Use the expense management system EMS ProMaster, and the mobile app ExpenseMe, to:

  • upload receipts
  • claim expense reimbursements
  • claim domestic travel allowance
  • process corporate credit card transactions.

You can claim cash advances through EMS ProMaster, but not ExpenseMe.

Accessing EMS ProMaster

If you are a UQ staff member or a scholarship recipient with an Aurion Employee ID, you'll automatically have access to EMS ProMaster. You should always use EMS ProMaster for all claims, including those with expenses incurred up to 1 year in the past. Do not use the manual forms to make expense claims.

Non-staff, including contractors, students and volunteers, do not have access to EMS ProMaster. You must continue to use the existing expense claim processes available from the Expense Claims Procedures and Forms [9.45.03].

Access to EMS ProMaster using your UQ username and password. Email the Expense Management team at expenses@uq.edu.au if you need to reactivate your ProMaster account. 

Log in to EMS ProMaster

Using the ExpenseMe app

The free ExpenseMe app is suitable for both iPhone and Android smartphones. You can download the ExpenseMe app from the App store or Google Play.

ExpenseMe allows you to:

  • capture images of receipts
  • reconcile simple corporate credit card transactions
  • submit expense claims immediately.

Be careful when using ExpenseMe overseas, as accessing the app uses mobile data. If you don't want to use your mobile data, take a photo of the receipt on your device and then upload it to the app when you have access to wifi.

Email the Expense Management team at expenses@uq.edu.au to reset your temporary password for the ExpenseMe app.

Corporate credit card transactions

UQ staff are no longer able to reconcile new credit card transactions in UniFi now that EMS ProMaster has been launched.

Any transactions made on 9 August 2017 or after will be processed in EMS ProMaster.

Any credit card transactions made up to, and including, 8 August 2017 are required to be processed in UniFi according to the existing process.

Reconciling your receipts

All staff can submit receipts to EMS ProMaster via:

  • the mobile app
  • email from a UQ email account
  • direct upload into the desktop system.

Cardholders will need to reconcile their own credit card transactions.

See the Corporate Credit Cards Procedures and Forms [9.40.02] for more information.

Expense claims

All expense claims for staff need to be submitted in EMS ProMaster.

Others, including contractors, students and volunteers (without an Aurion profile), use the expense claim forms available from Expense Claims Procedures and Forms [9.45.03].

Payment dates

Expense claims that are fully approved in EMS before 5pm are posted into UniFi overnight. Then, the payment to your bank account is scheduled for the next available payment run - these are done every Monday and Wednesday (except public holidays).

Proof of payment

Proof of payment needs to be a valid tax invoice or receipt showing the total amount paid and method of payment. Failing that, supporting documentation such as a copy of the transaction on a bank statement is acceptable. A booking confirmation is not proof of payment.

Once you have submitted a legible copy of your proof of payment, you no longer need to keep the physical copy.

International transaction fees

International transaction fees are handled by EMS ProMaster and will be paid centrally by UQ. These charges do not need to be reconciled.

CabCharge

If your area operates a CabCharge account and distributes CabCharge eTickets, they can continue to do so.

Travel allowances

If you're a staff member, you can apply for a travel allowance for domestic travel through EMS ProMaster. You will be paid $85 via your personal bank account for meals and incidentals per overnight stay while on UQ business travel.

Once approved, the travel allowance is released from EMS ProMaster 7 days before your departure. For example, if your departure date was 20 October, the allowance would be released on 13 October. Then, the payment to your bank account is scheduled for the next available payment run - these are done every Monday and Wednesday (except public holidays).

The procedure for international travel expense claims is handled through the UniFi International Travel Request.

Find out more about travel allowances, how they are used and how to apply at UQ Travel.

You can also learn more about Travel Cards Procedures and Forms [9.40.03].

Booking travel

All domestic business travel booked through the UQ travel online booking tool after 14 August 2017 will be paid by UQ through the UQ Travel Account.

Find out more about booking travel through UQ Travel.

Support and training

Visit EMS interactive online training for step-by-step training assistance. You can also download quick reference guides within the EMS interactive online training.

Project updates

See the Professional Services website for more information about the Travel and Expense Management Project.