Effective August 1, 2022: (NEW Process) Payment Requests to Individuals must be submitted via an EXR

If you do not currently submit Payment Requests to Individuals (i.e. guest lecturer fees, participant fees, living allowances, awards/prizes to non-McGill students and prescribed prizes), please disregard this email.

This email is sent on behalf of Julie Ghayad, Director Systems and Transaction Services

Dear Colleagues,

New Process: Effective Monday, August 1, 2022, in order to improve the Payment Request process pertaining to Payments to Individuals and to mitigate the associated risks, the following types of payments must be submitted via an Expense Report:

Payments to Individuals

1. Guest Lecturer Fees: refers to payments to individuals for guest lectures and speaking engagements who have not traveled to Canada and are not Canadian Residents. Account code: 700046 (status quo)
2. Participant Fees: refers to payments made to participants for the purpose of research studies. Account code: 700220 (status quo)
3. Living Allowances: refers to living expenses paid from a restricted fund to non-McGill students. Account code: 700244 (new). Living allowances paid to active/registered Undergraduate and Graduate students are considered aid/support and must be processed through BSA.
4. Awards/Prizes to non-McGill Students: Account code: 700506 (status quo)
   • The Best Practice for awards/prizes paid to non-McGill students is for McGill to pay the institution first and the latter issues the award/prize directly to their student.
   • Please note that all awards/prizes paid to active/registered Undergraduate and Graduate students, must be processed through BSA
5. Prescribed Prizes:
   • As defined by the Income Tax Regulations – Section 7700, prescribed prizes are recognized by the general public and are awarded for meritorious achievement in the arts, the sciences or service to the public. Account code: 700243 (new)

Please note :

• Payments Requests for the above-mentioned payment types received in the paymentrequest [at] mcgill.ca inbox on or after August 1, 2022 will be rejected.
• The following Policies and Procedures have been updated in accordance with this change :
  • Guest Lecturer and Speaker Remuneration
  • Payment Request Policy and Procedures
  • Travel and Other Expenses Policy
  • Procedures for Travel and Other Expenses

• Refunds to individuals (e.g. students) remain status quo and are to be requested via the Payment Request Form

Need HELP?

• Please submit a ticket via the FIS Service Desk Portal or call us at 514-398-3463.

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