Sonia: Mentor Payments

Introduction

Some programs pay their mentors for supervising their students. Each program is unique in how they calculate the amount due to the mentor and what information they need.

Most often, mentor payments are based on one or more of these criteria:

• Number of students supervised
• Number of hours or days they provided supervision
• Type of experience supervised
• Flat rate per student or per hour

Getting started

As mentors are assigned to placements, and placements take place within a placement group, mentor payment settings must also be defined within a placement group.

NOTE: As with other placement settings, these can be defined in School Options so as to be default for all placement groups; however, if the settings differ by placement group, they will need to be defined within each placement group as below.

In the placement group, click the Settings cog button > choose Placement Settings > click the Payments tab on this page.

Explanation of options:

• The “Sonia default” is $20 (USD) without regard of placement duration or number of students.
• The “rate per student” in the second option above calculates the student’s placement duration (i.e., number of Approved hours or days) times the “flat rate” indicated under “flat rate”.
• Flat rate per student calculates the “flat rate” times the number of students assigned to the mentor in this placement group.
• Flat rate is the amount paid to the mentor regardless of duration or number of students supervised.

Coordinator payments

In this scenario, the Coordinator is a “site coordinator”, the person at the site who may have arranged the placements. If this person should not receive payment, mark 0 as their flat rate.

Creating the invoice

In the placement group, navigate to the Payment and Fees button, and choose Mentor Payments.

The rows listed on this page are placement requests with assigned mentors.

To create an invoice, follow these steps:

1. Click the black + at the left of the row
2. Verify the Duration is correct if the payment is based on Duration
3. Check the Invoice box
4. Click the green + at the right

5. Complete the fields on the window that opens:
   1. Invoice number will be assigned by default
   2. Invoice date defaults to the current date
   3. Processed by defaults to the person logged in
   4. Enter an Account Code from which the funds should be withdrawn
   5. Enter telephone and email address of the University staff responsible for this invoice
   6. Payment ref. number, Payment date, and Invoice note are optional
6. If the person creating the invoice has authorization permission, click the Authorize button at the bottom left and then OK.
   1. The “authorise invoices” permission is on the placement officer’s record > Invoices tab.

Viewing/printing the invoices

Check the box on individual or multiple rows, and click the magnifying glass icon to view the invoice(s). You can then select to view a single report or a combined report. The combined report will have each site on a separate page.

This report can then be printed and either sent to the site to submit to the University for payment, or the placement officer can send to the Finance Office directly.