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Queen's University

Approving Research Contracts in HR PeopleSoft

Once the contract is entered into PeopleSoft by the Departmental HR Administrator the electronic approval process called workflow, begins.

There are three steps in the approval process:

  1. Department Head electronic approval
  2. PI electronic approval
  3. Candidate approval indicating acceptance of the offer letter

All steps in the approval process must be complete prior to Payroll cut-off dates in order for the employee to be paid.

Remotely approving contracts

Contracts may be approved while on Queen’s campus or off campus on a secure Virtual Private Network (VPN) or Remote Desk Top connection. Information on how to remotely access PeopleSoft.

Notifications of contracts pending approval

Department Heads, PIs and designates receive one email listing all contracts pending approval entered into PeopleSoft within the previous 24 hours.

Sample Department Head email notification
Sample PI email notification

Designating authority to approve contracts

Principal Investigators may delegate the approval of contracts in PeopleSoft by completing FIN-FRM-008 Account Signing Authority.

Department Headsmay delegate the approval of Research Contracts in PeopleSoft by emailing requests to When submitting your request, please include the following:
  • Name and employee number of the designate
  • Department(s) the designate will approve contracts for
  • End date of access (if applicable)

Queen's Human Resources
Fleming Hall, Stewart-Pollock Wing
Kingston, Ontario, Canada. K7L 3N6.
T: 613.533.2070 | F: 613.533.6196