You can make a backdated payment through the Graduate RA system as long as the student was registered as a graduate student during this backdated term. The payment will be issued as a lump sum because it is for work done in the past.

Please notify your Research Financial Services Officer when you submit a backdated payment request.

Please note that lump sum payments are subject to higher statutory deductions – if a lump sum is paid, it is automatically interpreted as a monthly payment and taxed accordingly.

Carleton has three different ways to pay “Research Assistants” depending on the employee-employer relationship as defined by the Canada Revenue Agency: The Graduate Job Requisition System, eShop, and Payroll Profile.  Answers to the following questions will define which of these three payment methods must be used:

• Is the “research assistant” related to you, under your academic supervision, business partner or close friend?
• Is the “research assistant” a Carleton undergraduate, graduate student or postdoctoral fellow or someone from another institution and or someone else entirely, such as a recent graduate, consultant, etc.?
• Will you be managing the “research assistant” as a manager would an employee; supervising them in your capacity as an academic supervisor, or are they experts in the “work” that is being performed and delivering a product/service, not unlike a translator who will deliver a finished product?
• How many hours will they be working per week and over how many years?

Need more help defining the relationship to determine eligibility for inclusion in a budget for submission? Contact your Faculty Research Facilitator.

Need more help determining the payment application to use? Contact the Research Post-Award Administrators.

Submit an Approval Form by following these steps:

• Click “Apply New” at the top right of your cuResearch homepage.
• Select Approval Form under CORIS Awards (see a screenshot)
• Select Approval Form under A. OVPRI Approval Form

The most important reasons to submit an approval form are:

• To enable fund opening when your project is successful. The file you create through this submission is used to alert Research Financial Services to open your research funds, after any compliances are issued, if required.
• To obtain institutional approval to complete the application process, which is conditional upon ensuring your Chair or Director and the Associate Dean of Research are aware of your application and approve of the institutional commitments described therein.

Complete an approval form when you are:

• Applying to an external organization for funding, i.e., your application contains a budget
• Applying for an internal research funding program administered by OVPRI
• Submitting a nomination to an external agency for an honour or distinction
• Requiring institutional signatures on letters of support or applications to an external sponsor
• Responding to a request for a proposal
• Entering into contractual arrangements with another party, including:
  1. Research contracts
  2. Research grant agreements (for leverage in industry-government projects)
  3. Service agreements
  4. Memorandums of Understanding (MOU)
  5. Purchase orders (for funds coming into Carleton)
  6. Intellectual Property agreements
  7. Licensing agreements
  8. Supervising a student or postdoctoral fellow who has been awarded funding from an external agency, such as Mitacs (excluding scholarships); the student’s project must be submitted (and an account will be opened) under the supervisor’s name