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

2. Appointment forms: cause for stress???

3. Agenda: Information Session  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

6.  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: Job CodeAccount CodeTitle PRJ00150140 Grad Assistantship: Master’s Level (non-teaching) PRJ00150115 Grad Assistantship: Doctorate Level (non-teaching) PRJ00263020Stipend/Scholarship Award: Master’s Level PRJ00263015Stipend/Scholarship Award: Doctorate Level PRJ00450135Grad Student Salary: Master’s Level PRJ00450110Grad Student Salary: Doctorate Level PDF15650105Post Doctoral Fellowship PDF16240130Post Doctoral Associates

9. NECESSARY INFORMATION: FILLING OUT THE FORMS: 1. Personal Details 2. New Hire/Current Details or Appointment Details 3. Revision/Reappointment Details 4. Project Appointment Forms: Benefits Details and Tax Information 5. Authorizations No cause for alarm: just include the necessary information …

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 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