Awards & Project Appointments

1. Stephanie Acosta-King Rm 349a Graduate Science Education 403-210-6687 gseproj@ucalgary.ca http://medicine.ucalgary.ca/awardsandprojappt Awards & Project Appointments

2. Appointment forms: cause for stress???

3. Information Session Agenda: • Overview: Qualify, Verify, Comply • Forms Descriptions • Job Codes, Account Codes and the forms you use • Necessary Information, Form Samples and Checklist • New Information • Troubleshooting • Question Period

4. An Overview: The Process Research Services: for all pre-award support and services Research Accounting: for financial related inquiries, project set up and account codes Awards & Project Appointments Office: for help with forms and the payment process

5. FORMS Project Appointment Decentral Appointment Project Appointment Revision

6. FORMS Project Appointment Decentral Appointment • Used only for Graduate Student Salaries and Postdoc Appointments • JOB CODES: • PRJ004 (Grad. Student) • PDF156 (Postdoc) • PDF162 (Postdoc) • Used for stipends or scholarships and Graduate Assistantships • JOB CODES: • PRJ002 (Stipend/Scholarship) • PRJ001 (GradAssistantship)

7. Appointments • Graduate Salary: 100% employment & unrelated to studies. T4 income is eligible for statutory deductions • Graduate Assistantship: 1/3 scholarship, 2/3 employment. Combination of T4 & T4A income. T4 income is eligible for statutory deductions. Small expectation for work (i.e. in the lab) • Postdoc Associate: Receiving employment income. T4 income is eligible for all statutory deductions. • Scholarship/Stipend: Receiving scholarship or stipend support. T4A income is not eligible for statutory deductions or RRSP contributions. Income Tax is not automatically deducted, but can be requested. • Postdoc Fellowship: Receiving fellowship support. T4A income. Income Tax is not automatically deducted but can be requested.

8. Job Codes & Account Codes:

9. No cause for alarm: just include the necessary information … NECESSARY INFORMATION: FILLING OUT THE FORMS: Personal Details New Hire/Current Details or Appointment Details Revision/Reappointment Details Project Appointment Forms: Benefits Details and Tax Information Authorizations

10. Form Examples • Project Appointment • Decentral Appointment

11. Checklist • Employee or Student ID • Personal Details up to date • Student/Work Permit information • Check the Job Code with the Account Code • Include “Reports to” information if requested on the form • Check start and end dates • Check compensation amounts (If a postdoc: check that the compensation amount meets the minimum requirement) • Postdocs: Plan C Benefits checked • Have taxes been requested to be taken off (if not automatically deducted)? If so, ensure this request is included in the comments section. • If a new appointment: double check copies of work/student permit, SIN, Direct Deposit Agreement and TD forms (if applicable) are attached • Signatures and Initials • Admin Contact information included

12. Other Important Information: • International Students/Postdocs: attach a clear copy of the Student/Work Permit, a clear copy of the Social Insurance Number, the Direct Deposit Agreement with void cheque and if applicable, Tax Deduction (or TD) forms • Start and End Dates – Decentral Appointments: always start on the first of a month and end on the last day of a month. • PLEASE: always include a contact name, phone number and email on every form

13. NEW All Project Appointment and Project Appointment Revision forms being submitted for Postdocs MUST include the PhD Date of Defense in order to be processed. http://www.ucalgary.ca/postdoc/

14. Troubleshooting • Changing account codes on forms after submission • Work Permit Information and end dates • Forms Submission Deadlines • To tax or not to tax? • Termination Forms: what are they and when are they required? • Plan C Benefits for Postdocs: nondiscretionary coverage