There are restricted compliances on the funding source you have selected but may be eligible for stipends. Once submitted, the requisition will be forwarded to Research Financial Services for review. The Financial Administrator will contact you if an alternate index is required.

This error is just  a warning that there are restrictions on the fund you have elected to use and will not prevent you from submitting the payment request. Please feel free to ignore this error. If there is a problem with index, the Financial Administrator will contact you before approving the payment request.

On the Grad RA Payment System Launch Page, you will be able to view any payment requisitions that require your attention and check the status of any requisition that you have submitted. The requisition status includes the following options:

• All – View all requisitions (recommended)
• Saved – not yet been submitted for approval
• My Pending – requires approval before they can proceed
• In Progress – outstanding job requisition
• Cancelled – you cannot restart a cancelled requisition
• Return for Correction – submitter must make changes
• Financial Approval Completed – Department Head/Grant Holder and Research Accounting approved payment. Awaiting student sign-off
• Loaded to SAR. A Type A requisition has been approved by all financial approvers and has been sent to Student Accounts Receivable (SAR) to load to the student’s account.
• Complete – employee accepted job.
• Processed by Payroll – payment loaded into Payroll System. Further changes must be submitted to Payroll Services.

Any jobs that are pending approval will appear in a list on the Launch Page. Once you have submitted your requisition, it is pending the next approver.

If you need to make any changes, you can ‘return for correction’ at any time before payroll or SAR has processed the requisition (status ‘Processed by Payroll’ or ‘Loaded to SAR’). After that point you will need to contact them either SAR or Payroll Services for assistance.

By selecting a requisition’s ‘Payment and Approval’ button on the launch page, you can view the financial details and make changes as needed.

Once the payment has been reviewed, you can make one of three selections:

• Approve – the payment will move on to Research Financial Services.
• Cancel – This will delete the requisition. A deleted requisition cannot be retrieved.
• Return for Correction – the requisition is sent back to the initiator for correction. In this case, comments should be made for clarification.

Once approved, the system performs a series of checks to determine where to send the requisition next. If there are any number of issues or errors, the requisition moves to Research Financial Services for validation of funds. If there are no issues or errors, the requisition moves to the candidate for approval.

If you need to make any changes, you can ‘return for correction’ at any time before payroll or student accounts (SAR) have processed the requisition. After that, please contact Payroll Services directly for Type B payments and Student Accounts Receivable for any Type A payments.

Each time the requisition is sent on for approval, the next recipient will be notified via email that they need to approve the requisition in Carleton Central.

Students are only required to accept Type B payments. Type A payments are automatically applied to their student account in Carleton Central.

Students are required to complete new employee documentation for Type B payments if they have not been previously setup as an employee. If your students have not yet completed their employee documentation, they will be notified to do so.  New employees can go to the HR website to complete their documentation.

The originator is responsible for starting the Job Requisition process. Once you have logged in to the system, you will select “Create Job Requisition” at the bottom of the Job Requisition Launch Page.

 Requisition Setup page

To create the Research Assistant (RA) payment requisition, you will need the following information about the student:

• Start and end dates of employment
• Employee ID/student number of RA recipient
• Funding source for the payment
• Job Type

You will also need to answer two questions:

• Will the RA recipient have primary responsibility for how the research is designed, executed, and reported?
• Is the recipient intended to receive the full amount of the payment regardless of the hours worked or any delivered results?

A Type A or Type B research payment will be automatically determined by the system based on your answers to the two yes or no questions on the page.

At any time, you may also choose to Delete the Requisition. You are not able to retrieve a deleted requisition.

Each time that you save changes you have made, look for the message, “Your changes were saved successfully.” at the top of your page.

Once you have saved, you will the see the “Next Step: PAYMENT DETAILS” link appear at the bottom of the screen. Select the link to proceed to enter the job payment details.

Type A Payment

If the system determines the payment to be of Type A, you will be able to enter the:

• Begin and end dates
• Total amount due to the employee
• Financial details

This payment will be loaded to the student’s account once all approvals are complete.

Type B Payment

If the system determines the payment to be of Type B, you will be able to enter the:

• Begin and end dates
• Hourly Rate
• Total hours
• Whether or not you would like the total amount to include source deductions
• Total amount due: for Type B payments, the total amount due will be populated based on the hourly rate, the total hours, and source deduction checkbox
• Financial details

If you select the box titled “Payment to include Employer Source Deductions?” 15% will be deducted from the Total Amount Due to your employee. This will cover the Employer portion of their source deductions. If you do not select this box, the full amount will be issued, minus taxes. You will immediately see the total amount and hourly rate change when you select this item.

Financial Details

When setting up the Financial Details, you are able to tailor the FOAP information using the drop-down menus. The index you select will automatically update your Fund, Org, and Program. The Account is automatically selected based on the student’s level of study and residency status. Next to the Index, you will see the name of the Grant Holder responsible for the selected fund.

If you would like to use more than one Fund, select “Add Source of Funding” and set up the additional FOAP. You can use up to a total of five different Funds. Please ensure that the “Percent” is allocated between the jobs and that it totals 100%.

If the Funds are owned by separate approvers or you would like funds to be spent sequentially, please create separate requisitions.

If you are not finished creating your requisition and you would like to leave the page, click “Save Payment Information”. This will save the changes you have made without sending the requisition on for further approval.

Submitting for Approval

Once you have set up your Type A or Type B job, you will be able to scroll down and submit the requisition. You can also include comments for the next approver at this time.

When you have reviewed the information, select “Submit”.

• The start and end dates on your requisition must be within the same term (i.e. for Fall term, dates should be between September and December)
• Only graduate students that are registered for the term specified by the begin and end dates of the job are to be setup with a job requisition.
• Deadlines to accept payment can be found here.

To access the Graduate Research Assistant Payment System, first log in to Carleton Central.  If you have difficulty logging in, please reach out to the ITS help desk for assistance.

Once you have logged in, select “Human Resources Admin” in the top toolbar. From there, you will be able to select “Graduate Research Assistant Payment System”.

Note that you can only setup a payment requisition if you have at least query or posting access to at least one research fund.  Without this access, the system will not be available for your use.

Fund access is granted through the Finance Access and Authority Management Tool in Carleton Central. For more information about this tool see the FAAM Tools and Support website.

The Graduate Research Assistant Payment process follows a specific workflow. Each time a requisition is sent back for correction, it will return to the beginning of the chain and make its way back through each layer of approval.

The workflow is as follows:

1. Originator: This individual starts the Requisition process. Each time a requisition is returned for correction, it will go back to the originator. The following employees can be originators:
   1. Administrator without Signing Authority
   2. Administrator with Signing Authority
   3. Grant Holder
2. Grant Holder: The grant holder approves the requisition outlined by the originator. This step is only required if the originator is an administrator without signing authority.
3. Research Financial Services: Research Financial Services approves that there are sufficient funds in the research fund to pay the student.
4. Graduate Student: The student will review and accept Type B Research Assistant requisitions. They will also be notified when a Type A requisition has been sent to Student Accounts Receivable (SAR) to be loaded to the student’s account.  Students can review the details of their payment at https://central.carleton.ca/. It can be found on the Employee Services tab under “Review Job Offers”.
5. Payroll Services: Payroll Services loads Type B payments into the payroll system to be paid.
6. Student Accounts Receivable (SAR): Type A payments are loaded into the student account after approvals are complete. Questions regarding requisitions at ‘loaded to SAR’ status should be directed to student_accounts@carleton.ca.

The allotment given to you is split into 7 payments and paid throughout the 2^nd and 8^th pay of each term.

If you assign your funding before the deadline to pay for tuition, late fees will not be applied. For more information, please contact Student Accounts.

TA payment is held back the first pay of every term. Instead, TAs get a “double” payment on the second pay of the term. In order to avoid this and get paid on the first pay of the term, you can apply for the TA advance through Labour Relations.