Payroll Operations, Human Resource Services

1. Payroll Process changes for Graduate Student Appointments September 2013 Payroll Operations, Human Resource Services

2. TAP A Graduate Research Assistants Support(GRAS) The work performed directly relates to the graduate student’s own research Payroll Operations, Human Resource Services

3. TAP A Hours per week 9 – 36 was used. GRAS Pay Scale 4 – 12 will now be used. Payroll Operations, Human Resource Services

4. Award and Salary Amounts must be chosen from their corresponding Pay Scale number. Ex. If Pay Scale 12 is chosen, the minimum monthly amount to be paid for a Doctoral student would be $891.11 (Award) + $1,085.96 (Salary).

5. GRAS Smart Form Example Used to read “Grad TAP A” Will still read “StdHrs/Wk”, but will reflect the correct pay scale number. Payroll Operations, Human Resource Services

6. GRAS Smart Form Example There will be no change to the Compensation Distribution. Payroll Operations, Human Resource Services

7. TAP B Graduate Research Assistants Employment (GRAE) The work performed Does not directly relate to the graduate student’s own research Payroll Operations, Human Resource Services

8. TAP B GRAE Hours per week 4 – 12 will continue to be used. Payroll Operations, Human Resource Services

9. Award and Salary Amounts must still be chosen from their corresponding Hours per week. Ex. If 12 hours per week is chosen, the minimum monthly amount to be paid for a Doctoral student would be $891.11 (Award) + $1,085.96 (Salary).

10. GRAESmart Form Example Used to read “Grad TAP B” Payroll Operations, Human Resource Services

11. GRAE Smart Form Example There will be no change to the Compensation Distribution. Payroll Operations, Human Resource Services

12. GRAS / GRAE Hours GRAS Appointments: All hours for a GRAS appointment will be deemed at 40 hours per week. A second GRAS appointment will be deemed at 1 hour per week. The hours will combine and show as 41 hours per week on a Record of Employment (ROE). The GRAS hours are being deemed at 40 hours per week to give students the best hours possible on their ROE and Employment Verification Letters. GRAE Appointments: Students with a GRAE appointment will continue to only work the number of hours they have been appointed for. Payroll Operations, Human Resource Services

13. Graduate Appointment Pay/Action Form changes The only changes made were to the TAP A and TAP B appointments. Payroll Operations, Human Resource Services

14. GRA/GTA Operating Appointments There will be no changes to GRA and GTA Operating funded appointments. Award and Salary Amounts will still be chosen from their corresponding Hours per week. Payroll Operations, Human Resource Services

15. Scholarships • Effective September 1, 2013 there will be no advance payments for scholarships. • Scholarships will now be paid semi-monthly 10 days in arrears, starting with the first payment, similar to how awards and stipends are currently paid. • Students will be paid half of their monthly scholarship amount each pay period. • Ex. $1000 scholarship payment • per month = $500 paid • each pay period. Payroll Operations, Human Resource Services

16. Scholarships • All scholarships already in progress will continue to be paid under the existing payment schedule. • The HR Smart Forms application has been revised to no longer ask for goal amounts and supplemental payment information for the scholarships. • Departments will simply add the start and end date and the monthly amount of the scholarship payment. The PeopleSoft system will automatically determine the semi-monthly payment amount and pay the correct amount each pay period. Payroll Operations, Human Resource Services

17. Payroll Deadlines It is critical that the payroll deadlines are adhered to in order for employees and students to be paid on time. Please ensure that all fully completed Appointment/Pay Action forms and Smart Forms are received in Payroll Operations, 2-60 University Terrace by the appointment deadline. Forms received after this deadline may not be processed until the next cycle resulting in later payments for your employees. Payroll Operations, Human Resource Services

18. Direct Deposit All payments will be paid by direct deposit to personal bank accounts. Please ensure employees and students add their banking information to Direct Deposit in Bear Tracks Employee Self Service, or fill out an Electronic Banking/Direct Deposit form, available in the HRS Forms Cabinet, no later than three days before the first payment date following their appointment or re-appointment. Payment by cheque will only be available in special circumstances as approved by Payroll Operations. Payroll Operations, Human Resource Services

19. TD1 Forms Please advise new employees and students to complete and send a new TD1 and TD1 AB form to Payroll Operations if more than the basic tax exemption is claimed. Employees with more than the basic claim should also send in a new TD1 for January 1 of each calendar year. If no TD1 form is received the basic amount will be deducted. You can find the forms in the HRS Forms Cabinet. Payroll Operations, Human Resource Services

20. Additional Questions? For more information regarding these changes, and for copies of the Graduate Student pay rates and job and account codes, please go to the HRS website at: http://www.hrs.ualberta.ca/HiringandManaging/PayAdmin/Payments/StudentEmployment Please feel free to contact your department Employment and Pay Advisor with any questions. http://www.hrs.ualberta.ca/contacts/advisors You can find copies of all 2013-2014 Graduate Teaching or Research Assistantship documents on the FGSR website at: http://www.gradstudies.ualberta.ca/awardsfunding/assistantships Payroll Operations, Human Resource Services