Administrative Policies, Procedures and Guidelines

McMaster University administrative policies, procedures and guidelines can be accessed from this site. Within each of the categories there are titles which narrow the subject information. From these titles the policy document can be selected.

Each policy, procedure or guideline contains information which includes the position responsible for developing and maintaining the document, and a contact department. If you require further information or clarification, click on the contact department name to send them a message via e-mail.

Documents on this site are deleted, amended or added on an ongoing basis by the Office of the Vice-President (Administration). For information concerning adding a document or a link to this listing, please e-mail us at vpadmin@mcmaster.ca. Your comments and suggestions are welcome.

McMaster University policies, procedures and guidelines specific to the Board of Governors and Senate can be found here.

ADMINISTRATIVE POLICIES AND PROCEDURES:

Quick Links:

•	Financial Affairs
	°	Accounts Payable
	°	Budgeting Services
	°	Customs and Traffic
	°	Financial Services
	°	Investment (Treasury)
	°	Purchasing Services
	°	Student Accounts
	°	Trust Funds
•	Facility Services
•	Human Resources Services
•	Risk Office
•	Risk Management Manual
•	Sustainability
•	University Technology Services
•	University Policies, Procedures and Guidelines

Financial Affairs (back to top)

Accounts Payable (back to top)
•	Policy - AP-01 Reimbursements to Individuals for University Business
•	Policy -Faculty Professional Development Allowance Plan (PDA)
•	Policy - McMaster University Support of Fundraising Activities
•	Policy - Departmental Bookstore Purchases
	Link to Accounts Payable procedures and guidelines

Budgeting Services (back to top)
•	Policy on Academic Revenue Generating Activities
•	Policy on Operating and Ancillary Budgets
	Link to Budgeting Guidelines and Budget Committment forms

Customs and Traffic (back to top)
•	CT-010 - Selection of Carriers and Routing
•	CT-020 - Expediting and Tracing of Shipments
•	CT-030 - Loss or Damage to Property During Transportation
•	CT-040 - Provincial Sales Tax
•	CT-060 - End Use Information Requirements
•	CT-070 - Importation Tax & Duty Information
•	CT-080 - Foreign Shipment - Imports
•	CT-090 - Foreign Shipments - Exports
•	CT-100 - Import Licenses and Permits
•	CT-110 - Export Permits
•	CT-120 - Goods and Services Tax (GST) - Importations
•	CT-130 - Preparation of Freight Bills
•	CT-140 - Insurance
•	Policy on Relocation Expenses
	Link to Customs and Traffic procedures and guidelines

Financial Services (back to top)
•	Banking Resolution
•	Borrowing Resolution
•	Directions to the CIBC Mellon Global Securities Services Company by McMaster University, a Resolution Respecting
•	Execution of Instruments, A Resolution Respecting the
•	Policy - Acceptance of Payment Cards
•	Policy - Approval Authorities for Construction and Maintenance Projects
•	Policy - Asset Capitalization Guidelines
•	Policy - Cash Control
•	Policy - Central Bank Borrowing Policy
•	Policy - Debt Management
•	Policy - Declaration of Conditions of Employment (T2200) Form
•	Policy - Departmental Bookstore Purchases
•	Policy - Departmental Charges Made to Student Accounts
•	Policy - Dishonest or Fraudulent Activities Related to Funds or Property Owned by or in the Care of McMaster University
•	Policy - Equipment Internal Loan
•	Policy - Expenditure Policy for Restricted Capital Fund
•	Policy - Expenditure Policy: Internally Restricted Endowments
•	Policy - Expenditure Policy: General Trust Funds (Externally Restricted Endowments)
•	Policy - Faculty Professional Development Allowance Plan (PDA) Policy and Procedures
•	Policy - Financial Instruments Accounting Policy - Automatic Election as "Hold for Trading"
•	Policy - Guaranteed Housing Loans to Faculty and Staff
•	Policy - In Kind Contributions - Research
•	Policy - Librarian Professional Development Allowance Plan (LPDA)
•	Policy - Trust and Endowed Fund Management
•	Policy - Payments to Individuals (Independent Contractors) Versus Employees
•	Policy - Petty Cash Funds
•	Policy - PDA, Clinical Faculty, Faculty of Health Sciences
•	Procedures - PDA, Clinical Faculty, Faculty of Health Sciences
•	Policy - Project Prioritization
•	Policy - Specifically Funded Programmes (Ledger 4 Accounts)
•	Policy - Student Societies Annual Financial Reporting Requirements, Guidelines for
•	Policy - University Equipment and Moveable Assets - Loss Prevention and Compensation Policy
	Link to Financial Services procedures and guidelines

Investment (Treasury) (back to top)
•	Safekeeping Resolution
•	Resolution for Sale of Securities
•	Statement of Investment Policies and Objectives - Contributory Pension Plan for Salaried Employees
•	Statement of Contributory Pension Plan for Hourly-Rated Employees
•	Statement of Investment Policies and Objectives - Investment Pool
•	Statement of Investment Policies and Guidelines - Cash and Short Term Investment (formerly Working Capital)
•	Policy - Audit of Estate Accounts Policy
•	Policy - Social Responsibility and McMaster's Investment Policy
	Link to Investment Services (Treasury)

Strategic Procurement (back to top)
•	Execution of Instruments, A Resolution Respecting the
•	Policy - SP01 Strategic Procurement
•	Policy - Code of Labour Practices for University Suppliers and Licensees
•	Policy - Fair Trade Purchasing Policy for University Suppliers & Licensees
•	Policy - Plastic Bag Policy
•	Policy - P-130 Confidentiality
•	Policy - P-140 Departmental Acquisition Card
•	Policy - P-150 Prepayment Policy For Non-Travel Related Expenses
•	Policy - P-160 Disposal of University Surplus Assets
•	Policy - P-170 Ethical Practices
•	Policy - P-190 Gifts & Gratuities
•	Policy - P-330 System Contracts
•	Policy - P-360 Supplier Obligation
•	Policy - P-390 Supplier Samples
•	Policy - P-410 Supplier Visitations
•	Policy - P-500 Environmentally Green Purchasing
•	Operating Guidelines for the Purchasing and Development Departments
	Link to Strategic Procurement

Student Accounts (back to top)
•	Link to Student Account guidelines and fees

Trust Fund (back to top)
•	Expenditure Policy External Restricted Endowments
•	Expenditure Policy Internal Restricted Endowments
•	Policy - Operational Policy and Procedures for Trust and Endowment Fund Management
•	Policy - Charitable Giving
•	Policy - Undergraduate Award
	Link to Trust Funds

Facility Services (back to top)

•	Policy - Approval Authorities For Construction And Maintenance Projects
•	Policy - Key Control
•	Policy - Sustainable Building
	Link to Facility Services

Human Resources Services (back to top)

•	Policy - McMaster University Policy on Accessibility
•	Policy - Bursaries for Spouses and Dependants of University Employees
•	Policy - Conflict of Interest Policy for Non-Academic Employees and Academic Administrators
•	Policy - Staff Policy on Consulting and Freelancing
•	Policy - Employment Accommodation, Policy and Procedures on
•	Policy - Employment Equity Statement
•	Policy - Employment of Relatives in Full-Time and Regular Part-Time Employee Positions
•	Policy - Joint Intellectual Property Policy
•	Policy - Management Compensation Days (TMG)
•	Policy - Management Professional Development Allowance (MPDA) for Members of the Management Group (TMG)
•	Policy - McMaster University Anti-Discrimination Policy
•	Policy - McMaster University Policy and Procedures on Sexual Harassment
•	Policy - Parental & Pregnancy Leave for TMG
•	Policy - Statement on Inclusive Communications
•	Policy - Pre-Retirement Reduced Workload - Salaried Employees
•	Policy - Storm Emergency Policy and Procedures
•	Policy - Electronic Communicationl
•	Policy - Tuition Assistance for Active Employees
•	Policy - Tuition Assistance for Retirees
•	Complaint Resolution Procedure for TMG
•	Multiple Employment Guideline
•	Program - Cumulative Service Recognition
•	Program - Deferred Salary Leave for TMG
•	Program - President's "Working at McMaster" Awards for Outstanding Service
•	Program - Special Measures Contingency Fund Guidelines for Approval
•	Public Sector Compensation Restraint to Protect Public Services Act, 2010
	Link to Human Resources policies, procedures and guidelines

Risk Office (back to top)

•	Conflict of Interest Policy for Non-Academic Employees and Academic Administrators
•	Dishonest or Fraudulent Activities Related to Funds or Property Owned by or in the Care of McMaster University
•	Internal Audit Department Policy Statement
•	Policy on Use of External Auditor for Non-Audit Services
	Link to Risk Office
	Link to Internal Audit policies and guidelines

Sustainability (back to top)

•	Policy - McMaster University Sustainability Policy
•	Policy - Plastic Bag Policy
•	Policy - P500 Environmentally Green Purchasing
•	Policy - Sustainable Building
•	Program - Battery recycling and disposal
	Link to Sustainability policies and guidelines

University Technology Services (back to top)

•	1.0 Use of McMaster Computers and Networks
•	2.0 Electronic Communications
•	3.0 Information Security
•	4.0 Web Publishing, Managing and Maintaining

Aug 24, 2012