REIMBURSEMENTS FOR EXPENSES:

FOAPAL: Each grant-funded OER project has a unique FOAPAL number with a budget as reflected in the project’s contract. All expenditures, student assistant wages, and other personnel wages (such as copy-editors) will be coded to that FOAPAL.

All funds are paid through reimbursement of expenses, HR processing of personnel wages, or through contract with external professionals.

• Once a Project Lead has incurred an expense, they must complete a Reimbursement Form, scan a copy of the receipt(s) and Email it to the OEP Program Manager at Open.Textsbooks@uregina.ca
• The OEP Program Manager reviews the reimbursement claims and confirms their eligibility and then forwards the documents to the AVP (Academic)’s Office for the AVPA’s authorizing signature. NOTE: All eligible expenses have been listed in the Project’s approved budget. Please remain within the allotted budget for each category.
• If you are unsure about whether an expense is eligible for reimbursement, contact the OEP Program Manager (Open.Textbooks@uregina.ca) to discuss the proposed purchase and its purpose PRIOR to making a financial commitment.
• Once approved, the original receipt(s) must also be provided to the Executive Assistant who is required to submit them to Financial Services. Please mail them to:

Executive Assistant to the AVP (Academic)

Executive Offices AH 514

University of Regina

3737 Wascana Parkway

Regina SK S4S 0A2

• After a reimbursement claim is processed by Financial Services, the project lead will receive reimbursement via direct deposit
• Project Leads are responsible for keeping records of their expenditures in order to stay within the project budget. Overspending is not permitted.

HIRING/RECRUITING:

The Process for Hiring Copy Editors, Proof Readers, Media/Graphics Designers, and Instructional Designers

If the project requires support from an instructional designer, copy-editor/proofreader, and/or graphics/media designer and if the approved project budget includes such expense items, the Project Lead should contact the OEP Program Manager prior to hiring or contracting such personnel.

The OEP Program Manager will contact HR on behalf of the Project Lead to inquire if such support can be provided in-house first; if in-house support is not available in a timely manner the OEP Program Manager will contract with these professionals on your behalf adhering to Supply Management and HR policies and processes.

• The OEP Program Manager will contract with CCE for Instructional Design services.
• The OEP Program Manager will contract with a copy-editor/proof reader and Media/Graphics Designer

The Process for Hiring Student Assistants

All student and research assistant hires must be initiated by the Project Lead through their Faculty. Once the employment posting has been developed, send the employment posting to the OEP Program Manager for review.

Student research assistant are members of CUPE 2419 and paid according to the Collective Agreement “CUPE 2419” (see Appendix A, Article 2.7 for the job classification). The hiring and appointment process must be adhered to as provided in the CUPE 2419 collective agreement.

A copy of the Collective Agreement is located at:

CUPE-2419-Student Academic-Assistants 2022-2025

Please note that appointments of individuals as research assistants who are not students at the University of Regina are governed by the collective agreement “CUPE 5791 Research Employees”, which is found here:

CUPE-5791-Research-Employees-Collective-Agreement-2020-2023.

As per the terms of the OEP Program funding, U of R students must be given priority when hiring a research assistant for a project funded through the Program.

Posting of Student Academic Assistants – CUPE 2419 Student Academic Assistants

Article 10.1 – 10.6 Job Posting process

• Positions of 25 or more hours of employment in the semester will be posted for a period of at least seven days on UR Careers https://urcareers.uregina.ca/postings/search
  • posting of the position internally within the Faculty or Department and sharing the UR Careers link is encouraged.
• Positions in which it is anticipated there will be fewer than 25 hours of work during the semester need not be posted.
• Job Posting must contain the following and be provided to the Faculty to be posted in E-Recruit:
  • brief description of work
  • classification and rate of pay
  • qualifications required
  • location of employment
  • supervisor
  • overall time requirements and scheduling of work
  • person to whom the application is to be made

The Project Lead will receive all applications and be responsible for ranking each applicant following Article 14 – Seniority.

Article 10.7 – 10.10 Appointment of candidate process

Positions filled by basis of:

• Seniority as defined in Article 14 – Seniority
  • 14.1 The following is a list , in order of priority, for consideration of any employment vacancy listed under CUPE 2419:
    1. Graduate Students (enrolled or accepted)
       • Doctoral Students
       • Masters Students
         • Fully Qualified
         • Qualifying and Probationary
    2. Undergraduate Students
       • Honours Students
       • 4th Year Students
       • 3rd Year Students
    3. All other Students
• The second determining factor for seniority will be based upon semesters of employment. Followed by:
  • required qualifications
  • skill and ability
  • experience
  • demonstrated efficiency

Information listed below is to be forwarded to the Executive Assistant to the AVP (Academic) when appointing a student assistant for an OEP Program funded project. Appointments will be done through Workflow.

1. Student name
2. Student ID number
3. Start date / end date
4. Work schedule (number of hours per week)
5. Duties
6. Hourly wage – CUPE 2419 pages 33 – 35
   • indicate which level the student is within their studies as their hourly rate of pay is based on this criteria.
     • Doctoral
     • Masters
     • 4th Year
     • 1st – 3rd Year
   • Vacation pay will be included in rate of pay. Article 16 – Vacation Pay
     • Graduate Student rates received 4/52nd of gross earnings bi-weekly
     • All others received 3/52nd of gross earnings bi-weekly
   • Statutory Holidays shall be paid at 5% for each statutory holiday that occurs during the bi-weekly pay period. Article 15 – Statutory Holidays
7. The Project Lead will be the student’s supervisor. All time cards will be submitted to the Project Lead for approval. The Project Lead is responsible for keeping records of the student’s hours worked in order to stay within their project budget allocated to student assistant salary. Forward the following information to the Executive Assistant to the AVP (Academic):

1. Your Name
2. Employee ID number
3. Title
4. Project Name

In the event that the student assistant graduates during their time of employment, please notify the Executive Assistant to the AVP (Academic) immediately. The student is no longer supported by CUPE 2419 Collective Agreement. The Executive Assistant will notify Human Resources and they will work with you and the student to find the appropriate contractual agreement.

Contracting/Tenders

Supply Management Services

For the purchasing services that are more than $5,000 and less than $20,000, such as hiring the services of videographers, please follow Supply Services Management (SMS) Policy

SMS policy: Purchasing Goods and Services | University of Regina

Purchasing Process

Employees must adhere to the following monetary thresholds when purchasing goods and services for the University:

• ≤$5,000 – A University purchasing card may be used to purchase goods and non-contract services that have an estimated cost less than $5,000 Canadian (including taxes and shipping). These purchases do not require a Proponent submission. See OPS-020-010 – Purchasing Cards for policies and processes specific to purchasing cards.
• >$5,000 to ≤$20,000 – An informal request for quote is required to purchase goods and non-contracted services that have an estimated cost between $5,001 and $20,000 Canadian (estimated cost, including taxes and shipping). The request for quote may be a telephone call or e-mail request. Departments and Faculties may issue the request for quote, after engaging with SMS. These purchases require a minimum of two informal Proponent submissions.
• >$20,000 – A competitive bid process is required to purchase goods and services with an estimated cost of more than $20,000. Purchases over $20,000 but less than $50,000 require a minimum of two formal submissions. Purchases over $50,000 require a minimum of three formal submissions.

Processes

Issuing an Informal Request for Quotation

An informal request for quotation is required for all purchases of goods or services over $5,000 and less than $20,000.

Once the decision to purchase goods or services is made, all University employees will:

1. Seek guidance from SMS as required.
2. Issue the request for quote to possible Proponents. (An informal request for quote may be an e-mail or phone call to potential Proponents.)
3. Obtain a minimum of two submissions (quotations).
4. Evaluate Proponents’ submissions and select the Proponent who can deliver the best value solution.
5. Complete a Purchasing Requisition in Banner and submit it to the appropriate purchasing authority for approval.
6. Submit all Proponents’ submissions along with the rationale to support the purchasing decision that is made.
7. SMS will process the purchase order, attach Proponents’ submissions to it, and file all the necessary paperwork. If a contract is required, SMS will develop and activate it. SMS delegates this authority to Facilities Management for Construction/Renovation Projects.

If you have any questions regarding expenses, student hire, or other general administrative processes, please contact:

Executive Assistant to the AVP (Academic)

306-585-5436

Or

EA.AVP.Academic@uregina.ca