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https://booked.mcmaster.ca/pnb/Web/index.php?redirect=

Access to the PNB Internal Booking Site

To request access to the PNB internal booking site, please email the appropriate address below:

  • PNB Graduate students: pnbgrad@mcmaster.ca
  • PNB Undergraduate Students, Faculty and Staff: pnb@mcmaster.ca

Please note that access to the PNB booking site is granted only to PNB faculty, staff, and graduate students.

The booking system will only work if you are on campus or using a VPN

Booking Requests for Non‑Eligible Users

If you need to make a booking but do not fall into the above categories, please email pnb@mcmaster.ca with the following information:

  • Requested date, time and length of booking
  • Room (if a specific room is required)
  • Number of attendees
  • Any technology or special setup requirements
  • Reason for booking

Important Booking Information & Disclaimer

  • If you are interested in a recurring booking, please reach out as early as possible, as rooms book very quickly during the academic year.
  • PNB rooms are designated for University‑related meetings and events only.
  • Rooms should not be booked for:
    • Recurring TA office hours
    • Recurring TA online tutorial teaching

Note: Meeting rooms in the PNB building are very limited

To request access to the PNB building, please complete the following form: PNB Access Request Form. When your request is ready you will receive an email with pickup instructions.

Important Notes: 

  • Some rooms and laboratories may require additional confirmation before a request can be processed. This may result in processing delays.
  • Additional access cannot be added to a student housing card. When submitting a request form, be sure to select “New Request.”
  • Requests requiring basement or animal facility access will not be approved until training confirmation has been received from CAF. This requirement does not apply to renewal requests.

If you have any questions or concerns, email bechamma@mcmaster.ca and pnb@mcmaster.ca. 

Key and Card Returns

If you are returning keys or access cards, please bring them to the PC 102 main office.

Contact pnb@mcmaster.ca for printer driver downloads, account setup and printing codes.

How to Scan Without Logging In

 Scan to USB

  1. Insert your USB flash drive into the USB port on the front of the printer
  2. On the touch screen, press Scan
  3. Select Scan to USB
  4. Confirm or adjust settings
  5. Press the Start button
  6. When scanning completes, wait for the confirmation message
  7. Safely remove the USB drive

Scan to Email

  1. On the Home screen, tap Email
  2. Enter recipient(s):
    • Tap New Recipient and type the email address
    • OR select from the Address Book
  3. Adjust scan settings if needed
  4. Load your original(s)
  5. Press Start
  6. Wait for the email sent confirmation
  7. Safely remove the USB drive

Expense and Participant Payments Information and Tips

Expandable List

  • PNB Graduate Expenses – pnbgrad@mcmaster.ca
  • PNB Undergraduate, Faculty, Staff, Visitors and Participants – pnb@mcmaster.ca
  • Card requests / limits / program setup: Kathryn Wright (Credit Card Admin); Kathryn issues PCard/Diners applications and manages program rules.
  • Monthly reconciliations, missing receipts, statement disputes: Contact pnb@mcmaster.ca. For card issues or discrepancies contact a PCard specialists listed on the AP contacts page and copy aphelp@mcmaster.ca.
  • Participant payments (cash/gift cards, anonymous studies): consult the Research Participant Payments guidance first and then reach out to pnb@mcmaster.ca.
  • Supplier onboarding, PO thresholds, competitive procurement: contact pnb@mcmaster.ca

Mandatory Expense Form Requirements

  • All individuals submitting expenses through PNB must complete the Expense Form unless using a PCard or Diners.
  • Expense (business) purpose must be described. Ideal purpose answers Who? What? Why? Where? When? How?
  • Incomplete or incorrect submissions are returned for correction.
  • All fields on the Expense Form are required including signature.
  • For McMaster Faculty, Graduates and Staff please see below PNB Delegation section

File Formatting and Supporting Documentation

  • Submit one PDF containing the Expense Form, receipts, and all supporting documents. Number receipts sequentially.
  • Accommodations: Itemized invoice from hotel with tax amount and HST registration # (if applicable) & payment receipt
  • Airfare: Invoice from airline showing tax amount charged and HST registration # (if applicable) & itinerary
  • Bus or Railway: Invoice / passenger ticket receipt or stub and proof of payment
  • Conference Registration / Research Collaboration:
    • Official receipt from organizers showing tax amounts and HST registration # (if applicable)
    • Flyer, email, letter, invitation, or screenshot of conference homepage showing date and location (hyperlinks are not accepted)
    • Itinerary, prospectus, schedule, program, or agenda for the conference
  • GO Train: Invoice or Presto statement showing dates and charge amount
  • Meetings / Events: For each meeting or event: agenda showing date and location & list of attendees
  • Parking: Invoice or parking receipt(s) with tax details and proof of payment
  • Research Backup: Invitation, recruitment flyer, or poster
  • Studies: Research participant payments – Financial Affairs (see Participant Payments section below)
  • Taxi: Invoice or taxi receipt with total amount paid and HST registration # (if applicable)
  • Vehicle Rental: Rental invoice and gas receipts with tax amount and HST registration # (if applicable)
  • Receipts must show itemized details and tax with HST/GST number (Example: 123456789RT0001) if applicable
  • Order confirmations (e.g., Amazon) are not acceptable; full invoices are required.
  • Meal Receipts must include:
    • Reason for meals (e.g., lab lunch, collaboration meeting)
    • Full names of all attendees
    • Itemized receipt showing what was purchased with HST/GST number (Example: 123456789RT0001)
      • Debit machine slips require additional backup.
  • Missing receipts require a Missing Receipt Form (see Forms section above)

Bank Statements (Foreign Currency Purchases)

  • Provide just the specific transaction excerpt(s) that reflects the charge in CAD.
    • Without this, reimbursement uses the exchange rate at processing time.

Account delegation in Mosaic is required to ensure continuity, accountability, and timely processing of expense transactions. When the primary cardholder or approver is unavailable, a delegated user can submit or reconcile expenses so payments, reimbursements, and month‑end reconciliations are not delayed.

Delegation is available for McMaster Graduates, Faculty and Staff who will be reimbursed via direct deposit. Undergraduate expenses will be paid by cheque.

PNB Delegation

  • Log in to Mosaic using your Mac ID and password.
  • In the burgundy bar at the top, click MOSAIC HOME to open the dropdown menu.
  • Select Employee Self Serve.
  • Click the Travel and Expenses tile.
  • Select Delegate TnE Entry Authority.
  • Your name will appear—click the plus (+) sign to add new delegates.
  • Please add the following:
    • Taylor Bowker — SMITHTA3
    • Nita Parsalidis — PARSALIN
  • If you do NOT have the Travel and Expense tile
    Please send an email to your expense admin: Include your confirmation that you approve of the reimbursement with amount, and complete mailing address.

Graduates, Faculty and Staff can submit their own expenses through Mosaic – Travel and Expense

Benefits of submitting yourself in Mosaic

  • Faster processing and reimbursement. Automates routing to the correct approver and reduces manual AP entry, which shortens the payment cycle.
  • Immediate visibility and audit trail. You can track status (submitted, approved, paid) and retain receipts attached to the report
  • Better control over chartfields and business purpose. You assign the exact cost centre/project codes and write the business justification, reducing misallocation and the need for corrections.
  • Mobile and e‑receipt convenience. Upload receipts from your phone immediately after purchase; Mosaic can match e‑receipts from suppliers, saving time.

PEA typically covers conference fees, travel, subscriptions, and training. Pre‑approval and correct chartfield coding are required; submit receipts and a PDA justification to departmental admin for reconciliation and posting to the correct research/operating account. Follow departmental PDA rules plus AP‑01.

Please visit below link to view what can and cannot be purchased with a PEA
Faculty-Librarian PEA Policy and Procedures

Q. Can a Professional Expense Allowance (PEA) be used by a faculty member to pay for a student expense?

A. No. A faculty member’s Professional Expense Allowance (PEA) is intended for the faculty member’s own professional and job‑related expenses and cannot be used to directly cover student expenses.

If a student makes a purchase and a faculty member wishes to claim the cost using their PEA, the following process must be followed:

  • The faculty member must reimburse the student directly (e‑transfer).
  • The faculty member must then submit an expense report either to their PNB administrator or directly in Mosaic.
  • The expense report must include:
    • The original receipt, showing full details and applicable tax information
    • A line from the student’s bank statement showing the charge; and
    • A screenshot or other documentation confirming the faculty member’s e‑transfer to the student.

Q. How can I check PEA balance?

A. Contact Emily Thomas or Thomas Eckert

Q. What is the BMO Diners Card and when should I use it?

A. The BMO Diners Card is McMaster’s centrally issued travel and entertainment card for university business where a corporate travel card is required or preferred (airfare, hotels, conference registrations, some vendor travel charges). Use it for university travel, conference bookings, and prepaid travel supplier charges

Q. What are the cardholder responsibilities?

A. Cardholders must:

  • Use the card only for authorized university business.
  • Obtain and retain original itemized receipts for every transaction.
    • Receipts/invoice support should contain the following information:
      • Supplier identification
      • Tax/business number, should be included on invoices where HST/GST/QST is charged
      • Identification of purchase
      • Description of what was purchased
      • Amount paid along with proof of payment (e.g. last 4 digits of credit card number)
      • Order confirmations missing any of the above information and not aligning with a credit card or
        bank statement are not acceptable receipts
  • Provide a clear business purpose and the correct chartfield for each charge.
    • Who? What? Why? Where? When? How?
    • Confirm chartfield before submitting to PNB admin or Mosaic
  • Provide backup for charges
    • Conference program showing dates and times (links not accepted)
    • Event Poster
  • Reconcile transactions in the university system by the departmental deadline.
  • Report lost or stolen cards immediately to BMO and to McMaster Financial Services.
  • Ensure no personal charges are made; if they occur, repay immediately and notify the department.

Q. PNB Department Specific Process for Diners Cards

A. PNB Admin role: pre‑checks reconciliation packages, confirms chartfield, ensures receipts and approvals are attached, flags missing documentation, and forwards reconciled statements to Faculty Finance or Accounts Payable.

Full Policy – AP-01-GUIDELINES-Policy-Companion.pdf

Q. How Do I Reconcile Meals

A. All meals must be accompanied by the below

  • Official itemized restaurant bill including date, items consumed, amount, credit card chit indicating gratuities and list of attendee(s) first and last name.
  • Tax/business number, should be included on receipts where HST/GST/QST is charged
  • If you are missing an Itemized receipt and or it does not show the full HST/GST/QST number (example:123456789RT0001) a missing receipt form is required
  • Provide a clear business purpose and the correct chartfield for each charge.
    • Who? What? Why? Where? When? How?
  • Used for payment of goods and services <$10,000 – NO food/travel/conference registration (use Diner’s Card and/or Travel and Expense module)
  • P-Cards cannot be used to pay for student tuition. Tuition payments should be processed as departmental support journal entries, not with a University credit card
  • Monthly Card Limit up to $50,000, $10,000 limit per transaction
  • Common payment types: supplies, subscriptions, memberships, abstracts/journals, software, Survey Monkey, Dropbox, Bell/Rogers, Facebook, LinkedIn, Google etc.
  • PCard Transactions are loaded into Mosaic on the 29th of each month (or next business day)
  • PCard Reconciliation packages are physically due in Accounts Payable (OJN) on the 15th business day of the month

PCard Resources:

Deadlines, statements, and common pitfalls

  • Transactions load monthly (PCard transactions are typically loaded on the 29th or next business day).
  • Departmental/AP deadline: reconciliations are due to Accounts Payable by the 15th business day of the month (confirm PNB internal cutoff). Late or incomplete packages may be charged to the default chartfield.
  • Common rejections: missing/illegible receipts, wrong chartfield, unmatched totals, or personal charges.

Q. What are the cardholder responsibilities?

A. Cardholders must:

  • Obtain and retain original itemized receipts for every transaction.
    • Receipts/invoice support should contain the following information:
      • Supplier identification
      • Tax/business number, should be included on invoices where HST/GST/QST is charged
      • Identification of purchase
      • Description of what was purchased
      • Amount paid along with proof of payment (e.g. last 4 digits of credit card number)
      • Order confirmations missing any of the above information and not aligning with a credit card or
        bank statement are not acceptable receipts
  • Provide a clear business purpose and the correct chartfield for each charge.
    • Who? What? Why? Where? When? How?
    • Confirm chartfield before submitting to PNB admin or Mosaic
  • Reconcile transactions in the university system by the departmental deadline.
  • Report lost or stolen cards immediately to McMaster Financial Services.
  • Ensure no personal charges are made; if they occur, repay immediately and notify the department.

Q. PNB Department Specific Process for PCards

A. PNB Admin role: pre‑checks reconciliation packages, confirms chartfield, ensures receipts and approvals are attached, flags missing documentation, and forwards reconciled statements to Faculty Finance or Accounts Payable.

Full Policy – AP-01-GUIDELINES-Policy-Companion.pdf

Q. What is a Restricted Study

A. Some research is anonymous, and names are either never collected or are only kept by the research team for a limited duration.  In other cases, names may be collected by the research team however the conditions of the MREB/HiREB ethics certification per the study protocol prohibits the sharing of participant names outside of the research team, even with the finance office which facilitates payment. As these studies have explicit ethical and/or methodological restrictions on the provision of identifying information for the purposes of processing research participant payments both types of studies are referred to as “restricted” for the purposes of the AP-01 guidelines. For restricted studies the research/finance administrator will provide only a research participant ID number in place of the name. The maximum payment for anonymous or restricted studies is $450 per year. (Information from Research Participant Payments – Financial Affairs)

Attestation Form

The Attestation Form is to be used for:

  1. Studies where the research is anonymous such that participant names are not available; or
  2. Restricted studies where the sharing of participant names outside of the research team is prohibited by the study protocol per the conditions of MREB/HiREB ethic certification (further detail on restricted studies is shown in the FAQ below)

The Principal Investigator (or Faculty Supervisor, for student projects) is asked to sign to verify that:

  1. The names cannot be shared as outlined in (a) or (b) above; and
  2. To the best of their knowledge, gift cards or cash issued to the participant will not exceed $500 in a calendar year (Researchers are not expected to have knowledge of research led by other research teams)

This form is to be retained on file by the research team for seven (7) years following the project conclusion and must be made available if requested during audit. Form Link

Q. Do I need VRP Office Approval for Cash Payments

A. Does NOT require approval:

  • Study protocols in place prior to January 27th that explicitly state that participants will be paid by cash
  • Studies where cash payments have previously been distributed and/or communicated to research participants prior to January 27th

Requires approval:

  • All studies from January 27th onward that include cash payments to research participants
  • Studies with protocols prior to January 27th that DO NOT explicitly state that participants will be paid by cash and where participants have not been advised that they would be paid by cash

Access the cash approval form here
Cash Advance – STUDY – Dept process

Full participant information and policies
Research Participant Payments – Financial Affairs
AP-01-GUIDELINES-Policy-Companion.pdf

Please visit the above webpages before starting a study

 

Gift_GiftCard_Cash_Reporting.xlsx

The definition of Prizes shall follow CRA’s criteria that need to be met for a payment received to be considered a ‘Windfall’. Factors indicating that a particular receipt is a ‘windfall’ include that the recipient has no expectation of a payment, and the payment is not in recognition of services provided.

For prizes to meet the “no expectation” requirement referenced in CRA Guidance, the prizes need to be awarded on a random basis. For further clarity if prizes are awarded to most or all participants, this would not comply with the CRA guidance that the participants did not have an expectation to receive a prize. Information from Research Participant Payments – Financial Affairs

All reimbursements must be accompanied by a tracking spreadsheet. Claimants will only be reimbursed for gift cards already distributed to research participants. It is recommended that such gift cards be purchased in small quantities.

This spreadsheet is required for personal expenses, PCard and Diners Card