Staff Reimbursements
The new process for Staff Reimbursements means that staff will be reimbursed through Payroll. Staff members will submit their claims through ProMaster, which will then be reviewed by the Admin Centre Controller before being approved by their Supervisor. The claim will then be automatically uploaded into Payroll and included in the staff member's next pay. Please note that the reimbursed amount will not be taxed nor appear on your ATO Payment Summary.
ProMaster will automatically direct your claim to your Local ProMaster Credit Card Admin Centre Controller for checking and then workflowed in ProMaster to your Approving Manager.
You will be required to attach supporting documentation to a Document Control Report. Supporting documentation must be in the form of:
- Original Receipts/Tax Invoices. Where receipts are required for warranty purposes, a copy should be retained by the staff member.
- Copy of Card statement showing the expense and proof of payment if paid with your personal credit/debit card.
Reimbursement claims for Adjuncts, Emeritus Professors and students cannot be processed through ProMaster as their payroll bank accounts are not active. These reimbursements should be made by using the FS03 form and forwarding to Accounts Payable for processing.
For information on how to complete your staff reimbursement claim, please see:
- Quick Reference Guide: Create a Staff Reimbursement Claim for instructions
- Show Me How: Create a Staff Reimbursement Claim to watch an online video demonstration.
Tour Down Under registrants, please see:
The claim must be approved by your Approving Manager in ProMaster by 9.00am on the dates listed below for inclusion in the following pay. These dates may be subject to change without notice.
| Deadline for ProMaster Approval | Payment Date |
| 24-January | 2-February |
| 8-February | 16-February |
| 22-February | 1-March |
| 7-March | 15-March |
| 21-March | 29-March |
| 3-April ** | 12-April ** |
| 18-April | 26-April |
| 2-May | 10-May |
| 16-May | 24-May |
| 30-May | 7-June |
| 13-June | 21-June |
| 27-June | 5-July |
| 11-July | 19-July |
| 25-July | 2-August |
| 8-August | 16-August |
| 22-August | 30-August |
| 5-September | 13-September |
| 19-September | 27-September |
| 3-October | 11-October |
| 17-October | 25-October |
| 31-October | 8-November |
| 14-November | 22-November |
| 27-November | 6-December |
| 6-December | 20-December |
** Denotes dates to be confirmed