FAQ

Before engaging with Indigenous Community Members, please ensure the following verification processes have been completed: 

  1. Indigenous Membership/Citizenship Verification This process is managed by the Office of Indigenous Relations (OIR). Verification pertains to all individuals and/or businesses who self‑identify as Indigenous to Turtle Island (also known as North America) and who are applying for UW opportunities where membership or citizenship in a rights‑bearing Indigenous Community is required, including service contracts (e.g., consultants or trade contractors). These guidelines do not apply to Indigenous research participants (such as interview participants, key informants, cultural advisors, Elders, or Knowledge Keepers) who are recognized by the leadership and/or members of a rights‑bearing Indigenous Community for their expertise, authority, and cultural knowledge. 

  1. Determining the nature of the engagement

    Indigenous Community verification confirms community relationships, but it does not determine which payment process applies. Separate from the Indigenous Verification Process, the University must assess and determine the nature of the engagement. This identifies whether a payment is a gift or remuneration for a service (employment or business income under CRA rules), and which University payment process is used to pay the Indigenous Individual.

    This matters for both the Individual and the University. Incorrect classification can leave an Individual with unexpected income tax, interest or penalties, and it can put the University out of compliance with CRA requirements and its own financial and payroll controls.

    The University may review certain engagements to confirm the appropriate onboarding and payment process. Depending on the circumstances, Finance and/or Human Resources may need to be involved.

Wherever appropriate, please discuss payment preferences with the Individual in advance. Within each process, the Individual’s preferred payment method (such as EFT/ACH or cheque) is honoured where it can be.

These reviews may take several weeks, so please plan ahead and allow sufficient lead time prior to the payment due date. 

Frequently Asked Questions

Scenario  Recommendation(s) 

I am a UW employee issuing payment to an Indigenous Individual and the payment method requested is cash.  

Where cumulative payments to a single Individual is expected to be ≤ $500 CAD per calendar year: 

  • The UW employee pays the Indigenous Individual directly either: 

    • out of pocket and is then reimbursed, or  

    • requests a cash advance

Note: Up to 10 business days are required to process cash advance requests. 

  • The funds will be deposited into the Employee’s bank account from which payment may be distributed in the form of Interac e-Transfer or cash.  

  • The Recipients are asked to sign the Acknowledgement of Receipt for Remuneration ≤$500 and Self-Declared Income form to support the distribution of funds and acknowledge UW will not be issuing any tax slips for the payment. 

The UW Representative settles the cash advance and/or requests reimbursement in Concur, coding the expense to “Indigenous Cultural Knowledge Work”. 
What are additional considerations for cash payments? 

Where cumulative payments to a single individual are expected to be >$500 CAD per calendar year: 

Cash payments >$500 CAD are not available. Payments to an Individual >$500 must be processed by Human Resources via the One-Time-Payment form in Workday via EFT/ACH, Wire, Cheque. Note: Human Resources nor Finance keep cash on hand. 
I am a UW employee issuing payment to an Indigenous Individual participating in an event at the University and the payment/reimbursement must be provided on the day of the event.

Where an invoice is provided,  

  • The Payment Due Date should equal the event date.  

Note: If the Individual is not Enabled for Procurement in WatProcure, additional lead time is required to set them up in the system and provide sufficient time for the Individual to provide their preferred payment instructions.  

Note: The University offers net 10 business day payment terms for verified Indigenous Individuals who are Enabled for Procurement in WatProcure and select EFT as their preferred payment method.  

Cheque remains an available option but requires longer processing time. 

If no invoice, or if requesting a cash payment to an individual ≤$500 cumulatively: 

  • The UW Representative pays the Indigenous Individual directly on the day of the event either: 

  • out of pocket and is then reimbursed, or  

  • requests a cash advance 

  • The Recipient signs the Acknowledgement of Receipt for Remuneration ≤$500 and Self-Declared Income form.  

  • The UW Representative settles the cash advance and/or requests reimbursement in Concur, coding the expense to “Indigenous Cultural Knowledge Work” 
Cash payments >$500 CAD are not available. Payments to an Individual >$500 must be processed by Human Resources via the One-Time-Payment form in Workday via EFT/ACH, Wire, Cheque. Note: Human Resources nor Finance keep cash on hand. 
I am a UW employee issuing payment to an Indigenous Community Member who prefers not to sign paperwork or provide identifying information. What do I do? Where it is inappropriate to request the individual to sign an Acknowledgement of Receipt for Remuneration ≤$500 and Self-Declared Income form, a UW Representative may sign the form on behalf of the recipient and have it be witnessed by another individual. 
I am a UW employee supporting the payment to an Indigenous Community Member who prefers not to share their banking information, therefore preferring a cheque.  A cheque may be issued; however, it is important to advise the Community Member that cheque runs happen less frequently than EFT payments, which may result in longer payment processing times. Please see Payment Schedules (Finance Confluence Knowledge Base)  for more details.
What if the Community Member does not have a bank account?  Discuss with the Community Member what other acceptable forms of remuneration may be appropriate and/or consult with the Office of Indigenous Relations as needed.   
What if the Community Member has limited or no access to internet?  

As much as possible, all required forms, processes, and documentation should be completed and filled out by a UW Representative on the Individuals behalf, in collaboration with the Community Member. This approach helps minimize barriers and ensures that the payment process remains accessible and respectful of the Community Member’s circumstances.  

UW Representatives should prioritize clear, in-person or phone communication, and offer alternatives to digital submission where needed. 

I am a UW employee / Researcher who would like to host Indigenous Community Member(s) (e.g., accommodation, per diem & honorarium, flights, meals [including groceries]).  

Wherever possible, airfare arrangements for visitors should be made through the University’s preferred travel service providers and paid centrally. This avoids any upfront or out-of-pocket expenses as much as possible.  

Other travel related costs for visitors should be submitted by (on behalf) the Visitor using the Electronic Expense Claim Form which should be completed and filled out to the extent possible by the UW Representative.  
What are some considerations I should keep in mind? 

Tangible items purchased by a UW employee and given to the Community Member may be purchased on a P-Card or reimbursed by submitting an expense reimbursement claim in Concur.  

Honorariums paid to an Individual must be processed through Human Resources. 
I am a UW employee / Researcher working in the field and have some unique expenses… What do I do? 

Researchers conducting fieldwork in Indigenous Communities may incur atypical expenses such as land access fees, donations to Community events, or lodging in a Community Member’s home.  

These are eligible for reimbursement through Concur provided they meet the external sponsor eligibility guidelines. If receipts are unavailable, use the Missing Receipt Declaration within Concur, and provide an explanation of the expense including date, amount, purpose, and name of the Individual or community.  

Ensure expenses respect cultural protocols and are eligible as per relevant research sponsor guidelines. When in doubt, consult the Office of Indigenous Relations.
I am a UW employee / Researcher and either a receipt is lost or not available.  In extenuating circumstances where a receipt is not available, use the Missing Receipt Declaration within Concur. Include a written explanation of the expense and any supporting documentation.
I need to make a payment > $500 CAD to an Individual who is not a Research Participant.

Where an invoice is provided:  

  • Submit the invoice using the Indigenous Payment Request form inside WatProcure. This is the flag to process these on a high priority basis.
Where no invoice is provided (e.g. payment to an individual assisting with research). The nature of the engagement must be assessed on a case-by-case basis. Depending on the circumstances, additional review by Procurement and/or Human Resources may be required to determine the appropriate payment pathway. Payments must be processed by Human Resources via the One-Time-Payment form in Workday via EFT/ACH, Wire, or Cheque. 
I want to make a payment to a non-verified Indigenous Supplier. How would I go about doing so?  Non-verified Indigenous Suppliers follow the standard Supplier payment process. This means that payments are processed according to our regular procurement procedures and standard payment terms.  
I am a UW Researcher purchasing gift cards for my Indigenous Research Participants. What is the process of reimbursement? 

Please follow the Remuneration to Research Participants Procedure. 
I am trying to make payment to an Indigenous Community Member who is also employed at the University.  Payments to staff must be processed through Human Resources. Please see Payroll and salary information for employees.

Common scenarios

Researchers arranging guest or visitor travel expenses on behalf of Indigenous Community Members and/or their companion travelling to/from their community. Consider booking airfare through one of the University’s preferred travel service providers as much as possible to reduce up front/out of pocket expenses. Other travel costs (reimbursement for incidentals, per kilometre reimbursements, parking, meals, lodging, transportation, etc. paid for out of pocket) may be reimbursed by following the Electronic Expense Claim Form Procedure. The UW Representative working with the Indigenous Individual should complete this form on the Individuals behalf as much as possible and send the complete package via email to apinvoice@uwaterloo.ca.   

Researcher travel and field expenses in Indigenous Communities  

Researchers conducting fieldwork in partnership with Indigenous Communities may encounter expenses that differ from typical travel arrangements. While the University’s Expense Policy applies, we recognize that certain situations require flexibility. Please follow these guidelines: 

1. Submission process 

  • Where possible, use the University’s preferred travel service providers for airfare bookings to minimize out-of-pocket costs. 
  • Other travel-related expenses may be submitted for reimbursement through Concur by the Researcher. 

2. Examples of eligible expenses (provided these meet external sponsor expense guidelines) 

  • Fuel or oil for travel to remote locations. 
  • Access fees for Indigenous land. 
  • Donations to Community events (e.g., Pow Wows) when culturally appropriate. 
  • Accommodation in a Community Member’s home when hotels are unavailable. 
  • Gifts for Elders or Knowledge Keepers (must align with research agreements and ethics approvals). 

3. Receipts and documentation 

If a formal receipt is not available (e.g., cash payment for land access or community-hosted lodging), Use the “Missing Receipt Declaration” in Concur when necessary and provide: 

  • A written explanation of the expense, including date, amount, and purpose. 
  • The name and contact information of the Individual or Community (if appropriate). 
  •  Any supporting documentation (e.g., email confirmation, photo of posted rates). 

4. Cultural sensitivity 

  • Ensure all interactions respect Community protocols and agreements. 
  • When in doubt, consult your research ethics approval or contact the Office of Indigenous Relations for guidance.
 

Research Participant Payments to Indigenous Research Participants follows established Remuneration to Research Participants Procedure. This includes involvement such as participation in surveys, interviews, focus groups, or other research-related activities. This ensures participants are compensated fairly and respectfully for their time and contributions. Researchers are encouraged to consult the procedure early in the project planning phase to facilitate timely and appropriate payments.  

Honorariums – Please see  Honorariums (Human Resources)  

Payments to Individuals assisting Researchers 
Researchers may engage Individuals from Indigenous Communities who provide assistance (e.g., guiding, translation, cultural protocol support) but are not “Research Participants”. Please follow these payment guidelines: 


1. The nature of each engagement should be assessed on a case-by-case basis to determine the appropriate engagement and payment pathway. Depending on the circumstances, additional review by Procurement and/or Human Resources may be required to ensure the individual is engaged and paid in accordance with University processes and CRA requirements. 


2. Payments expected to > $500 CAD (cumulative per calendar year) 

  • The Researcher must submit a One-Time Payment Request through Human Resources. This ensures compliance with employment and tax regulations. 

3. Payments ≤$500 CAD (cumulative per calendar year) 

  • The Researcher may:  
    • Pay the individual out-of-pocket or via cash advance. 
    • Complete the Acknowledgement of Receipt of Remuneration ≤$500 and Self Declaration of Income Form to document the disbursement (best effort basis). 
    • Include the signed form with your expense claim in Concur to support the disbursement. 

4. Cultural considerations: 

  • Ensure payments align with Community protocols and any research agreements. 
  • When in doubt, consult the Office of Indigenous Relations. 

Payments to employees (including part time / casual employment such as project coordinators)– Please see Payroll and salary information for employees