RESEARCH Payroll Authorization Form (PAF) HOW TO

Transcription

1 RESEARCH Payroll Authorization Form (PAF) HOW TO How to fill out Payroll Authorization Forms (PAF) for Students, Research Technicians, and Research Assistants 1

2 How do I find the Payroll Authorization Form (PAF)? All Payroll Authorization forms are found on uleth.ca. Scroll to the bottom of the page. Go to the Faculty & staff tab 1. Forms & documents 2. Forms (Administrative) 3. Click Apply 2

3 What are the PAF Deadlines? 1. Please ensure adequate time for submitting the PAF s 2. Monthly deadlines are located on the Payroll Calendar (for deadlines please review the Payroll Calendar) 3. Failure to meet the deadlines will impact the employee s pay. 3

4 Do I have to complete the whole form? 1. New Appointments Yes 2. Change to the Current Appointment a) Identification Block, Employees Name, Employees ID Number b) Position Appointment Type c) Employee Salary and Wage Information d) Position and Labour Distributions e) Position Duties d) Authorizations 4

5 Which PAF form do I use? Research PAF Use this form for all payments from Research accounts and for any job that is doing research even if not paid out of the Research funds including Student Research, excluding the Post Doctorial Fellowships. Post Doctorial Fellowships Payroll uses the registration form as the PAF and it can be found on the School Graduate Studies website. Payroll has made a few other changes in the structure of how we group employees. As of January 1, 2016 each of the following employee groups will be identified in groupings (employee class codes) Graduate Students, Undergraduate Students, Post Doctorial Fellowships, and Researchers (nonstudent). The changes were made to assist with future reporting requirements and other internal needs. 5

6 How do I Step-by-Step fill out a Research / Student (Research) PAF form? 6

7 Research Student (Research) Payroll Authorization Form 1. Why are you submitting this? Appointment: Please complete all fields. For all others please complete employee ID number, name, SIN and birthdate If there is an address change, please complete address field 7

8 Research Student (Research) Payroll Authorization Form Research Technicians & Research Assistants These fields must be completed All Appointments TIPS: 1. Research Technician & Research Associate positions when: I. Position is longer than 12 month period (funding may change over that period.) II. Must be annual salary of $40,000 or more III. Must have an offer letter from the supervisor IV. Must receive benefits 8

9 Research Student (Research) Payroll Authorization Form Students (Research) REMOVE ALL OTHER FIELDS These fields must be completed New Appointments TIPS: 1. U of L Student field: The Employee MUST be an enrolled STUDENT at the University of Lethbridge. If they are student at another school use Other Non Student field. 2. Must make a selection in the Research related to post-grad thesis field, when they are a Masters or PhD student 9 3. Must complete a job description section on the back

10 Research Student (Research) Payroll Authorization Form Please ensure that the position number: Is open The funding is available for the FOAP Position dates are correct for the funding TIPS: 1. Date from = first day paid. Date to = last day paid. 2. Choose one form of payment (example hourly or lump sum not both) 3. Allow for extra time as it will have to go to Research accounting for final approval prior to 10Payroll inputting

11 Research Student (Research) Payroll Authorization Form What other signatures are needed? For all Research PAF s a second signature is required before the PAF is processed. Please allow 7 to 10 days for the second signature. Anita or Joel Fund number Heather MacDermid (Professional Supplement) Joanne (Teacher Development) Fund number Sandra Randa (A & S depts. only) ORGN number Gabe ORGN number 50xxx 11005, 1002, xxxx, xx 133XX 46xx Health Science 52xxx XX 43xx Education 54xxx XXX 44xx Management 58xxx 40XXX 45xx Fine Arts 65xxx 41XXX 43XXX 44XXX 45XXX 47XXX 11

12 Research Student (Research) Payroll Authorization Form Second signature - Please ensure that there is sufficient time for the second signature person. The deadline for the Payroll department to receiving completed PAF s is approx. 8 th each month (please check the Payroll Calendar as the dates flex due to statutory holidays and weekends). The payroll department only diverts the PAFs onto the second person for signatures and we are unable to processed it until it has the second signature. Once the PAF is returned to the us with the second signature the PAF is now completed and we are able to process it. Ideally the second signature needs to be in place by 8th, due to the sheer volume of paperwork that we must process if we wait passed the deadline we are in danger of missing the bank deadline and all employees will not get their paycheque on time, especially the hourly employees as they get paid on the 15 th. We must get our deposit to the bank 3 business days prior to the pay date. With that bank deadline that shortens our window for waiting for the second signature. With hiring hourly employees it is imperative to have their PAF to us prior to their start date as that will give you and us time to farm out any issues we may have and get their PAF processed so they can access their time sheet the day they start. 12

13 Research Student (Research) Payroll Authorization Form To reduce errors and answer any questions, please make comments. ** the comments field must be completed if this is a change. For example: the reason for the change FOAP change / salary change / end date TIPS: 1. A copy of the employee s valid VISA information such as work or study permit and SIN must accompany the PAF Position duties field must be filled out.

14 Research Student (Research) Payroll Authorization Form TIPS: 1. Did you choose termination on the front of the page? If yes, please include termination information. If the employee is moving to another internal position, please include that 14 information in the comments field.

15 Why didn t the employee get paid? Incomplete PAFs Missing FOAP, missing dates Late PAFs PAF s being submitted after employees have started working or after their position ended FOAP Issues Dates closed Missing Employee Information We always need two pieces of information for verifying employee information, such as employee ID number, Social Insurance Number or Date of birth. Needing more signatures 15

16 How do I find out about other types of PAFs? A list of the all PAFs is as follows: 1. AUPE, ESS, and APO This form is to be used for all payments for these employee groups including stipends and responsibility pay. Do not use this form for any extra work that is not related to the employee group i.e. Teaching a sessional, marking, doing some work for a Researcher. 2. Faculty and Senior Administrator Used for all payments to these groups, including the post retirement contract and stipends. 3. Research PAF Use this form for all payments from Research accounts and for any job that is doing research even if not paid out of the Research funds including Student Research, excluding the Post Doctorial Fellowships. 4. Student (non-research) and Non-Classified: a. This form is for all students that are not doing research or paid from research accounts. Please code all student payments on this form to the student account codes, 5211 Student Positions Graduate Assistant, Scholarship. b. Non-Classified is any payment that does not fit in another category. c. Lump sum payments are typically a flat rate for work and deemed hours are required for Employment Insurance reasons. d. One-time payments are not employment income, Payroll reports these on a T4A. 5. Sessional Lecturers This is a unique fillable form developed for each Faculty. 6. Post Doctorial Fellowships Payroll uses the registration form as the PAF and it can be found on the School Graduate Studies website. Payroll has made a few other changes in the structure of how we group employees. As of January 1, 2016 each of the following employee groups will be identified in groupings (employee class codes) Graduate Students, Undergraduate Students, Post Doctorial Fellowships, and Researchers (non-student). The changes were made to assist with future reporting requirements 16 and other internal needs.

17 Payroll Website Where can I get more information? Office: AH135 (Anderson Hall) Office hours: Monday to Friday 10:00am to 2:00pm A to E contact Zo Schacher Schacher@uleth.ca Phone: F to Le contact Corrie Krueger corrie.krueger@uleth.ca Phone: Li to R contact Linda Robison linda.robison@uleth.ca Phone: S to Z contact Justina Gaudette Justina.gaudette@uleth.ca Phone: