Payroll Operations, Human Resource Services

PAYROLL PROCESS CHANGES FOR GRADUATE STUDENT APPOINTMENTS

SEPTEMBER 2013

Payroll Operations, Human Resource Services

TAP A

Graduate Research Assistants Support (GRAS)

T H E W O R K P E R F O R M E D D I R E C T L Y R E L A T E S T O T H E G R A D U A T E S T U D E N T ’ S O W N R E S E A R C H

TAP A Hours per week 9 – 36 was used.

GRASPay Scale 4 – 12 will now be used.

Payroll Operations, Human Resource Services

Award & Salary components for a 4 month term or for a one-month GRA Support Appointment

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).

Award and Salary Amounts must be chosen from their corresponding Pay Scale number.

Pay Scale

  

Award

  

 Minimum Salary

    

Doctoral Programs 

Master’s Programs

 by Term by Month

 by Term by Month   by Term by Month

12 

$3566.51 891.11 

$4346.36 1085.96   $4003.23 1000.23

11 

$3269.30 816.85 

$3984.17 995.47   $3669.63 916.88

10 

$2972.10 742.60 

$3621.97 904.97   $3336.03 833.53

9 

$2674.89 668.34 

$3259.77 814.47   $3002.42 750.17

8 

$2377.68 594.08 

$2897.58 723.98   $2668.82 666.82

7 

$2080.47 519.82 

$2535.38 633.48   $2335.22 583.47

6 

$1783.26 445.56 

$2173.18 542.98   $2001.62 500.12

5 

$1486.05 371.30 

$1810.99 452.49   $1668.01 416.76

4 

$1188.84 297.04 

$1448.79 361.99   $1334.41 333.41

Payroll Operations, Human Resource Services

Used to read “Grad TAP A”

Will still read “Std Hrs/Wk”, but will reflect the correct pay scale number.

GRAS SMART FORM EXAMPLE

Payroll Operations, Human Resource Services

GRAS SMART FORM EXAMPLE

There will be no change to the Compensation

Distribution.

Payroll Operations, Human Resource Services

TAP B

Graduate Research Assistants Employment (GRAE)T H E W O R K P E R F O R M E D D O E S N O T

D I R E C T L Y R E L A T E T O T H E G R A D U A T E S T U D E N T ’ S O W N R E S E A R C H

Payroll Operations, Human Resource Services

Hours per week 4 – 12 will continue to be used.

GRAE

TAP B

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).

Award and Salary Amounts must still be chosen from their corresponding Hours per week.

Award & Salary components for a 4 month term or for a one-month GRA Employment Appointment

Hours per Week

  

Award

  

 Minimum Salary

    

Doctoral Programs 

Master’s Programs

 by Term by Month

 by Term by Month   by Term by Month

12 

$3566.51 891.11 

$4346.36 1085.96   $4003.23 1000.23

11 

$3269.30 816.85 

$3984.17 995.47   $3669.63 916.88

10 

$2972.10 742.60 

$3621.97 904.97   $3336.03 833.53

9 

$2674.89 668.34 

$3259.77 814.47   $3002.42 750.17

8 

$2377.68 594.08 

$2897.58 723.98   $2668.82 666.82

7 

$2080.47 519.82 

$2535.38 633.48   $2335.22 583.47

6 

$1783.26 445.56 

$2173.18 542.98   $2001.62 500.12

5 

$1486.05 371.30 

$1810.99 452.49   $1668.01 416.76

4 

$1188.84 297.04 

$1448.79 361.99   $1334.41 333.41

Payroll Operations, Human Resource Services

GRAE Smart Form Example

Used to read “Grad TAP B”

Payroll Operations, Human Resource Services

GRAE Smart Form Example

There will be no change to the Compensation

Distribution.

GRAS / GRAE HOURSGRAS 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

GRADUATE APPOINTMENT PAY/ACTION FORM CHANGES

Payroll Operations, Human Resource Services

The only changes made were to the TAP A and TAP B appointments.

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

Payroll Operations, Human Resource Services

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

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 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

Payroll Operations, Human Resource Services

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

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

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