Carleton University is a Canadian public institution, and bound by the Canada Revenue Agency (CRA) under the same regulations as charities. These regulations include stringint record keeping and reporting of expenditures. Social Insurance Numbers (SIN) and Social Security Numbers (SSN), are used by the CRA to confirm the the validity of payments being issues by public institutions, and prevent fraud. They also used to issue income tax receipts each year.

You are not obligated to provide you SIN or SSN to receive payment for an honorarium, bursary, to fee for services rendered, but it is highly recommended. If you chose not to provide your SIN or SSN, you are responsible for reporting income your received from Carleton University to the CRA on your annual tax return, failure to do so could result in audit and investigative measures by the CRA.

All information collected by Carleton University is securely and temporarily stored for the sole purpose of issuing your bursary, honorarium, or payment for services rendered. For more information about our privacy polices please see: https://carleton.ca/privacy/policies/

Before payments can be issued to businesses, an invoice is required. The invoice requires the following elements:

• Name of the business
• Mailing address of the business
• Contact information of the business (email and/or cu_people_phone number)
• Business GST/HST Number
• The word “Invoice”
• An invoice number
• An invoice date
• Description of service(s) provided
  • Line item for each service provided, if multiple
• A due date for payment (usually 30 days after receipt of invoice)
• A total amount owed
• Record of any previous payments

Before payments of $500.00 CAD or more can be issued to individuals, an invoice is required. The invoice required the following elements:

• Name of the individual
• Mailing address of the individual
• Contact information of the individual (email and/or cu_people_phone number)
• The word “Invoice”
• An invoice number
• An invoice date
• Description of service(s) provided
  • Line item for each service provided, if multiple
• A due date for payment (usually 30 days after receipt of invoice)
• A total amount owed
• Record of any previous payments

You can download a copy of an Independent Contractor Indemnification Form below.

Download Independent Contractor Indemnification Agreement

An Independent Contractor Indemnification Agreement is a document individuals are asked to complete if they are contributing to an event or program offered by the Student Experience Office (SEO) and are owed compensation greater than $500.00 CAD. This form protects Carleton University from legal liability in the purveying of the individuals services.

Fees for services rendered are one-time payments exceeding $500.00 CAD offered to individuals or organization who contribute to an event or program offered by the Student Experience Office (SEO). Fees for services rendered require an invoice, and if being paid to an individual, an independent contractor indemnification form. A common example of when a fee for services rendered is issued is:

• Prominent keynote speakers or performers

A bursary is a one-time payment offered to students for the advancement of their education. Bursaries are usually assessed based on financial need, and students typically apply to receive a bursary. A common examples of when bursaries are issued are:

• A student who actively participates in several student life programs and demonstrates financial need applies for a bursary related to campus involvement

An honorarium is a one-time payment of $500.00 CAD or less offered to individuals who contribute to an event or program offered by the Student Experience Office (SEO). Some common examples of when honorariums are issued are:

• Speakers or performers at events or programs
• Students working on a specific project or initiative for a short period to time