Information for Current Graduate Students > Money Matters: Funding Your Education > Department-specific Information
Would you like to use your stipend to pay for your tuition? Do you have receipts that require reimbursement as authorized by your supervisor? Have you attended a conference outside of Ontario that is to be covered under the University? Have you done some work outside of your laboratory that can be counted for hours? Here are some information unique to graduate departments that may be useful for you.
If you wish to use your stipend/GRA (usually for thesis M.Sc and Ph.D students) to pay for your tuition, you will need to notify our Administrative Assistant and Student Financial Services of your intention to do so, every semester. This can be done through WebAdvisor.
- Log in WebAdvisor using your Central Login ID and password.
- Under Main Menu, click "Students" to access the Students Menu.
- Scroll down to the Financial Profile tab; click on "Graduate Settlement".
- Select the Term you wish to apply for.
- Check the box titled "Payroll deduction" and click Submit.
Note 1: you must do this by the beginning of every semester if you wish to use your stipend to pay your tuition; otherwise, a late charge may be applied to your Account Summary.
Note 2: you may also use any Awards that you have won; there is a separate box to check for this option. You can review the amount you have won from scholarships or awards for a semester under the Refunds section in Account Summary (under the same Financial Profile tab as above).
If you have made any small purchases ($50 or under) for anything to be used for your research, and is eligible for reimbursement as stated by your supervisor, you may fill in a Petty Cash voucher to be processed by our Accounting Clerk. Please download the linked Excel spreadsheet, print the form, and fill in the requested fields. Each cell has been captioned to help you input the right information.
- Effective Summer of 2014, all petty cash claims will be restricted to $50 and under, and only Canadian receipts will be accepted. All others will need to be put through the U of Guelph Expense Claim System.
- If you have multiple receipts each under $50 but the grand total is more than $50, an expense claim should be used. See below for more details on expense claims.
Expenses include material purchases, food, accommodation, and travel/airfare/mileage. Please pay attention to all of the required paperwork associated with the expense claim which can be found under the "Travel & Expense Claims Forms" section.
Here are some helpful and specialized guidelines (credits to Gail Costigan, our Accounting Clerk) upon accessing the ECS system:
- The box called "Contact": you are the contact. Please put your name in the box.
- The box called "Contact Phone #": that is your extension or phone number. Please enter the number.
- The box called "Trip/Expenses Start End" is self-explanatory. Please fill this in.
- The box called "Destination" is self-explanatory. If the claim is not for travel, please leave it blank.
- The box called "Purpose" is self-explanatory. What is the purpose of your travel or your expense?
- The column "Expense/Auto Trip Description" should include the company/restaurant/airline/etc. name shown on the receipt.
- The column "Location Tax" should be filled in.
- Receipts should be numbered.
- In the case of meals, detailed meal receipts must be submitted (i.e. credit card receipts are NOT sufficient).
- No alcohol purchases are allowed unless you are entertaining people from outside the University. If that is the case, their names and business/institution must be included.
- Keep in mind that the University has a policy that expenses more than one year old will not be covered.
If an incomplete claim is submitted to Treasury Operations, it will be delayed.
If you have agreed to do (and completed) any paid work within the department but outside of your laboratory, you will require documentation of the number of hours worked and its purpose before being compensated.
The Guidelines for "Hours Worked" Submission sheet is a very useful set of guidelines that you should refer to before completing a timesheet. In summary, there are two methods in submitting a timesheet: by email (preferred) or in-person. Signature of your supervisor is only required if completing a timesheet in-person. There are certain dates every week by which you should submit your timesheet to have the amount compensated to you the following pay period.
If you wish to do it in-person, the form can be found here. Other finances-related forms and other miscellaneous documents can all be found in the Forms/files section at the bottom of the Animal Biosciences webpage, under Department menu upon logging in.
If you have any further questions regarding timesheets, feel free to email Alexis De Leon, our Undergraduate Program Assistant, via firstname.lastname@example.org .
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