Student Payments

The Awards and Project Appointments Office processes the following payments for students enrolled in a Cumming School of Medicine graduate program.

  • New stipend payment set up
  • Minimum MSc stipend $21,000, PhD stipend $23,000
  • Revision to existing payments, including extensions and accounting changes
  • Stop payments
  • One-time award payments from a supervisor's project

Contact

The initiator for all Cumming School of Medicine graduate student stipend payments is: 

Dallas Callaway
Scholarship and Stipend Officer
gseproj@ucalgary.ca 
403.210.6687


Student Stipend Payment Form

All graduate student stipend payments are initiated by the Awards and Project Appointments Office once the office administrator receives and verifies a completed student stipend payment form via SharePoint. 

Payment Set-up Process

The Awards and Project Appointments Office uses a Verify – Initiate – Approve method of processing student payments.

  1. The Awards and Project Appointments Office verifies the current enrollment dates and program, payment type and account code accuracy.
  2. The payment is then initiated by entering the information provided into PeopleSoft.
  3. The Project Holder is then required to approve the payment online.  See Job Aid

Important information for supervisors: The system WILL NOT automatically stop or adjust stipend payments should your student receive external funding and/or an award outside the guaranteed supervisor stipend.  It is your responsibility to submit a payment form reflecting any adjustments or stopping the payments as soon as possible.  See Deadlines.

Not sure how to fill out the form? Please see our Job Aid on setting up monthly stipends. 


Deadlines

Forms are due prior to the payroll payment date for which you wish your students to be paid.  See the table below for upcoming deadlines:

 

Request Deadline*

August 15, 2019 (4pm)                     

August 30, 2019 (4pm)                      

 

Payment Date 

August 23, 2019

September 10, 2019

*Please note that listed deadlines are the HR Scholarship and Stipend Entry Deadlines for PeopleSoft. Stipend Payment Forms should be submitted well, and ideally at least two business days, in advance of these deadlines as PeopleSoft is locked to entries as of 4:01pm (MT) on the indicated date. Late forms will be processed for the next payroll payment date.

CSM Funding Policy

GSE has implemented a Funding Policy governing the minimum, maximum, and type of funding for students enrolled in a CSM graduate program. The CSM Funding Calculator was created in order to facilitate computation of funding amounts and scholarship:stipend ratios given the attendant scholarship/award top-up rules.


Frequently Asked Questions About Student Payments

For the purposes of Cumming School of Medicine graduate students there is no difference. Both are paid as scholarship so are considered T4A income and therefore not eligible for statutory deductions like income tax, employment insurance or worker’s compensation.

STIPEND:  Payment of the guaranteed funding provided to graduate students from a supervisor's existing grant.  This often occurs until a student is able to apply for/obtain direct funding.

SCHOLARSHIP:  Payment of funds awarded to a student by an external granting agency.  The majority of these awards are processed by the Faculty of Graduate Studies.

There are very few external awards that are not processed by the Faculty of Graduate Studies. Please make sure to double check with them prior to processing an award payment through the Awards and Project Appointments Office.

All graduate student stipend payment requests will be processed using the student stipend payment form via SharePoint (Job Aid):

  • Master's student stipend
  • Doctorate/PhD student stipend
  • One-time award being paid from a supervisor's project (not external funding)
  • Graduate Assistant - Research (GAR employment). This is to pay a graduate student for work that is NOT related to the earning of their degree. It is NOT used to pay guaranteed funding

Graduate student stipend payments occur once per month (on the 25th, or nearest business day). If you are referring to a payment that you think may have been missed on the 10th:

  • When was the payment form submitted?  Did it miss a current pay cycle deadline?  If so, then the graduate student may be paid during the next pay cycle (even if it is the 10th of a month - PeopleSoft will pick up any missed retroactive payments from passed start dates);
  • What is the end date on the last payment form that was submitted?  Has the payment lapsed? It is ultimately the supervisor's responsibility to track end dates and ensure payments forms are submitted according to payment deadlines;
  • Is your graduate student being paid a stipend from your project? Or have they won an award?  If the payment is a stipend, then a payment form will need to be submitted.  If it is an award (e.g., CIHR, NSERC) please check with the Faculty of Graduate Studies (FGS) for more information on whether or not the award is processed through their office.  Not all awards are processed through FGS, but it is imperative that this "check" is done prior to processing a payment form in order to avoid over-payment.
  • Has your graduate student set up direct deposit using the Student Self Service portal in PeopleSoft? If not, there could be a cheque waiting for him/her on main campus if a payment form has already been processed. Contact HR (403.220.5932) if this is the case.

I used to have to submit a direct deposit form when setting up payments for a new graduate student but now they are unavailable. What do I do?

Students are now required to set up their own banking information in the PeopleSoft using the Student Self Service portal. 

See student direct deposit Job Aid.