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Four Year Fellowship Stipend Payment Activation Form To activate stipend payments, students must complete the forms listed below. 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 be delayed (though students will receive payment retroactive to requested award start date). The following form is designed to be completed on your computer using the “TAB” key to navigate through the document, with only the signatures being hand-written. Please complete all requested fields. Surname: Social Insurance Number: Department: E-mail: Type of award: UBC Department mailing address: Award start date: First Name: - - UBC Student Number: Faculty: Signature of Award Holder: Please answer every question below: Date: Is Four Year Fellowship Stipend Payment Activation Form completed (this page and the following page)? Yes. Is UBC Financial Services Personal Data Form completed and attached? All students who have not previously received award 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) Yes. No, I am already on the UBC Payroll System. Is UBC Financial Services Payroll Direct Deposit Form completed and attached? 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). Yes, and a void cheque is attached. No, I am already on the UBC Payroll System. No, I would like to pick up my cheques in person twice per month. Is your contact Information on the Student Service Centre correct? This contact information will be used in the event the Faculty of Graduate Studies needs to contact you. Yes. Please submit both pages (originals, signed and dated) to: Faculty of Graduate Studies, UBC 180 – 6371 Crescent Road Vancouver, BC V6T 1Z2 page 1 of 2 Please also keep a copy of the submitted forms for your own records. Four Year Fellowship Stipend Payment Activation Form last updated: May 2009 Essential Four Year Fellowship Information The following information applies to students who hold UBC-funded Four Year Fellowships. Consent to Disclose. By accepting this award, I permit The University of British Columbia to: (i) release to an award donor, university faculty and administrative staff my name, address, telephone number, email address, year and program of study, academic average and information relevant to specific requirements of the award; (ii) prepare a brief biographical profile to be used for award presentation ceremonies, publications and the Internet; and (iii) prepare lists of scholarship and prize winners to be published or included in graduation ceremonies. Registration in Courses Senate regulations on Graduate Awards state: "The fellowships and scholarships offered are available only for full-time study and/or research leading to a higher degree in the Faculty of Graduate Studies at the University of British Columbia and will normally be paid if the recipient is in full-time study and/or research at the University during the payment periods." Award holders are thus required to register in courses and/or thesis credits for the duration of their award. Stipend Payments FYF stipend payments are made on a semi-monthly basis (15th and end of each month) through UBC Payroll, and thus are not reflected on the Student Service Centre. Award holders are required to provide updated contact information directly to UBC Payroll, in cases when their contact information changes after the initial activation of their award. Tuition Payments FYF award holders who are not also the recipients of a Trudeau Scholarship, Tri-Agency Vanier Scholarship, or Tri-Agency Doctoral Canada Graduate Scholarship will be assigned a tuition award via the Student Information System. Award payments are made at the beginning of each term; payment details are available to students through the Student Service Centre. Income Tax Income tax is not withheld by UBC for either the stipend or tuition payments. UBC will provide two T4A forms at the end of the calendar year – one for the stipend portion and one for the tuition portion. Students are responsible for filing income tax returns on these awards. Completion of Program Awards are prorated to the end of the month in which students complete their degree program, including submission of their thesis to the Faculty of Graduate Studies. To avoid any overpayments, please advise Graduate Awards of your completion date in a timely manner. Withdrawal from Program Awards are prorated to the effective date of withdrawal from a degree program. To avoid any overpayments, please advise Graduate Awards of your withdrawal date in a timely manner. Leave from Program Award holders are not eligible to receive their award during academic terms in which they are officially on-leave from their program. Please advise Graduate Awards to arrange for the suspension of your award payments until your return from on-leave status. Award Overpayment Award holders will be required to return any amounts issued to them for the time period after their effective completion or withdrawal date. I hereby state that I have read and understood the information as outlined above and in the Senate Regulations Governing Graduate Awards of the University Calendar. I understand that failure to abide by the above information may result in the award being cancelled and a requirement that I repay all or a portion of the award to the University. I hereby state that I have read and understood the information as outlined above and in the Senate Regulations Governing Graduate Awards of the University Calendar. I understand that failure to abide by the above information may result in the award being cancelled and a requirement that I repay all or a portion of the award to the University. Surname: First Name: UBC Student Number: __________________________________________________ Signature Date: Four Year Fellowship Stipend Payment Activation Form page 2 of 2 last updated: May 2009