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.

Requisitions should be approved by the grant holder by the New Payment Request deadline in order to be considered for the current pay.  This is to give sufficient time for the student to accept the requisition.

Students should ensure that they have accepted the requisition by the student approval deadline. Students are only required to approve Type B Research Assistant requisitions, however they will also be notified of any Type A funding applied to their accounts.

You can modify a requisition if it has not yet been processed by Payroll Services (Type B Requisitions) or Student Accounts Receivable (Type A requisitions) by returning the requisition for correction.  Follow these steps:

1. Find the requisition by selecting the status of ‘All’ on the job launch page and filter for the employee number or requisition number for which you are looking
2. Click on the ‘Payment and Approval’ or ‘view’ button next to the requisition to open the Job Payment Page
3. Scroll down to the bottom of the page to the Decision Detail Section
4. Select the status ‘Return for Correction’ then click on the submit button.  Remember to enter a comment!
5. From the job requisition launch page select the Status ‘Return for Correction’
6. Find your requisition, make the required modifications and submit once again

Yes. You can find a previously submitted requisition by selecting the status of ‘All’ on the Job Requisition Launch page and filter on the requisition number.  Note the status of the requisition on this page.  If it has been processed by Payroll Services you will also need to contact them to stop the payment and to facilitate any possible recovery of funds. If the requisition has been processed by Student Accounts Receivable (SAR) then contact them for next steps.

You can cancel a requisition by following these steps:

1. Click on the ‘Payment and Approval’ or “View” button beside the requisition
2. Scroll down to the bottom of the page to the Decision Details section
3. Select the status ‘Cancel’ then click on the submit button.  Remember to enter a comment!
4. If the payment has been processed by payroll, please email Payroll Services and Julia Luther
5. If the payment has been processed by Student Accounts Receivable (status is ‘Loaded to SAR’) they will automatically be notified and will take the appropriate steps to cancel the requisition on the student account.