash withdrawals, received by the ProMaster Team for processing by COB today will be deducted from the staff members payroll paid 9/1/2020 |
| Friday 3 January 2020 |
Finalise NAB Bank Journals for Period 12 |
| Monday 6 January 2020 |
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, 2019 Allocations Run Finalise Bank Reconciliation once Period 12 is closed Accrued Expenses - Distribution of automated accrual journals to areas by COB today 2020, 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 Purchase Orders Bank Journals 2019, Period 13 Ledger processing available from 5pm Period 13 tasks as per 2019 EOY accounting processes Period 13 Balance Sheet Journals (to be workflowed to Corporate Finance) Return Library Fiscal Roll information to Corporate Finance |
| Tuesday 7 January 2020 |
First AP payment runs for 2020 Overseas NAB (Student refunds and Library FX) RAMS & FS34 Scholarships First Scholarship payments for 2020 |
| Wednesday 8 January 2020 |
First AP payment runs for 2020 EFT Payroll Deductions SCMS Scholarships First Scholarship payments for 2020 Payroll files imported for fortnight ending 10/1/2020 Email outstanding Fixed Asset forms to Corporate Finance for outstanding 2019 transactions by 1pm |
| Thursday 9 January 2020 |
Period 13 closed to Divisions/Units at 1pm Submit Annual Financial Report Certification of completion of tasks to Corporate Finance First Overseas Citibank payment runs for 2020 International AP Invoices |
|
Tuesday |
All period 13 journals to be approved by Corporate Finance by 12 midday Levies calculated & posted to Period 13 Review of 2019 Financial Results by Division/Units by 5pm |
| Wednesday 15 January 2020 |
Period 13 closed and rolled by Financial Systems at 9am |
| Friday 24 January 2020 |
Annual review commentary templates due back to Corporate Finance by 5pm |
| Monday 27 January 2020 |
Public Holiday (Australia Day) |
| Tuesday 11 February 2020 |
Delivery of Certified Draft AFS to the Auditor General |
