To modify an existing payment request
Once payment requests are entered and approved, they cannot be modified. They can only be cancelled and re-entered.
Undergraduate Studentship Payments
Process for requesting undergraduate student payments (awards, studentships, and stipends)
Fill out the undergraduate payment request form
a. If the student has a UCID, please include this on the form (and please check PeopleSoft before submitting the form; students do not always know if they have a UCID).
b. If the student does not have a UCID, please include the student’s full address and gender identity in the comment box.
Saving the form
Save the form as the student’s name with no spaces, e.g., JaneDoe. If more than one form has been submitted in the same year for the same student, please indicate start month and year after the student’s name: JaneDoe_May2023
General Information
Summer studentships vs. Employment
- Scholarships are not taxed; wages or salary from employment is subject to federal and provincial taxes.
- Scholarships are not paid hourly twice a month; rather, they are paid once a month in a monthly sum; wages from employment are usually based on hours worked and paychecks are deposited twice a month.
- Students receiving scholarships do not receive benefits; employees receive benefits (benefits will be different depending on the classification of the employee).
- Students receiving scholarships do not pay AUPE dues; employees pay AUPE dues.
Modified Amount
If the modified amount is more than what was previously submitted, please fill out a new form and indicate the amount on top of what has already been entered (e.g., if the original payment request was for $1500/month from May to August, but the amount is to be increased to $2000/month in July and August, please fill out a new form and indicate $500/month for July and August). In this case, there is no need to reference the previous payment request.
Cancelling Current Payment
If the modified amount is less than what was previously submitted, please ask to cancel the current payments, and submit a new form with the modified amount.
Please Note:
- Please ask students to ensure their direct deposit details are entered and up to date.
- HR must have an updated SIN on file for a student before payment requests can be entered.
- Any student who does not have a UCID or a student that has a UCID but does not have an up-to-date SIN on file will receive an automated email from HR outlining steps to enter securely their SIN in the system.
- Please ensure that the students follow the steps.
- If a student did not receive the email, please contact HR or ask the student to contact HR (403-210-9300).
- For international students, payments cannot be entered prior to the study permit start date nor after the expiry date of the study permit.
RVST 598 Course
All summer students are considered as Student Researchers and will be registered into an appropriate RVST 598 course based on the term of their summer studentship placement. Please note that RVST 598 is not a course; it is used to provide summer students appropriate liability insurance and workers’ compensation coverage. In addition, the course will appear on a student’s transcript and indicate the specific award if applicable (e.g., Alberta Innovates, NSERC USRA, OCSS, ACF, and PURE). No grade is given nor is tuition charged, and this course is not applicable to any degree program because it is not a course.
Non-UofC students will be required to complete an online application form for Open Studies. The student will receive an individualized token that allows the student to apply only to the program identified for them. Please note this process does not give the student admission to the University of Calgary. This process temporarily classifies the student as a Student Researcher with the University of Calgary for the duration of their summer studentship.
All students will be manually registered in the appropriate RVST 598 course based on the term of their studentship. Students can confirm registration by checking their Student Centre.
Can't find what you are looking for? Please contact Kate McGillis