Activating New Payroll Awards

Please note: Students must be registered for courses or thesis credits during the award funding period. Payroll awards will not be activated until students are registered. Students may register for courses or thesis credits via the Student Service Centre.

In order to activate your award, please submit all required forms to the Faculty of Graduate Studies at least six weeks before requested award start date. Activation forms will be accepted after this deadline, but in such cases the first award payment(s) will likely be delayed (though students will receive payment retroactive to requested award start date).

Award Activation Forms (available through Forms link on right side of this page)

• External Graduate Award Activation Form for external awards OR Four Year Fellowship Payment Activation Form for Four Year Fellowships
• Copy of Notice of Award provided by funding agency - the Notice of Award must list the start and end date of the award, the stipend amount, and any terms and conditions to the funding. For CIHR awards, a copy of the Authorization for Funding is required in order to activate payment.
• Form 1 Payment Activation Form PART II - for NSERC PGS and CGS, and SSHRC CGS and doctoral fellowships only
  • Part I: Students need not fill out Part I of this form, since they are completing the External Graduate Award Activation Form.
  • Part II: Contains information required by the research council to initiate payment to the university.
    • NSERC holders must complete and sign Part II and send it directly to NSERC. Students must also provide a copy of Part II to Graduate Studies.
    • SSHRC holders must complete and sign Part II and submit it to Graduate Studies by mail, fax, or email. Graduate Studies will fill out the program confirmation section and submit the form to SSHRC with a cc to student.
• CIHR Authorization for Funding - CIHR award holders only. This document is sent to award holders by CIHR after the holder accepts the award. CIHR Awards cannot be processed without it.
  • Note for CIHR CGSM award holders: at the time you receive your award offer from CIHR, you will receive the CIHR Master’s Awards Confirmation of Registration Form.
    • Award holders should fill out the Award Holder Information section of this form and submit it to Graduate Studies.
    • Graduate Studies will fill out the Confirmation of Student’s Master’s Program Status section and notify the student when the form is available for pickup.
    • It is the student’s responsibility to fax and mail this form to CIHR.
• Personal Data Form - all students who have not previously received awards payments or employment income through UBC Financial Services - Payroll System are required to complete and submit this form. After initially submitting this form through the Faculty of Graduate Studies, students must keep their banking and contact information up-to-date through UBC Financial Services at the General Services Administration building (students must update their address on the Student Service Centre and with Financial Services separately).
• Direct Deposit form - so that semi-monthly award payments can be deposited directly into student's bank account. Direct bank deposits are highly recommended by UBC Financial Services. A VOID cheque is required, except if students wish to have their award payments deposited to a savings account. In either case, students must sign the Direct Deposit form before submitting. Students who do not choose to have their awards direct-deposited will need to personally go to the UBC Financial Services Office twice per month to pick up their award payment (photo ID required).
• Tuition Payroll Deduction form - for master’s students who wish to have tuition paid from semi-monthly award payments. Choose option #2 under Payroll Deduction. Tuition Payroll Deduction form must be submitted six weeks before fees are due (otherwise students will have to wait until the next term before payroll deduction can be initiated).

Award Payment Via Payroll

Award payments are issued twice per month, on the 15th and end of the month as follows:

• If student completed and submitted a Direct Deposit form, and if Student Appointment Form is forwarded to Payroll by payroll deadline, first and succeeding award payments will be deposited directly to student's bank account.
• If student completed and submitted a Direct Deposit form, but Student Appointment Form is forwarded to Payroll after payroll deadline, student will be required to pick up first award payment from the Payroll office at the third floor of the General Services Administration bldg. at the corner of University Blvd. and Wesbrook Mall. All succeeding award payments will be deposited directly into student's bank account.
• If student does not complete and submit a Direct Deposit form, student will be required to pick up all award payments from the Payroll office on the 15th and end of each month.