Initiating and approving a payment to oneself is a conflict of interest.  This payment requires one-up approval.

If I try to save or submit my requisition, I get an error saying “There are no FOAPAL entries on this page that match the Primary Research Account on the Assign Job Page. Please ensure that the Primary Research Account is among the FOALs in the Financial Details section.”

What is the issue?

In the first page (Requisition Setup), you selected the dates, the student, the primary research account, and the type of job are indicated. However, on the second page (Payment Details), you changed the account in the Financial Details section and as a result the primary research account indicated on the Requisition Setup page is not part of the payment details.

Solution 1

1. Select ‘Return to List’
2. Select ‘Requisition Setup’ for the requisition in question
3. Change the primary research account
4. Select ‘Save’
5. Select ‘Payment Details’
6. Double check the information and submit as normal

Solution 2

1. On the Payment Details page, change the index under the Financial Details section to include the primary research account
2. Save and submit requisition as normal

A payee is not registered error means that the payee is not registered in graduate classes for the term of the payment.  Please ask the student to register.  If the payee is not planning to register for this time period, there are alternate ways you can pay them:

• If you need to submit a Type A (stipend) payment, fill out the Graduate Student Requisition for Payment Form and submit to the Faculty of Graduate and Postdoctoral Affairs.
• If you need to submit a Type B payment, fill out a Payroll Profile and submit to Research Financial Services.

An initiator does not have posting authority error means that you do not have access to input expenses against this index. Please ensure the index number is correct.

If you require access to this index you may request it through the FAAM system. See https://carleton.ca/facts/faam/ for instructions.

An index closed error means that the index is either closed or will terminate before the end date of the payment term. Please change the term of the payment or choose an alternate index.

A FZMFRAC disallows error means that graduate student payments are not eligible on this index. Please enter an alternate index.

Type A

A Type A stipend is a fixed payment made to an individual registered in a graduate program.  The individual shall be actively involved in the research of a faculty member in their related area of studies.  It is not paid in exchange for quantifiable work performed nor for financial gain.  There are no deductions at the time of payment, and the individual will receive a T4A for the amount paid during the calendar year. These types of payments will be paid in full to the student’s account when all approvals are complete.

Type B

A Type B salary is paid when an employee/employer relationship exists and a quantifiable amount of work has been performed.  Salary payments, whether one-time or recurring are subject to mandatory source deductions and will include 4% vacation pay, this type of income will receive a T4 denoting the total amount of employment earnings paid during the calendar year.  These types of payments will be paid via payroll services when all approvals are complete.  Payments will be paid in equal amounts throughout the term.

Direct any inquiries to humanresources@carleton.ca

This tool is a one stop shop for entering the requisition, payment, and approvals.  It provides you visibility into the approval flow to ensure funds are tracked and allocated properly, which is an audit requirement for the University.  This is a great opportunity to mitigate risk and ensure proper tracking of funding.