Preceptors

Preceptor Invoice Form Download Link

The Department of Pediatrics compensates community fee-for-service pediatricians for the following four services to the Department's medical education mandate:

Getting Started:

The University of Alberta uses the Staff Service Center to compensate Preceptors for their activity.
In order to be paid through the Staff Service Center, Preceptors must have an active Vendor ID. Reach out to Finance at pedsfin@ualberta.ca to begin the process of obtaining a Vendor ID if you do not already have one.
Once a Vendor ID has been created for you, please follow the invoicing instructions listed below.

Invoicing for Preceptor Payments:

Step 1: Download and open the Preceptor Invoice Form in Adobe Acrobat or Acrobat Reader.

Step 2: Fill in the applicable personal information - The Vendor ID will be entered for you once you submit the invoice to Pedsfin@ualberta.ca. Ensure that the Date and Invoice No. fields have been auto-populated.

Step 3: Fill out the relevant Educator Activity table(s) with the services being invoiced.

Multiple dates can be entered into the Date of Activity field (e.g., "June 17, June 18, June 20-21, 2023"). Do not enter any weekends or statutory holiday dates as they are not eligible for payment.

Step 4: Enter your signature into the Signature field and fill out the Date Signed field.

Step 5: Once the invoice has been filled out, save it and email it to pedsfin@ualberta.ca for review.

Step 6: Once it has been reviewed by Peds Finance, you will receive an email informing you whether there need to be any changes made or not. Once any revisions have been made resend the invoice to pedsfin@ualberta.ca for final approval.

Rules and Policies:

Preceptors must have a Clinical Academic Colleague (CAC) appointment with the Department of Pediatrics prior to taking on students.
Please submit separate invoices for each month's services in order to be paid the following month.
Only services performed on weekdays will be accepted. You will not receive payments for weekends or statutory holidays.
All submissions must be made within 90 days of the Preceptor Activity performed, or the invoice will be rejected.
The University's Fiscal Year End is March 31st of each year. Any invoices submitted after March 31st containing educational activities in the previous fiscal year can not be accepted or processed.
Compensation for office-based teaching of eligible students/residents is paid on a time-based schedule. For example, payment for teaching is earned for each time period of teaching, and not for each student in that time period. Therefore, whether preceptors have one or multiple UAlberta learners in their private office at the same time, preceptors are compensated for only one time period.
Please ensure all fields are completed, including complete first/last names, and address if applicable, or your invoice will be returned and no payment will be issued.
Handwritten/paper invoices will not be accepted.
Invoices are sent for approval by the Pediatrics Education Team Lead on the 20th of each month. Any invoices received on or after the 20th of the current month will be sent for approval in the next month.
Once approved, the invoices will be paid by the Staff Services Center Team. Any invoices that are not approved will be communicated by the Finance team.
Payment terms are Net 30 from the time of final approval, meaning invoices will be paid on or before 30 days following the final approval date. Missing, incorrect, or incomplete info may result in further delays in payment.