MacMEETS (McMaster Employee Expense and Travel System)
Employee Expense Reimbursement Procedures
MacMEETS / Manual ProcessEmployee with active i.d. in MacVIP / X
Employee with active i.d. in MacVIP who chooses not to use MacMeets / X
Employee with active i.d. in MacVIP however direct supervisor’s position is vacant / X
Retired Faculty with active i.d. in MacVIP / X
Retired Faculty with active i.d. in MacVIP who chooses not to use MacMeets / X
Retired Faculty that does not have active i.d. in MacVIP / X
Unpaid Faculty Appointments / X
Athletics Group Travel – Coach submitting as Traveller / X
Academic Group Travel – Faculty member submitting / X
Academic Group Travel – Faculty member submitting chooses to opt out of using MacMeets / X
Graduate Students with active i.d. in MacVIP / X
Graduate Students that have been terminated between August/September / X
Graduate Students with active i.d. in MacVIP who chooses not to use MacMeets / X
Advance Requests that meet exception criteria / X
Expensing Advance Requests / X
Expenses being charged where gst is 100% recoverable (i.e. Input Tax Credit) / X
MacMeetsis an electronic expense reporting system powered by Concur Technologies. To log on to MacMeets go to Use your McMaster (MacAuth) i.d. and password to log onto the system.
1. Traveler or delegated preparer completes expense report.
2. Scan and attach all receipts and supporting documentation.
3. Where receipt is missing or no receipt was issued, complete a Missing Receipts information form. Scan and attach the form to the expense report.
4. Upon submission and declaration of traveler, form routes to approvers, Purpose approver and then Compliance Approver.
5. Upon Compliance approval, reimbursement will be deposited into claimant’s bank account with the next direct bank deposit file.
The ManualProcesswill be when claimant’s choose not to use the electronic expense reporting system or in cases where the claimant does not have an active employee i.d. and banking information in the MacVIP payroll system. To submit a reimbursement use the Excel spreadsheet found at
1. Traveler or delegated preparer completes Excel spreadsheet.
2. Print completed form.
3. Attach all receipts and supporting documentation.
4. Where receipt is missing or no receipt was issued, complete a Missing Receipts Information Form and attach to expense form.
5. Forward expense report to the Purpose Approver. Purpose Approver approves or rejects the claim.
6. If approved Purpose Approver forwards expense report to Compliance Approver. If rejected Purpose Approver returns form to claimant.
7. Claimant addresses Purpose Approver’s concerns and repeats process from step 5.
8. Compliance Approver approves or rejects the claim.
9. If approved Compliance Approver mails expense report to Accounts Payable Travel (DTC-403). If rejected Compliance Approver returns form to claimant.
10. Claimant addresses Compliance Approver’s concerns and repeats process from step 5.
11. Accounts Payable Travel processes form for next bank deposit transfer or cheque produced.
12. Expense report is retained by Accounts Payable Travel for seven (7) years.
Accountable Advance Requestsare available under the following circumstances:
1. Research subject payments
2. Individual student travel
3. Group travel (e.g. Athletics Team or Academic/class)
4. Where destination is a remote location and access to a banking facility is impossible.
If the accountable advance request meets the criteria outlined above, complete an Accountable Advance Request form found at
1. Traveler or delegated preparer completes Excel spreadsheet.
2. Print completed form.
3. Attach any supporting documentation you may have.
4. Forward advance request to the Purpose Approver. Purpose Approver approves or rejects the request.
5. If approved Purpose Approver forwards the advance request to Compliance Approver. If rejected Purpose Approver returns form to requestor.
7. Claimant addresses Purpose Approver’s concerns and repeats process from step 4.
8. Compliance Approver approves or rejects the request.
9. If approved Compliance Approver mails advance request to Accounts Payable Travel (DTC-403). If rejected Compliance Approver returns form to claimant.
10. Claimant addresses Compliance Approver’s concerns and repeats process from step 4.
11. Accounts Payable Travel processes form for next bank deposit transfer or produces cheque.
12. Accountable Advance request form is retained by Accounts Payable Travel for seven (7) years.
Upon completion of the trip or study the traveler/claimant must report on and clear the Accountable Advance request.
1. Traveler/claimant or delegated preparer completes Excel spreadsheet found at .
2. Print completed form.
3. Attach all receipts and supporting documentation.
4. Where receipt is missing or no receipt was issued, complete a Missing Receipts Information Form and attach to expense form.
5. Forward expense report to the Purpose Approver. Purpose Approver approves or rejects the claim.
6. If approved Purpose Approver forwards expense report to Compliance Approver. If rejected Purpose Approver returns form to claimant.
7. Claimant addresses Purpose Approver’s concerns and repeats process from step 5.
8. Compliance Approver approves or rejects the claim.
9. If approved Compliance Approver mails expense report to Accounts Payable Travel (DTC-403). If rejected Compliance Approver returns form to claimant.
10. Claimant addresses Compliance Approver’s concerns and repeats process from step 5.
11. Accounts Payable Travel processes form for next bank deposit transfer or cheque produced.
12. Expense report retained by Accounts Payable Travel for seven (7) years.