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”.

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.