Graduate Programs

Student Employment and Award Payments

Student Employment and Graduate Assistantship Payments

Fall and Winter term Graduate Assistantships ([GA] the appointment of a graduate student as a Graduate Research Assistant [GRA], a Graduate Teaching Assistant [GTA], or to a Graduate Research Assistantship Fellowship [GRAF]) are typically arranged in spring of each year. Spring and Summer term GA’s are typically arranged in winter of each year. GA’s include Faculty Operation funded appointments (GRA, GTA, GRAF) and Trust (Grant) funded appointments (GRA, GRAF), and can be sourced from each one or a combination of both. Students are to check their Faculty of Physical Education and Recreation admission and funding offer letter (received prior to the start of program) for their funding commitment. Information regarding Faculty GA regulations is available on our website under Graduate Assistantship Funding and the Faculty’s Graduate Program Manual.

GA appointment letters are sent to students in June. Students who accept their GA agree to be employed by the University of Alberta and thereby agree to the terms and conditions of the Graduate Student Assistantship Collective Agreement; a binding contract between the Board of Governors and the Graduate Student’s Association. Graduate assistantship appointment regulations, award and minimum salary rates, and payroll deadlines are available in the Graduate Students' Association Collective Agreement, and Human Resource Services Student Employment.

GA appointments are processed and paid by the Graduate Programs Office. Any questions regarding your student employment can be directed to Dana Dragon-Smith, Graduate Programs Administrator. Students are to note and complete the following in order to receive payments:

  • First payday (for appointments effective Fall) – September 25, 2017 (for work completed during September 1 – 15 pay period).
  • Semi-monthly payments resume on the 10th and 25th (unless falls on a weekend or holiday) day of each month thereafter:
    - September 1 – December 31: last pay January 10, 2018
    - September 1 – April 30, or January 1 – April 30: last pay May 10, 2018

 

  1. Social Insurance Number (SIN) and Study Permits (International Students) A SIN is required to issue GA payments. Students are to send a photocopy of their card/letter directly to the Graduate Programs Administrator; email a scanned copy, or provide a hard copy in person or by mail.
    • Returning UofA students: students who have held prior employment are not required to re-submit their SIN.
    • International Students: Provide a copy of your Study Permit and SIN once they are available. Information on how to apply for a SIN is available here
  2. Set up or update direct deposit account (mandatory)
    • Set up in Bear Tracks under the Employee tab. For new students, the Employee tab will appear late August, early September after SIN and Study Permit (International students only) have been received. Instructions
    • Update your personal information once you move to Edmonton: address, phone, etc.
    • Returning UofA students, update direct deposit information if necessary. Accounts require updating if there has been no activity for 1-2 months.
  3. Register full time by September 7 to receive payments. Note this deadline is to receive payments, and is not the University’s registration deadline. Registration information is available under Student Resources/Program Planning and Registration.

Award and Scholarship Payments

Certain internal and external awards and scholarships are processed and paid by the Graduate Programs Office. These include, but are not limited to the following:

  • Alberta Innovates Health Solutions Graduate Studentship

    Alberta Innovates Health Solutions (AIHS) Graduate Studentship recipients are to submit the following award payment details to the Graduate Programs Administrator to initiate payment through the University:

    • A copy of the Award Terms and Conditions
    • A copy of the Notification of Award from external granting agency
    • New Project Activation Notification sent by the Research Services Office, University of Alberta. This is typically sent to the student’s supervisor listed as the Principal Investigator.
    • AIHS Graduate Studentship Research Allowance: students are to submit expense claims to the Faculty’s Finance Office ( ). Check AIHS’s award regulations for their terms of allowable expenses.
    • Renewals: students are to submit the Notification of Award for each period of support
  • Canadian Institutes of Health Research (CIHR) Award

    CIHR Doctoral Research Award recipients are to submit the following award payment details to the Graduate Programs Administrator to initiate payment through the University:

    • A copy of the Notice of Award from external granting agency
    • New Project Activation Notification sent by the Research Services Office, University of Alberta. This is typically sent to the student’s supervisor listed as the Principal Investigator.
    • CIHR Research Allowance: students are to submit expense claims to the Faculty’s Finance Office ( ). Check CIHR’s award regulations for their terms of allowable expenses.
    • Renewals will automatically be processed by the Graduate Programs Administrator. Students are to submit a copy of their Notice of Award to the Faculty of Graduate Studies and Research (FGSR) in order to receive the Presidents Doctoral Prize of Distinction for each year of their award.

    Note that Vanier CHIR and Canada Graduate Scholarship – Master’s (CGSM) recipients receive payment through the Faculty of Graduate Studies and Research.

  • Faculty of Physical Education and Recreation Travel Grant
    Once a Travel Grant has been approved, students are to pay for their own expenses and, upon return, complete a travel expense claim form in PeopleSoft. Students are to keep their original boarding passes and/or tickets, and original itemized receipts as they are required for the claim submission. Students are not submit their claim and receipts to the Accounting Office (Dean’s office), or to Travel Services (Supply Management Services).

    How to Submit a PER Claim

    • Sign in to PeopleSoft Financials - Financials and eTRAC with your CCID and password (follow guidelines)
    • Under Travel & Expenses - Choose Create Expense Report
    • Enter ID, Choose Travel Expenses
    • Select the items that you are claiming, click OK
    • Description – Type in capital letters: Place/Date traveled, ex. TORONTO, AB OCT 2013
    • Business Purpose – Choose Conference, etc.
    • Accounting Defaults - Enter speed code ADG01 (zero not ‘O’), Click OK
    • Details – Enter conference name, dates of conference, and place traveled. Enter poster/oral presentation
    • Enter expenses. Ensure GST is exact as printed on the invoice. Under details type Air Canada, Westjet, Toronto to Edmonton return (for example).
    • If your expenses are over $500, claim $500 ONLY; even if your receipts total more than $500.
    • Update totals, click SAVE
    • Print Detailed Report – in Landscape View
    • Check for errors, click SUBMIT, then OK.
    • Attach the printed Detailed Report travel claim with the official receipts, travel ticket/boarding passes and give directly to Dana Dragon-Smith, Graduate Programs Administrator (3-134, University Hall, Van Vliet Complex).

    These funds will be deposited into your bank account if approved by the Associate Dean (Graduate Programs). Please ensure your direct deposit information is updated in Bear Tracks.