The Graduate Job Requisition System is only available to pay registered graduate degree students. If you need to pay an employee who is not a registered graduate degree student for the term in question, fill out a Payroll Profile.

Students will receive an email following approvals. They 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 Grant Holder will receive an email in the workflow when a requisition requires their approval.  The email will direct them to Carleton Central and provide access to review the fund information and make any changes prior to approval.

Research Accounting is included in the workflow and will validate that the funds are available to process payments during the dates stated.  They will also receive an email directing them to Carleton Central to approve the requisition.

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.

The system has an approval queue that goes from initiator to signing authority (if initiator is not a signing authority), Research Financial Services, and the employee themselves to accept the payment, in that order. If the initiator is a signing authority, once the requisition is submitted, it will go straight to Research Financial Services.

Submitting the requisition will initiate moving it through the various users. Each party is notified when they have an action to perform.