Cumming School of Medicine
Graduate Student Stipend Payments
IMPORTANT PROCESS CHANGES
What is staying the same?

One initiator for all Cumming School of Medicine graduate student stipend
payments: The Awards & Project Appointments Office (APAO)

Stipend Payment requests will still be submitted to the Awards & Project
Appointments Office for review and graduate student specific verification to
initiation.
1- Verification of Graduate Student Stipend Payments done by the Project
Holder prior to initiation includes:
 Does the project allow the use of the account code/payment for a
Graduate Student Stipend in the Cumming School of Medicine?
 Is the payment being submitted in accordance with the student’s
graduate program minimum requirements?
 Is the payment being submitted appropriate for processing through
the Awards & Project Appointments office? (Or is it a scholarship
administered by the Faculty of Graduate Studies?)
2- Verification of Graduate Student Stipend Payments done by the Awards &
Project Appointments Office prior to initiation includes: 
 Is the individual currently enrolled in a Cumming School of Medicine
graduate program?
 What is the current active enrollment term for the graduate student?
(Do the start/end dates provided fit within this time period?)
 Is the payment being submitted appropriate for processing through
the Awards & Project Appointments office? (Or is it a scholarship
administered by the Faculty of Graduate Studies?)
 Is the revision payment being submitted in agreement with what is
currently entered in PeopleSoft (PS)?


Project Holders will still be required to complete online approvals in PS.
The six week deadline for stipend payment processing will still be in effect.
What is changing?

FORMS
 As of November 1st all stipend payment requests will be submitted to
the Awards & Project Appointments Office using the Intranet and
SharePoint forms.
 Excel forms emailed to the Awards & Project Appointments Office
after November 1st will no longer be accepted for processing.

SHAREPOINT
All graduate student stipend payment requests will be processed using the
SharePoint system. In addition to providing an automated, structured
means of communicating all payment requests, the SharePoint method will
incorporate a number of positive improvements:
 Secure online payment forms and automated tracking.
 The ability to view last/most current stipend payment
submission/entry.
 Automatically generated email reminders sent directly to Project
Holders, Student, and Administrative Staff:
 8 weeks prior to the end date for each graduate student payment
submitted.
 3 months prior to Study Permit expiry dates for International
Students.

C & E: ACCOUNTING VERIFICATION INITIATION IN PS
Research Accounting has implemented a reporting system using PS entries to
flag “problem” payments they have been entered into PS based on the
following criteria:
 Project end dates
 Project funds availability
 Project account code allowances

It is essential that when submitting the original graduate student stipend
payment request that the project accounting information is confirmed by the
Project Holder, using eFIN to submission in order to avoid multiple online
approval requirements and/or the possibility of missed payments as outlined
in the following section.
HOW DOES THIS AFFECT YOU?

C & E will run this report on a weekly basis or more frequently during high
volume times of the year.

If there are any C & E issues (as listed above) with the stipend payment already
initiated in PS, Samira Nanji will contact the Project Holder directly and he/she
(or the administrative staff) will be required to re-submit a payment request
with the appropriate corrections to the Awards & Project Appointments office
for cancellation of the original stipend and re-initiation.
 This re-initiation will again, require online approval by the Project
Holder.
 Project Holder(s) and/or Administrative Staff will receive an
automatically generated email after the corrected entry is
complete (see above: Automated notification will be sent to the
individual (s) who submitted the payment request).