Wednesday, 10 December 2014

Payroll Updates

Payroll & Benefit Services would like to update you about pay dates for December, pay schedules for 2015, CPP and EI deductions, tax changes for 2015 and remind you about the upcoming lump sum payment for Support Staff.

O​ff-​C​ycle Payment: Fee Increase

Effective January 1, 2015, the fee charged to departments for an off-cycle payment will increase to $125 per payment. This fee applies to a payment requested by a department before the next regular cycle which occurs outside of the normal on-cycle semi-monthly or monthly pay schedule. The fee is not charged in cases where Human Resource Services is required to process off-cycle payments for normal business processes ( e.g., terminations, severances).

Tuesday, 9 December 2014

2015 Summer Student Employment Programs

The objective of government funded summer student employment programs is to support the creation of temporary jobs for full time students to provide work experiences. These opportunities provide benefits to both students and communities. There are three student employment opportunities available for students in 2015.

Appointment Dates: Moving from Support Staff to Academic or Vice Versa

If an employee is moving from a support staff position into an academic position or vice versa, Human Resource Services recommends that you begin the new appointment on either the 1st or the 16th of the month if possible. This timing aligns with the semi-monthly pay period and helps to ensure a smooth transition. Support and academic positions have different benefit and pension plans and switching an employee outside of a pay period creates challenges and unneeded work to reconcile the different plans. Please note this recommendation applies to both internal and external transfers to your department. Thank you for your cooperation. If you have any questions, please do not hesitate to contact employmentservices@ualberta.ca for further support.

Happy Holidays from Human Resource Services

With 2014 coming to a close and the holiday season drawing near, the staff in Human Resource Services wishes you a happy holiday and best wishes for a wonderful new year! May your holiday be filled with joy and laughter and may the cheer of the holiday season be with you throughout the year ahead.

Processing Overload Teaching

Full-time Faculty or full-time CAST members who teach additional courses on top of their regular responsibilities must be paid for the overload teaching as a salary supplement instead of creating a separate CAST contract. The salary supplement must be used regardless of whether or not the overload teaching occurs in their home department. For your reference, the pay "code" on the PAF for overload teaching is 175 (Sal Supp - Additional Teaching). Please note that this does not apply to Special Registrations. If you have questions about the process, please contact sylvia.currie@ualberta.ca.

Holiday & Winter Closure 2014/15

Human Resource Services would like to remind you that the university will be closed from Thursday, December 25, 2014 to Thursday, January 1, 2015. The university will resume regular hours on Friday, January 2, 2015. Please visit the Statutory Holidays and Winter Closure webpage for more information on upcoming statutory holidays and winter closure dates.

Thursday, 13 November 2014

Equity in Recruitment

To follow up on a recent session on Human Rights and Employment Equity Considerations in Recruitment, two new resources have been shared on the Employment Equity webpage which include a tip sheet on inclusive recruitment and human rights and a comprehensive list of equity definitions. To learn more about these topics, please register for next Human Right and Employment Equity Considerations in Recruitment session on Thursday, December 4.

Managing Staff Vacation Balances

Timely utilization of vacation by employees is an integral component of maintaining work life balance. It also reduces the impact of overly long vacations, large payouts and it reduces the University’s overall vacation liability. To meet these goals the University of Alberta is committed to the principle that vacation time should be utilized by its employees on an annual basis. Human Resource Services supports this principle by providing guidance and support to Faculties and Departments on vacation management and advises them on how to eliminate all substantial vacation balances in excess of one year’s accrual.

Lump Sum Payment for Support Staff

Support Staff who are actively employed by the University of Alberta on November 30, 2014 will receive a one-time payment up to a maximum of $400 which is subject to statutory deductions. Support Staff who worked full-time for the last 12 months are eligible for the full amount; others will be pro-rated. Lump sum payments will be paid to Support Staff via direct deposit on December 24. Resource Planning has confirmed that lump sum payments for base budgeted operating positions will be centrally funded. A one-time budget transfer will take place in January or February equivalent to the actual lump sum payments processed by Payroll & Benefit Services, Human Resource Services.

Thursday, 9 October 2014

Pre-Upgrade to HCM - Position Clean up

In an effort to assist the HCM upgrade project team and improve accuracy of position data, positions that are currently vacant and have not been filled for a set number of years will be ​inactivated on October 31, 2014. The ​positions we are targetting include all Regular (Continuing & Non-Established) positions that have not been filled within the last seven years and all Auxiliary positions that have not been filled within the last three years.

Faculty and Staff Orientation

We will be inviting new staff in your area to attend the next scheduled Faculty and Staff Orientation on November 18, 2014 from 9:00 a.m. to 3:30 p.m. Faculty and staff who have not attended orientation in the past are welcome to participate. Participants will receive an overview of the university’s mission and learn about essential services, key contacts and programs. Please encourage new employees in your area to learn more about the session and register via the Learning Shop at http://sldregistration.ualberta.ca/CourseDescription.do?courseid=7570

Equity in Recruitment Session

During this free session, participants will be introduced to human rights legislation, employment equity legislation, and U of A policy to assist them in meeting the University’s legal and ethical responsibility to ensure all applicants are treated fairly. Practical examples and scenarios relevant to both faculty and staff recruitment will be used to facilitate discussion. Visit the registration page for more information.

Support Staff: Spending Account Allocations

On January 1, 2015, eligible support staff members will receive a total allocation of $1,250 to divide between their Health Spending Account (HSA) and Personal Spending Account (PSA). On October 14, 2014 staff will be invited via email to allocate the $1,250 between their two spending accounts before the open enrollment window closes on November 15, 2014. Please visit the HRS website to learn more about the Personal Spending Account or Health Spending account. You can also contact your Pension & Benefits Advisor if you or staff in your area if you have any questions.

Wednesday, 8 October 2014

Influenza Clinics

Getting your flu vaccine is one of the most effective ways to prevent yourself from getting sick this flu season. All University of Alberta students, staff and faculty are eligible to receive a free influenza immunization during the annual campus immunization clinic. The Main Campus flu clinic runs in SUB from November 4 - 7, 2014. The clinics are made possible through a partnership with the Faculty of Nursing, Faculty of Pharmacy and Pharmaceutical Sciences, Students' Union, University Wellness Services and Human Resource Services. For more information, please visit the Flu Season webpage on the University Wellness Services website.

Celebration of Service Letters

The Celebration of Service will be held on November 28, 2014 to recognize all University of Alberta Faculty and Staff who have service dates reflecting 25, 30, 35, 40 or 45 years of service within the 2014 calendar year. Please note that this years honorees may include retirees, individuals approved for the Voluntary Severance Program or individuals whose positions have been disrupted. ​Our list may also include anyone who was inadvertently missed from the celebration last year. ​Letters listing this year’s honorees will be sent to departments in the coming weeks. If you have questions about the list of names on your letter, please inquire with Sarah Flower at 780-492-2249. ​

Friday, 3 October 2014

AEGS Information Sheets Updated

The AEGS Information sheets have been updated and are available on the HRS website. Please visit the Graduate Student Agreement Resources webpage to download a copy. If you have any questions, please contact Susan Buchsdruecker, Faculty Relations Officer, phone: 780-492-7813 or email: susan.buchsdruecker@ualberta.ca.

Tuesday, 30 September 2014

FEC Reference Manual Updated

The FEC Reference Manual has been revised for 2014; the updated version is available on the HRS Website. To download this version please visit: http://www.hrs.ualberta.ca/MyEmployment/FECManual.

Canada Savings Bonds:​ Payroll Savings Plan​ 2014

The Canada Savings Bonds Payroll Savings Plan allows salaried employees to contribute to the plan through automatic payroll deductions. The Payroll Savings Plan campaign begins on October 1, 2014 and runs until November 1, 2014. All salaried staff are eligible to sign up for the payroll deduction by visiting CSB Online Services.

Tuesday, 16 September 2014

Appointment Announcement: Executive Director, HR

Human Resource Services (HRS) is pleased to announce that Wayne Patterson was the successful candidate in our recent competition for the Executive Director, Human Resources position.

Celebrating Excellence

Help us celebrate excellence! Nominate an outstanding peer or a co-worker for the Support Staff Recognition Awards and the Achievement Award for APO, FSO and Librarians. The nomination window will be open until September 30, 2014. Successful candidates will be recognized at the Celebration of Service on November 28, 2014

Job Fact Sheet and Position Description Template

Compensation and Job Design (CJD) requests that departments use the current Job Fact Sheet and Position Description template when creating a new position or submitting an existing position for re-evaluation. The current templates can be found in the Forms Cabinet on the HRS Website in the Job Evaluation category. If you have any questions, please contact your CJD Consultant or email hrcjd@ualberta.ca.

Wednesday, 20 August 2014

Fall Appointment Reminders

Please download the Payroll Checklist for Employee Appointments to support you as you prepare for hiring this September. If you have any questions, please contact your Employment Advisor.

End Dates and Winter Closure

As you prepare to hire staff for the fall, please consider the impact of an employee’s end date on their eligibility to be paid for Winter Closure. Auxiliary and regular support staff need to work their last normal working date prior to winter closure and their first normal working day after the closure in order to be eligible.

A New Approach to Academic Salary Letters

On July 22, HRS launched a new online method for sending the academic staff salary letter to more than 2700 academic staff. Moving the salary letters into the online system has reduced ongoing costs to produce the letter and also eliminated the need for departments to print, sign and distribute the letter. For academic staff receiving the letters the online process is more convenient to access and they will be able to easily review historical salary information when needed.

Temporary Academic Merit Increment Process Change

HRS has implemented a new process for recording merit increments awarded to temporary academics into PeopleSoft, which have not historically been captured. To ensure Employment Service is aware that an increment has been awarded, please include a statement in the comments box of the PAF or ePAF. Including comments to explain the actions of a PAF/ePAF is encouraged under all circumstances.

Increase to Minimum Wage

Starting September 1,  Alberta’s minimum wage will increase from $9.95 per hour to $10.20 per hour. Anyone that has a current appointment with rates applicable to the AB Employment Standards Code will automatically be updated in Peoplesoft to reflect the increase.

Tuesday, 19 August 2014

New Manager for Organizational Health and Effectiveness

Earlier this year Human Resource Services began the process of merging Health Promotion and Worklife Services and Organizational Learning and Effectiveness. The managers of each of these units took voluntary severance, and we created a new manager position in the merged unit, Organizational Health and Effectiveness (OHE). HRS initiated a competition for the new position in July. The process is now complete and we are very pleased to announce that Gerry McCune has been appointed Manager of ​the new OHE team​ within HR Consulting Services.

Fall/Winter Hours Begin Sept 1

Fall/Winter hours begin on September 1, 2014 at the University of Alberta. Employees with a regularly scheduled workday of 8:00 a.m. to 4:00 p.m. will change to 8:30 a.m. to 4:30 p.m. Please contact Human Resource Services at General.Inquiries@ualberta.ca if you have any questions.

Friday, 15 August 2014

AEGS Collective Agreement Update and Associated Resources

The Office of the Provost and Vice-President (Academic) is pleased to announce that the members of the Administration and the Graduate Students' Association have reached a two-year compensation agreement for the period September 1, 2014 to August 31, 2016. Please see the Settlement Agreement and Summary of Amendments Memo for the full announcement.

Wednesday, 16 July 2014

Pass It On

Are there new HR staff in your area that should be receiving the Hiring and Managing Newsletter and other important updates from HRS? Please encourage them to subscribe to the HR Contacts mailing list.

HRS Update

Human Resource Services sent a communication about organizational structure and portfolio changes to our HR Contacts mailing list last week that will impact staff in HR roles on campus. If you missed this announcement we invite you to read the complete message which includes a link to our updated organizational chart and a summary of the responsibilities of each area.

NASA’s Annual Membership Breakfast

NASA’s Annual Membership Pancake Breakfast will take place on Wednesday, July 23, 2014, from 6:30 a.m. to 11:00 a.m. in Quad. NASA has asked that the university support this event by enabling members to participate. We encourage managers to be as flexible as possible in allowing staff to attend NASA’s annual breakfast while ensuring that the various functions of each area are available.

Tuesday, 15 July 2014

UAPP Rate Increase

The Universities Academic Pension Plan (UAPP), contribution rates increased on July 1, 2014 for UAPP members and the employer.

Thursday, 12 June 2014

Managing Staff Vacation Balances

Timely utilization of vacation by employees is an integral component of maintaining work life balance. It also reduces the impact of overly long vacations, large payouts and it reduces the University’s overall vacation liability. To meet these goals the University of Alberta is committed to the principle that vacation time should be utilized by its employees on an annual basis. Human Resource Services supports this principle by providing guidance and support to Faculties and Departments on vacation management and advises them on how to eliminate all substantial vacation balances in excess of one year’s accrual.

Annual Academic Salary Letters: New Process​

Annual academic salary increase letters will now be available to academic staff online in late July. Although Academic Services will no longer produce electronic letters for Faculties/Departments, ​the salary change excel spreadsheet that ​confirms all salaries for all academic staff in their unit as at July 1, 2014 will continue to be provided. As the letters will be available in a self-service manner, Faculties/Departments will no longer be required to distribute the letters to academic staff or return copies back to HRS. Further information regarding this new process and online service will be provided to Faculties/Departments and to academic staff in July.

Finance Benchmarks Available

The Benchmarks & Sample Job Fact Sheets web page includes job fact sheets and organizational charts representing a sampling of support staff positions on campus from a variety of categories. The Finance category is now complete and has been posted for your reference. More categories are under development and will be added to the web pages as they become available. Please contact Compensation & Job Design if you have any questions.

Thursday, 15 May 2014

REVISED: Consent to Collect and Verify Information Form

When recruiting into any position, whether it be a dean, department receptionist or a laboratory technician, it is important to conduct reference checks in order to obtain a better sense of candidate suitability for your area as well as the the University as a whole. The language on the Consent to Collect and Verify Information form has been revised to capture all positions that exist at the University. Ensure you have the revised Consent to Collect and Verify Information form for your candidates to sign prior to checking their references. This form can be found in the HRS Forms Cabinet under Recruitment. If you have any questions, please contact Recruitment Services.

Territory Payroll Tax

As a result of the Payroll Tax Act (1993), individuals working in either the Northwest Territories or Nunavut are required to pay the respective territory’s 2% Payroll Tax. The payroll tax must be deducted from the employee at the time of payment.

Wednesday, 23 April 2014

Spring/Summer Hours Begin May 1

Spring/Summer hours begin on May 1 at the University of Alberta. Employees with a regularly scheduled work day of 8:30 a.m. to 4:30 p.m. will switch to 8 a.m. to 4 p.m. The university will return to Fall/Winter hours on September 1.

Thursday, 10 April 2014

Recurring Term and Sessional Staff: Continuing Benefit Coverage

Human Resource Services (HRS) has updated Recurring Term and Sessional Staff benefit coverage processes to improve our service to Recurring Term and Sessional Staff during non-employment periods.

Stat Holiday and Winter Closure Webpage Updated

The Statutory Holiday and Winter Closure webpage has been updated and now includes dates for the remainder of 2014 and all of 2015. Visit the webpage to view the new dates.

Spring/Summer Hours Begin May 1

On May 1 Spring/Summer hours begin at the University of Alberta. For employees with a regularly scheduled work day, 8:30 a.m. to 4:30 p.m., hours will change to 8 a.m. to 4 p.m. The university will return to Fall/Winter hours on September 1.

Voluntary 5-Day Personal Leave Plan

The Voluntary 5-Day Personal Leave Plan offers the opportunity for eligible employees to take additional leave while producing a cost savings to individual departments or units. The deadline for faculty and staff to submit their applications for approval is April 30. Once the applications are approved, please submit them to Human Resource Services by May 31, 2014. Please contact your Employment and Pay Advisor if you have any questions.

Monday, 31 March 2014

Stat Holiday and Winter Closure Webpage Updated

The Statutory Holiday and Winter Closure webpage has been updated and now includes dates for the remainder of 2014 and all of 2015. Visit the webpage to view the new dates.

Wednesday, 26 March 2014

Voluntary 5-Day Personal Leave Plan

The Voluntary 5-Day Personal Leave Plan offers the opportunity for eligible employees to take additional leave while producing a cost savings to individual departments or units. Employees who participate in the program apply for five days of leave without pay and have the cost of the leave deducted in equal installments over the twelve month plan period beginning in July 1 and ending June 30. Please visit the Plan webpage on the Human Resource Services website for a description of the plan, application forms, and application deadlines.

Wednesday, 12 March 2014

Employment Equity Week, March 17 - 21, 2014

Next week is Employment Equity Week: attendees can participate in a week’s worth of interesting, informative, and thought provoking sessions raising awareness about diversity and equity. There is no cost to attend and registration is helpful but not mandatory. Join us to be informed, engaged, and inspired.

Payroll Updates

Payroll Operations would like to update you on new rates for Support Staff Salary Scales that take effect on April 1, inform you about changes to the Semi-Monthly Pay schedule, and confirm the dates for this year’s Fiscal Year End GL Distributions.

Revised PREPD Form for APOs

The proposed changes to the PREPD form have been ratified and implemented. The revised form is available in the HRS Website’s Form Cabinet: PREPD Annual Report.

T2200 - New Webpage

To follow up on a previous article titled T2200 - Should You Sign? in the January newsletter, Human Resource Services has created a web page called Form T2200 - Declaration of Conditions of Employment. The webpage has been developed to provide support for both the employee and department to understand the guidelines in place for the T2200. Please note that this page is also available under the Pay and Tax Information section of the HRS website for employees to access.

University of Alberta Recognition Awards

The University of Alberta is fortunate to have dedicated Faculty and Staff who regularly make valuable contributions to our vibrant and supportive learning environment. We have the opportunity to nominate these outstanding individuals for the President's Achievement Award, the Excellence in Leadership Award, or the Excellence in Learning Support Award which are currently open for submissions. Please visit recognition programs to learn more about these awards and download the nomination forms.

Monday, 3 March 2014

Employment Equity Week: March 17 - 21, 2014

Members of the University community are invited to attend Employment Equity Week. Come explore the exciting possibilities that Valuing Diversity - Advancing Equity brings to the U of A. There is no cost to register. Join us to be informed, engaged, and inspired.

Tuesday, 4 February 2014

February is Bullying Prevention Month

Join us from February 3 to February 26 as the University of Alberta hosts Bullying Prevention Month at the University of Alberta. This initiative is an opportunity for students, staff and faculty members to learn more about both the impacts and resources for dealing with bullying on campus.

Wednesday, 29 January 2014

Online Tax Slips Available Feb 10

The 2013 tax slips for current and former employees will be available online in Bear Tracks starting February 10, 2014. For more information please visit the Tax Slips webpage or contact your Employment and Pay Advisor.

Thursday, 16 January 2014

Reminder: Revised Labour Market Opinion Application Form

Last week, Academic Services: Immigration sent out a message to notify you that Employment and Social Development Canada (ESDC) has revised the Labour Market Opinion Application form and is no longer accepting the old version of the form. Please read the previous message for more information or visit the Labour Market Opinion webpage to download the updated form.

Changes in Health Promotion & WorkLife Services

Melanie Goroniuk, Manager, Health Promotion and Worklife Services (HPaWS) has decided to leave the University under the Voluntary Severance Program (VSP). Gerry McCune has been retained on a six month contract to facilitate the development of an action plan arising out of the HPaWS Review completed earlier this year, and to provide leadership to the HPaWS team on an interim basis. Val Hunter and Giles Rieger will work closely with Gerry as key contacts on the program and rehabilitation side respectively. We would like to thank Melanie for her hard work and dedication during her time at the ​University and wish her well in her future endeavours.

Tax Slips: 2013 Update

Payroll Operations has several tax related updates such as tax slip availability, information about payments that are included in the 2013 T4, and a reminder that the Personal Spending Account is a taxable benefit.

Payroll Updates

Payroll Operations would like to update you on the 2014 payroll deadlines, and ask for your help to clear the payroll suspense account.

T2200 - Should You Sign?

Employees, particularly academic staff, may ask you to sign a completed T2200 income tax form which allows them to declare expenses that relate to the terms and conditions of employment that are not reimbursed by an employer (e.g., home office, cell phone, travel expenses).

Monday, 6 January 2014

Revised Labour Market Opinion Application Form

Employment and Social Development Canada (ESDC), formerly known as Human Resources Skills and Development Canada (HRSDC), has revised the Labour Market Opinion application form. Effective immediately, only the revised Labour Market Opinion application form will be accepted by ESDC. As of January 1, 2014, any application that was submitted using the old form will need to be re-submitted using the new form. The Foreign Academic Recruitment Summary (FARS) application form was not affected by this change.