• Strategic Procurement Policy
• Non-PO Voucher – Wire Transfer Form
• Limited Tendering Form TIP: Please ensure your Limited Tendering requisition is reviewed prior to submission.
• Competitive Bid Request Form for orders greater than $100K
• For additional information on CFI purchase, please click here
• Procurement Guide, please use this brochure for any additional questions you may have.    

• Information on Non-Domestic Ordering (Ordering outside of Canada)

• To make a purchase at University Campus Store using a MOSAIC account, you need to provide full chartfield information as well as a valid employee ID. To charge a Research project, you will need to be listed as a delegate on that project. – Project Delegation Form
• A delegate for the Research project can also be set up when Research project is opened.
• The ID number of the person making the purchase is entered into the cash register.
• If the delegate ID information has not been entered into the project by Research Finance, the transaction cannot be completed.
• If you need additional information about buying at the Campus Store, please click here: Campus Store Payment info
• If needed misplaced receipts for a Scientific Store or Campus Store purchase can be reprinted: Reprint Receipt      

• Office supplies can be ordered through Grand & Toy in MacBuy.

• Information for Remote Work Office Set-up for Employees Working Remotely During COVID-19 Pandemic – Eligible expenses.

• To place an order with Scientific Store E-mail  hscstore@mcmaster.ca
• For in-person shopping, visit HSC Scientific Store, HSC 1G1, from 9:00 am to 3:00 pm
• For purchases on research projects, please ensure you are listed as a scientific store delegate. All purchasing delegates need to be authorized by a principal investigator using Delegation Form for Scientific Stores  
• More information about purchases at scientific store at Buy at HSC Scientific Store Info
• PPE at Scientific Store Info

• The ABB Store is now closed.  All Chemical purchases need to be ordered directly from the supplier. 

• How do I apply for P-card (BMO Master Card)?
  • Send P-card application Form  to Kathryn Wright Credit Card Administrator email kwright@mcmaster.ca

• How do I download P-card statements? 
  • P-card Quick Reference Guide

• To authorize finance staff to reconcile your P-card  
  • P-card Proxy Form need to be sent to Kathryn Wright Credit Card Administrator email kwright@mcmaster.ca

• What if my card is not accepted and I cannot complete the P-card purchase?
  • Often when ordering online or by telephone, the address and/or telephone number associated with the BMO card is required. This information must be given exactly, or the purchase will be denied. Repeated attempts with the incorrect information can send a 'flag' to MasterCard, and the account may be frozen for precautionary measures.

The address/phone number associated with all Biochemistry P-Cards is: 1280 Main Street, Hamilton, ON L8S 4L8 - 289-305-5877

• What do I need to do if I place Non-Domestic Order on my P-card?
  • Please notify our Customs Department Non-Domestic orders purchased on your P-Card. When sending your email, please ensure you include the following:
    1. Company Name & Address
    2. Item Purchased (Item Number & Description)
    3. Pricing (Copy of scanned Quotation)
    4. Account Number (Required if additional shipping charges are incurred.)

By sending the following information to customs@mcmaster.ca (John Bentley) will have the required information to ensure your goods can cross the border smoothly.

When using your P-Card for cross-border shipments, please give the supplier(s) your project number as the PO number. Please ask the supplier(s) to ensure the number is on the commercial invoice and on ALL packaging.

• How do I locate my Freight & Brokerage Transactions in the journal entry charging research project? 
  • Please Freight & Brokerage Instruction Sheet for Journal Entry
  
  

What is MacBuy:

• MacBuy is an eProcurement system that offers faculty, staff and authorized students an integrated (shopping cart) marketplace for purchasing, including automated workflow and payment process.
• MacBuy is one of the various ways you can make purchases at McMaster in addition to Non-PO Vouchers and P-Cards.
• Requisitions entered and approved in MacBuy become a Purchase Order sent to the supplier. 
  

Advantages of MacBuy:

• Purchases of up to $100,000 can be made from MacBuy Suppliers with only one quote.

• Mac Buy offers Negotiated Pricing for Punch-Out and Hosted suppliers (You will see them as tiles on the MacBuy home page). 
• Approved MacBuy transactions through automated workflow are instantly posted to projects.
• Users can create a shared shopping cart – A convenient way for your lab members to order office or lab supplies!

Register for MacBuy

• To request access to MacBuy, please contact macbuyhelp@mcmaster.ca  with your MacID and requested role(s). You must also provide your supervisor’s approval. Alternatively, the supervisor may request access on behalf of the employee.
• MacBuy available roles. Carefully review the role definitions to determine the appropriate access to be granted (Shopper, Requester, Requester/Approver, Approver).
  

How to Login to MacBuy:

• Log into Mosaic and select the MacBuy tile:
• This will either appear on your My Homepage screen or your, My Work screen.  To navigate to  your My Work page click on the arrow next to My Homepage and select from the dropdown list.  

• After clicking the MacBuy tile, you will be redirected to the MacBuy home screen as

shown below.  

• TIP: All Four shopping methods will be initiated from this home screen 
• TIP: Prior to starting the shopping process, be sure your active cart has a balance of $0.00 to ensure there are no previous items already in your shopping cart. The first item selected creates a cart if a cart is not already open (a cart containing at least one item).

• MacBuy Set up Profile and Edit
• MacBuy Shopper Guide
• MacBuy Requester Guide
• MacBuy Approver Guide
• MacBuy Shared Cart Guide
• MacBuy How to Search Documents
• MacBuy Cheat Sheet

More How-to Videos:

• How to receive Order Video
• Approving via Email Video  
• Approving in MacBuy Video
• Delegate the Requester and Approver Role Video
• Changing your Shipping Address Video

Premier pricing. Click the supplier's tile and shop their premier catalogue directly within MacBuy

• Under $100,000 = Two-way match, no receiving, no additional documentation required
• Punch-out and Hosted products can be mixed in the same cart.
• Identified by no arrow in the top right corner of the supplier's tile.
• Static Pricing – you are purchasing within the MacBuy system.
• MacBuy Hosted Catalogue Video 

Click the supplier's tile and be taken externally to their website, reflecting our premier pricing. Once all items are added to the cart, follow the prompts to checkout. You will be brought back into MacBuy with the selected items in your cart to complete the requisition entry.

• *Under $100,000 = Two-way match, no receiving, no additional documentation required

• Punch-out and Hosted products can be mixed in the same cart.
• Identified by the arrow visible in the top right corner of the supplier's tile.
• Live pricing which can change.  You are directed to the supplier's website.
• Punch-Out Catalogue Video

Click the Non-Catalogue Form to initiate a requisition to all other suppliers that do not appear in the showcase OR if you have special pricing (better than premiere) from a Hosted or Punch-out supplier. Suppliers must accept a purchase order and must be setup as a supplier in Mosaic. Complete the required form and add it to your shopping cart.

• All dollar values = Three-way match, added step of receiving required for payment to be issued to supplier
• Backup documentation required i.e quote/price justification.
• Standard purchasing thresholds will apply – competitive quotes required for purchases over $10,000 before tax – Please see SP-01 Policy for threshold requirements - Strategic Procurement Policy
• Exclusive to own cart – cannot be mixed with hosted/punch-out.
• Non-Catalogue Orders Video

Click the Limited Tendering Form to initiate a limited tendering request. Complete the required form and add it to your shopping cart. All required backup and approvals will be requested/routed directly with the submission of the form.

• All dollar values -Three-way match added step of receiving required for payment to be issued to the supplier.
• Backup documentation required, i.e. quote/price justification.
• Standard purchasing thresholds will apply – competitive quotes required for purchases over $10,000 before tax – see SP-01 Policy for threshold requirements.
• Exclusive to own cart – cannot be mixed with hosted/punch-out.
• Please check the Limited Tendering Guide

• To apply for BMO Diners Card, you need to submit Diners Card Application to the Credit Card Administrator - Kathryn Wright E-mail kwright@mcmaster.ca
• To access your Diners Card monthly statements, please log in to the BMO Spend Dynamics Reporting tool.
• Fraud Risk tips.

Delegation of Entry Authority authorizes finance admin staff to prepare expense reports on your behalf. It applies only to travel and expense claims. Please log into Mosaic using your MAC ID and password. 

Once logged in:

• In the center of the screen, click on Mosaic home and select Employee Self-Serve.
• Select Travel and Expense Tile
• Select Delegate TNE Entry Authority
• Click on the "+" sign, then add username allanmi
• Save.

Please send the Travel and Expense form along with receipts for reimbursement to Michelle Allan email allanmi@mcmaster.ca

• For Faculty travel reimbursements, please fill in Faculty Travel Reimbursement Form
• For Students travel reimbursements, please fill in Student Travel Reimbursement Form

• What expenses can I claim? Please check Travel Guidelines Policy for Reimbursement to Individuals For University Business

• If you lost or were not issued a receipt, please submit a Missing Receipt Form.

• Research Leave travel Expenses

• For Faculty, please check PDA Policy
• For Managers, please check MPDA Policy

• For PDA-related questions, please contact Dorothy Nizinski, Finance Manager for Biochemistry and Biomedical Sciences Tel. 905 525-9140 ext. 20233 or email: nizind@mcmaster.ca

In Mosaic, you can check the balances for your PDA or MPDA account.  

• Log In to Mosaic
• Click on MOSAIC Home
• Select Employee Self Service

• You will see two PDA tiles. Click on PDA Bal by Person to see your balance, and PDA Details by Person to see your transactions. 
• To Run PDA Reports, you need to enter your employee ID number  

HINT:  REMEMBER TO TYPE IN 2 ZERO'S BEFORE YOUR EMPLOYEE ID # 009999999

Health Research Services helps identify funding opportunities and assists at the application stage by reviewing grant submissions for compliance with granting agency and institutional guidelines. HRS internal application deadline is usually two weeks before the agency deadline to provide enough time for review and to obtain all required signatures. To find more information about the services provided by HRS, please check their website. 

HRS Grant Application submission checklist:

• HRS Application Checklist, signed by the Researcher (PI) and chair of the department.
• Grant Application form
• Proposal (or a draft of the proposal)
• Budget and Budget Justification
• Signature Page if required – if the application requires signatures, make sure department sign-off is complete.
  

Budget considerations

• Follow agency expense eligibility guidelines.
• Add maximum overhead allowed as per agency guidelines.
• Add Fringe benefit-cost to laboratory staff salaries.  McMaster Fringe benefit rates
• No Fringe benefits for graduate student stipends (MSc. & Ph.D.)  

Current Timelines for CIHR Operating Grants and other Funding Opportunities  

• Timelines for CIHR Spring Project 2021-04
• HRS Funding Opportunities Bulletin

Upon receipt of a Notice of Award and submission of award acceptance (if required by the agency), the Researcher can start the process to open a research project.

• To open a research project, please submit the following documents to HRS intake email  hsresadm@mcmaster.ca.

• HRS Account Request Form
• Award letter
• Signed acceptance, if required by the agency
• Final application, proposal and budget
• A revised budget if the award amount differs from what was requested.

• For information about Ethics Approvals go to: website

• If you receive funding from departmental funds Fund 20 or Fund 80, please use the Internally Sponsored Research Template Form

• If you receive funds from externally funded research project within McMaster University, please use Internal Transfer Account Form

• More forms available at HRS Resources page

• If you require an inter-institutional agreement or review of a sub-agreement related to a grant held at McMaster, please contact Caroline Woods at cwoods@mcmaster.ca

• For all industry agreements, Intellectual Property and Licensing agreements, please contact

 McMaster Industry Liaison Office (MILO).

• If you require further assistance, please contact Finance Manager, Dorothy Nizinski email: nizind@mcmaster.ca

• To get to the BI tool click the "My Research" tab, then click "Research Project Info in BI".

• To log in to the BI Tool, use your Mac ID and password.

1. To use the Principal Investigator Dashboard, click the Dashboards dropdown menu in the top-right corner of the screen and select Principal Investigator Dashboard under Custom.

2. To select the PI you are looking for, click the dropdown arrow and select More/Search.

3. Select the default PI in the right column and use the arrows in the centre to remove them.

4. From the search bar, you can search a specific PI name.

5. To add the PI name, you are looking to select their name and use the arrows in the centre to move them into the correct box and click OK.

6. You can also watch a video on how to use the Principal Investigator Dashboard

https://www.youtube.com/watch?v=Hg3L7THsVRs&t=1s

1. To use the Research Project Statement Dashboard, click the Dashboards dropdown menu in the top-right corner of the screen and select Research Project Statement Dashboard under Custom.

2. Use the Project Number dropdown list to select the desired project number.

3. Use the search bar to search for the specific project you are looking for and click the search button for results. Select your desired project number and click OK.

4. Once the desired project number has been selected, use the Period Start Date and Period End Date dropdown menus to select the timeframe you would like to run the Research Project Statement.

5. Click Apply to see the selected project.

1. Navigate to the Research Project Statement Dashboard.

2. Use the filters at the top of the page to select the Project Number, Period Start Date and Period End Date.

 3. Click the Page Settings wheel in the top right corner of the screen.

4. Select Export to Excel from the Page Settings menu.

5. If you want to export only the Research Project Statement summary tab (i.e. no Current Period Transactions, etc.), select Export Current Page.

 6. If you want to also export the Current Period Transaction, Commitments, etc. as separate tabs on an Excel sheet, select Export Entire Dashboard.

7. You can also watch a video https://www.youtube.com/watch?v=ozhMG065EQc&t=4s

You can set up dashboard defaults to eliminate the need to enter your information every time you need to run your project summary or individual projects selected. For either dashboard, select your name and any of the fields you are specifically looking for. It is better to keep these as generic as possible when it comes to dates, which can be left blank. You must then hit apply before you can save a default.

Click the tool wheel at the top right of the screen and select "Save Current Customization". Be sure to give your saved customization a descriptive name so that you can reference it later. Click on 'Make this my default for this page, then click OK.

• If you have multiple customizations saved, they can be edited by selecting "Edit Current Customizations" and selecting the one you wish to edit.
• If you wish to change from one default customization to the other, click "Apply Saved Customization" and choose from the dropdown.
• If you want to return to a clear dashboard, click clear my customization. This will not delete your saved customizations.
• If you are having difficulties, please follow the link for a video guide https://www.youtube.com/watch?v=u1QepLlcz-U