Wednesday, 19 December 2018

Canada Pension Plan (CPP) and Employment Insurance (EI) Deduction 2019

Contributions to CPP and EI will recommence on January 1, 2019 for those who had reached the 2018 maximum contribution amounts. These statutory deductions will continue until you have reached the yearly maximum contribution amounts for 2019. Please refer to the Statutory Deductions web page for the 2019 deduction rates and annual contribution limits. The CPP employee limit is $2,748.90 and the EI employee limit is $860.22.

Thursday, 6 December 2018

SIN/Work Permit Updates

The University of Alberta is legislatively required to collect SIN numbers and submit them to Canada Revenue Agency (CRA) for tax reporting purposes. If we do not properly collect and submit SINs, the university could face substantial fines from the Federal Government. Please remind staff and students to contact Human Resource Services (HRS) to update SIN numbers.

Valid work/study permits are a mandatory condition of employment. It is not permissible to work with an expired work/study permit. Loss of your eligibility for employment in Canada or a failure to provide confirmation of your eligibility for employment in Canada (i.e. work permit and/or permanent or temporary residence visa) will render an appointment null and void. HRS will stop all payments due or payable to an employee without proof of valid work/study permit.

Holiday and Winter Closure 2018-2019

Human Resource Services would like to remind you that the university will be closed from Tuesday, December 25, 2018 to Tuesday, January 1, 2019. The university will resume regular hours on Wednesday, January 2, 2019. Visit the Statutory Holidays and Winter Closure web page for more information.

2019 Pay Schedules Posted

The pay schedule documents for 2019 have been updated and are now available on the Pay Period Schedules web page of the Human Resource Services website. In an effort to streamline and effectively manage the processing of electronic and paper Pay Action Forms (PAF's), HRS has introduced revised payroll deadlines. The Payroll Dates Google calendar will be updated shortly.

Wednesday, 5 December 2018

Position Information Form Process Updated

The process for submitting the Position Information Form (PIF) has changed, as both the Employment Services and Job Design and Evaluation teams within Human Resource Services share responsibilities surrounding position management.

No Cheque Pick-up Over Winter Closure

A reminder for those who have not signed up for direct deposit: there will be no cheque pick-up from Tuesday, December 25, 2018 to Tuesday January 1, 2019. Staff who are paid semi-monthly may pick up their cheque on the December 24 payday. Payday for staff who are paid monthly will be on December 28, so the next available cheque pick-up day will be Wednesday, January 2, 2019.

Learn how to receive your cheque as a direct deposit by visiting the Direct Deposit web page.

Friday, 30 November 2018

Benefits Fraud: Real Crime, Real Consequences

Sun Life is the institutional provider for health and dental benefits. As a partner of the Canadian Life and Health Insurance Association (CLHIA), Sun Life is supporting a new education campaign to raise awareness on ways to avoid becoming involved in health and dental benefits fraud, and the consequences of involvement.

Thursday, 29 November 2018

NASA Celebrate the Season Mixer

The Non-Academic Staff Association (NASA) is holding their annual NASA Celebrate the Season mixer on Thursday, November 29 at the University Faculty Club. Members are encouraged to attend from 2:30-4:00 p.m. or from 4:00-5:30 p.m. The event will provide U of A support staff a chance to intermingle between departments, network and build campus community. This year marks NASA's 40th year as the certified bargaining agent for Non Academic Staff here at the University.

NASA hopes that the University will recognize the value of this staff appreciation event and help celebrate our support staff and the work they do. Should schedules allow and operational conditions permit, please consider allowing the time away for any support staff requesting to attend the event this afternoon.

Thank you

Tuesday, 13 November 2018

Change to Worker’s Compensation Board (WCB) Reporting Procedure

Starting November 1, 2018, Homewood Health and Organizational Development, Equity and Health (ODEH) have changed the way Human Resource Services reports incidents to the WCB. Please continue to complete the Employer's Report and fax the report to both WCB and ODEH. However, you DO NOT need to complete an online notification (OLN) for WCB cases. ODEH will work directly with WCB adjudicators and Case Managers on employee claims and return to work planning.

Wednesday, 7 November 2018

Interim Staffing Solutions

Interim Staffing Solutions (ISS) is a temporary staffing program offered by Human Resource Services that supports all units at the University of Alberta. The purpose of ISS is to provide quality temporary administrative staff to help support your office needs when it comes to vacation coverages, illnesses, resignations, peak periods, or special projects for a nominal cost. The duration of ISS assignments can range anywhere from a day to a year.

Tuesday, 6 November 2018

Four Months of Inactivity for Hourly Support Staff

Regardless of whether a support employee is hourly or salaried, a termination eform is required to end the appointment, should an employee cease working, as a Record of Employment (ROE) is required. If the inactivity is due to an approved leave, a leave form is required to place the employee on the leave and to generate a ROE. As a reminder, hourly support staff with no activity for four months or greater will have their appointment ended.

Mass Approval of Outstanding Time Transactions

All outstanding time approval transactions for salaried support staff will be processed on the last semi-monthly pay confirm date of the calendar year. This year's last semi-monthly pay confirm date is December 18, 2018. This annual process ensures outstanding time transactions are applied to the correct calendar year, and allows for the next year's leave accruals to be loaded. Outstanding time approval transactions for hourly support staff will be processed on the same pay confirm date as normally scheduled.

Friday, 2 November 2018

Permanent Resident Card Renewal

Please remind permanent resident card holders in your area to renew their cards six months prior to the expiry date. Lengthy processing times may hinder their travel plans. Without a valid permanent resident card, a Permanent Resident Travel Document is required before being permitted to board a flight to return to Canada.

Hiring a Study or Work Permit Holder

Foreign students who hold a valid study permit must be registered and actively engaged in full-time studies at the University of Alberta to work on campus. Before hiring a study or work permit holder, faculties/departments must contact Immigration Services.

Thursday, 1 November 2018

Learning Opportunities at the Technology Training Centre (TTC)

Are you looking to improve your Excel or Project Management skills? Maybe you want to learn Photography? The TTC offers 1-2 day courses on the software applications you need to be more efficient in your role. The courses are also a great way to expand your skill set and try something new. Located in B-11 Cameron Library, get the training you deserve right on campus. Learn more about the TTC’s course offerings at uab.ca/training. For more information or inquiries, contact 780-492-1397 or training@ualberta.ca.

Thursday, 25 October 2018

Compensation Disclosure Exemption Application

The University of Alberta is required to disclose the name, position, compensation, non-monetary benefits and severance for all employees whose total earnings plus severance exceeds a threshold of $129,809 for the 2018 calendar year.

If the disclosure could unduly threaten the safety of an individual, that individual can apply for an exemption from the disclosure. The deadline for application for exemption from the 2018 disclosure list (published on or before June 30, 2019) is November 1, 2018.

Read more about the exemption process and access the application form on the Compensation Disclosure Exemption Process web page.

New Faculty and Staff Orientation - Fall 2018

Please encourage new employees in your area to attend the upcoming New Faculty and Staff Orientation event, held on November 20, 2018 from 9:00 am to 3:30 pm. Participants will receive an overview of the university’s mission and learn about essential services, key contacts and programs. All faculty and staff who have not attended this event in the past are welcome to participate. Employees can learn more and register by visiting the New Faculty and Staff Orientation Event web page.

Thursday, 11 October 2018

HRS Information Session - September 2018 Materials

HRS hosted online information sessions in late September and early October for HR practitioners on campus. Thank you to everyone who attended. We made a recording of the session for those who weren't able to attend.

Support Staff Overtime Resources

It is the responsibility of the department to ensure that Alberta Employment Standards and/or the terms of the Collective Agreement are followed to determine overtime. This includes ensuring that overtime is:
  • authorized before it is worked, and that it is mutually agreeable to both Employer and the employee (except in cases of emergency);
  • tracked, calculated and paid at the appropriate rates and schedule; 
  • calculated in the same manner where an employee has opted to take banked overtime as compensatory time off in lieu.

Supporting Staff Health Recovery

We all have roles and responsibilities to work collaboratively with faculty and support staff members when there are medical issues that impact their ability to perform duties and/or to be at work. The university in partnership with Homewood Health Inc. (HHI) provides services and resources to support the health recovery and ensure a safe, healthy, sustainable return to work and/or stay at work for all staff.

New Hires Using Google For The First Time or Looking For Google Tips?

New hires can visit IST’s Google training toolkit to find out how to switch from Microsoft and uncover all the tips they'll need to make the most out of their UAlberta G Suite account. The Google training toolkit contains valuable resources like Google’s 7-Step Quickstart Guide to becoming a G Suite whiz. They can also install the G Suite Training Chrome extension, a personal interactive coach for every G Suite application!

Mental Health Session: The Working Mind

The Working Mind is an education-based program designed to raise the awareness and reduce the stigma associated with mental health in the workplace. Facilitated by the Mental Health Commission of Canada instructors, this session is specific to managers and supervisors. The session speaks specifically to workplace accommodations and return to work, observing changes in behaviours of staff, appropriate actions to take and communicating with staff about mental health/illness in a workplace setting.

Celebration of Service 2018

The Celebration of Service will be held on November 13, 2018 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 2018 calendar year. Letters listing this year’s honorees will be sent to departments in the coming weeks.

EDI Table Talks: Poverty and Employment

EDI Table Talks are informal opportunities to discuss about topics on respect and inclusion in the workplace. This month, the University of Alberta United Way campaign is raising funds for over 100 programs and services centered around poverty. We often discuss ways in which people are not included in the workplace, but we don’t often discuss how poverty can be a barrier to full inclusion. Colleagues in Equity, Diversity, Inclusion, HRS invite you to an interactive dialogue and reflection on poverty and employment. Topics may include: Class, working poor, recruitment and retention, multi-generational effects, workplace dynamics, or topics that emerge during conversation. Light refreshments provided.

Friday, 5 October 2018

Support Staff: Spending Account Allocations

On January 1, 2019, 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). Beginning October 11, 2018 staff will be invited via email to allocate the $1,250 between their two spending accounts before the open enrollment window closes on November 12, 2018.

Staff not electing to make a choice on spending account allocations by November 12, 2018 will be allocated $1,000 to HSA and $250 to PSA.

More information about the Personal Spending Account or Health Spending account can be found on the Supplementary Health Care: Support Staff web page. You can also contact your Pension & Benefits Advisor if you have any questions.

Tuesday, 2 October 2018

Increase to Minimum Wage

Starting October 1, 2018, Alberta’s minimum wage will increase from $13.60 per hour to $15.00 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.

As "75% of Step 1" may be be less than minimum wage at some grades, you can not pay less and will need to adjust the percentage accordingly. If you have any questions, please contact employmentservices@ualberta.ca.

Friday, 14 September 2018

September 2018 PSPP Report to Members

The Public Service Pension Plan Report to Members for September 2018 is now available. Read a Q&A with the board chair, plan updates, a member's perspective, get to know the investment committee and Alberta Pension Services and learn about the changes that come with retirement.

Thursday, 13 September 2018

Job and Organizational Design Working Title Change

The working titles for the Job and Organizational Design (JOD) team will be changed from, Job and Organizational Design (JOD) Consultant/Advisor to Job Design and Evaluation (JDE) Consultant/Advisor, effective immediately. The new working title more closely aligns with our work and the core needs of the client.

Transition of Support Staff Job Posting Duties

The Compensation, Talent Acquisition and Workforce Planning unit in Human Resource Services has formally transitioned the review of support staff postings within the Recruitment and Advertising Database (RAD) to the Job Design and Evaluation (JDE) Advisors. This is another step toward aligning job evaluation and recruitment services in a way that creates efficiencies, improves service delivery, and better addresses client needs. The intent is to continue to build strong relationships with clients, and leverage the job knowledge obtained through the job evaluation process to expedite job posting review.



Careers Day 2018: Call for Volunteers

We are excited to announce our participation in Careers Day 2018 on Wednesday, September 26, 2018. This is a great opportunity to lay the foundation of the University of Alberta as an employer with students, and build future talent pipelines. We will require volunteers to work at the booth. Any individuals interested in sharing their experience working at the University of Alberta should contact Anjali Robbins.

Tuesday, 11 September 2018

Development for High Performing Support Staff

The U of A Advantage program is a personal leadership program designed specifically for UAlberta support staff who are seriously interested in investing in their professional development. It is a unique opportunity that provides practical and high-level learning experiences leading to enhanced job performance and personal leadership development.

Workplace Impairment Policy Development

With the advent of cannabis legalization, many organizations, including most post-secondary institutions in Canada, are developing a comprehensive policy to address impairment and safety in the workplace. At the University of Alberta, work is underway to develop a Workplace Impairment Policy.

Monday, 10 September 2018

Cannabis Impairment in the Workplace Info Session

Human Resource Services is pleased to present our second session on Impairment in the Workplace. Dr. Sealey will discuss the use of cannabis in a workplace setting from the perspective of a clinician involved in the medical use of cannabis as well as being on the front lines of education and awareness around cannabis. The morning session is dedicated to managers, supervisors, and those in leadership positions. For more information visit the Workplace Impairment Policy Development web page.

Monday, 27 August 2018

Fall/Winter Hours Begin September 1

On the first day of September the University of Alberta switches from spring/summer hours to fall/winter hours. Employees working regularly scheduled spring/summer hours of 8:00 am to 4:00 pm will switch to working fall/winter hours of 8:30 am to 4:30 pm.

Please contact Human Resource Services at general.inquiries@ualberta.ca with any questions.

Wednesday, 15 August 2018

GSA Appointments Effective September 1, 2018

With the Graduate Student Assistantship Collective Agreement still under negotiations, departments are advised to continue processing assistantship appointments (pay action forms and eForms) using the 2017-18 published stipend rates. If you haven't already prepared appointment letters commencing on or after September 1, 2018, please add "subject to 2018 negotiations" after the salary amount.

If you have any processing questions, please contact payrolloperations@ualberta.ca.

Entering General Illness in PeopleSoft HCM

A reminder that general illness absences are to be entered by either the employee or the departmental time keeper each pay period using PeopleSoft HCM. Please refer to the Time Keeper tool kit for further details. To review general illness hours entered, please use the Quick Reference Guide for Time and Labour Audit Procedures. These reports should be run by the time keeper/HR department contact each pay period, as it is the responsibility of the department to ensure all hours are entered and processed correctly.

Please contact your Departmental HR Contact or employmentservices@ualberta.ca should you have any questions.

Wednesday, 11 July 2018

Update on De-designation of Management and Professional Staff (Excluded)

On July 1, 2018, approximately 190 positions responsible for managerial or confidential labour relations functions as per criteria established by the Alberta Labour Relations Board were de-designated and are now considered Management and Professional Staff Excluded (MAPS) positions. The University consulted with Association of Academic Staff: University of Alberta (AASUA) in accordance with Section 60 of the Postsecondary Learning Act before the de-designation took effect.

The appointment of MAPS employees is governed by The Handbook of Terms and Conditions of Employment for Management and Professional Staff (Excluded).

For more information about de-designation, please visit Excluded Management and Professional Staff (MAPS) De-designation Information.

Tuesday, 10 July 2018

Entering Paid or Banked Overtime in PeopleSoft HCM

When entering paid or banked overtime in PeopleSoft HCM, hours should be entered according to the minimum compensation rates as required by the NASA Collective Agreement or Employment Standards (whichever is applicable). Please see the support and student employee types web page for additional information.

Mental Health First Aid

Mental Health First Aid (MHFA) is the help given to someone developing a mental health problem or in the midst of a mental health crisis. The course is intended for staff members who, in their current role, have regular and ongoing dealings with staff and students. Each participant will receive a resource manual and, on completion of the training, a certificate.

New Faculty and Staff Orientation

We invite new employees to attend the upcoming New Faculty and Staff Orientation on Tuesday, August 14, 2018 from 9:00 a.m. to 3:30 p.m. All faculty and staff who have not attended the New Faculty and Staff 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 to register via the Learning Shop.

Non-Academic Staff Association Breakfast

NASA’s annual membership breakfast will take place on Wednesday, July 18, 2018, 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 while ensuring that the various functions of each area are available.

Friday, 6 July 2018

Alberta Occupational Health and Safety Legislation Has Changed

The Alberta Occupational Health and Safety (OHS) Act establishes minimum standards for healthy and safe practices in Alberta workplaces. The Act has been amended, effective June 1, 2018. Key updates include:
  • Changes to the purpose of the Act (to include psychological hazards and social well-being)
  • New roles and responsibilities in the workplace
  • Provision of worker rights (right to refuse dangerous work, right to know, right to participate)
For more information about the new Act and how it will affect the university, visit the Environment, Health & Safety website.

Thursday, 5 July 2018

Annual Support Staff and APO, FSO and Librarian Recognition Awards

Do you have an outstanding peer or a colleague deserving campus wide recognition? Consider nominating them for the Support Staff Recognition Awards or the APO, FSO and Librarian Recognition Award. The nomination window is July 1 to September 30, 2018. Successful candidates will be recognized at the Celebration of Service Tuesday, November 13.

Thursday, 14 June 2018

Enriching Professional Development and Creating Pathways for Career Mobility

As we continue our important work supporting FPG Objective 15 (Fostering a culture of excellence by enriching learning and professional development opportunities for staff, faculty and postdoctoral fellows) and FPG Objective 3 (creating pathways for career mobility), Human Resource Services and the Objective 15 steering and working groups along with the Support Staff Career Progression Working Group request your support as we solicit input to understand the professional development and career progression needs and experiences of our faculty, staff and postdoctoral fellows.

Workplace Impairment Policy Development

With the advent of cannabis legalization, many organizations, including most post-secondary institutions in Canada, are developing a comprehensive policy to address impairment and safety in the workplace.

Bill 30 WCB Changes Seminar

Workers' Compensation Board (WCB) is making changes to the Act that governs work site injuries. As part of effective medical recovery and disability management, the new changes highlight the requirement and importance of returning an injured workers as soon as medically possible to suitable employment. The following WCB workshop will assist in understanding some of the new changes.

Effective September 1, 2018 Appointment Letters for Casual Support and Excluded Student Appointments are Mandatory

Appointment letters will be mandatory for all casual support and excluded student appointments dated September 1, 2018 and later on a go-forward basis. This includes extensions related to employment types.

Use eForms to Submit ATS, TAPS & TRAS Merit Increments

Mid-appointment Merit increments for temporary academic employees including ATS, TAPS and TRAS can now be submitted by an eForm. Please see the following Quick Reference Guide for eForm Merit Increments for instructions.

Entering Statutory Holiday Pay in PeopleSoft HCM

When entering time in PeopleSoft HCM, no hours should be entered for a statutory holiday unless the employee has worked that day. If the employee has not worked, please leave the field blank. To review hours entered, please use the Quick Reference Guide for Time and Labour Audit Procedures. It is the responsibility of the department to ensure all hours are entered and processed correctly. Please contact your Departmental HR Contact or employmentservices@ualberta.ca should you have any questions.

Hiring Process for Special Sessions Courses

A reminder that the hiring process for Special Sessions courses is managed separately from the process for funding reimbursement. Departments must hire employees to teach Special Sessions courses in the same way they would hire these individuals for regular fall and winter terms. Please see the Hiring for Special Sessions web page for further details. Please contact employmentservices@ualberta.ca with any questions.

Academic Appointments

Just a reminder that if you are offering academic appointments effective July 1, 2018 or later, please include the phrase "Subject to 2018 Negotiations" after "per annum or base salary" on the salary line of the applicable appointment letter.

Processing Overload Teaching

Full-time faculty or full-time Academic Teaching Staff (ATS) 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 ATS contract. The salary supplement must be used regardless of whether or not the overload teaching occurs in their home department.

Wednesday, 30 May 2018

Cannabis Impairment in the Workplace Workshop

Human Resource Services and Homewood Health have partnered to present a workshop on "Cannabis Impairment in the Workplace". Dr. Brendan Adams will discuss scientific studies and their outcomes and impact on the private sector as well as the development of corporate policies with particular attention to safety sensitive work.

Two workshops will be offered on June 15, 2018 in the Glacier Room, Lister Centre. 

The morning session held from 10:30 am to noon will speak to managers, supervisors and those in a leadership role. For details and registration visit: https://sldregistration.ualberta.ca/CourseDescription.do?courseid=8572.

The afternoon session held from 1:00 to 2:30 pm is open to all interested faculty and staff. For details and registration visit: https://sldregistration.ualberta.ca/CourseDescription.do?courseid=8574.




Thursday, 17 May 2018

Recruitment Policy Update: Definition and Category of Academic Staff

The procedure under the UAPPOL Recruitment Policy (Appendix A) Definition and Categories of Excluded Employees, Postdoctoral Fellows, Academic Colleagues and Excluded Academic Staff was amended to reflect new and updated categories and definitions of staff:

Thursday, 10 May 2018

HRS Information Session - May 2018 Materials

HRS hosted an online information session in the first week of May for HR practitioners on campus. Thank you to everyone who attended. We recorded the session for those who weren't able to attend and have compiled answers to questions that came up during the session.

Advancing Equity, Diversity, and Inclusion (EDI)

"For the Public Good" articulates the University of Alberta's commitment to advancing the principles of EDI throughout the Institution. EDI is also one of the values in the HRS Strategic Plan 2018-2023 "Engage People - Empower Community - Foster Excellence". Through coaching, consulting, and educational opportunities, advisors in HRS can assist you in applying EDI principles to achieve dynamic, innovative, and results oriented teams. Visit the Equity, Diversity and Inclusion web page for more information.

Thursday, 3 May 2018

Applied Suicide Intervention Skills Training

As you are most likely aware, the University has been offering Mental Health First Aid (MHFA) training to faculty and staff for the past decade. With increasing awareness of mental health, we have identified an opportunity to provide specific suicide intervention training for individuals who, as a result of their role, frequently interact with students, faculty and staff. Human Resource Services, in partnership with the Office of the Dean of Students, are pleased to provide Applied Suicide Intervention Skills Training (ASIST). The goal of the program is to enable one to feel more comfortable, confident and competent in helping to prevent the immediate risk of suicide and referring individuals to qualified resources.

Wednesday, 25 April 2018

Biometrics Requirement for Foreign Nationals Starting Summer 2018

Foreign nationals invited to campus will be required to give their fingerprints and a photo (biometrics) when applying for a visitor visa, study or work permit (except U.S. nationals), or permanent residence from outside of Canada. As of:
  • July 31, 2018 applicants from Europe, the Middle East and Africa require biometrics
  • December 31, 2018 applicants from Asia, Asia Pacific and the Americas require biometrics 
Depending on citizenship, this may impact foreign nationals in the process of coming to campus.

Reminder: Spring/Summer Hours Begin May 1

On May 1 the University of Alberta will switch to our regular spring/summer hours. Employees working regularly scheduled fall/winter hours of 8:30 am to 4:30 pm will switch to working spring/summer hours of 8:00 am to 4:00 pm. 

Please contact Human Resource Services at general.inquiries@ualberta.ca if you have any questions.

Tuesday, 17 April 2018

Benefit Rate Changes Effective April 1, 2018

Effective April 1, 2018, the employer paid monthly premium rates for benefits have changed as outlined in the following table:

Academic and Support Staff
Benefit Plan
Benefit Rate
Academic and Support Staff
Supplemental Health Care
Increase
Dental
Optional Dependent Life  
EFAP
No Change
Critical Illness
Travel AD&D
Occupational AD&D
Academic Staff
Long Term Disability
No change
Support Staff
Long Term Disability
Increase

Supplemental health and dental premium rates are now reflected as blended rates rather than single and family with the exception of premium rates for temporary academic agreements under 12 months. The blended rates are determined on the basis of the benefit costs across the academic and support staff groups without differentiating employees who are single or with dependents.

More information on the current benefit rates can be viewed on Benefits Overview. If you have any questions, please contact your Pension & Benefits Advisor in Human Resource Services.

Wednesday, 11 April 2018

Keeping the Community Updated on PeopleSoft HCM

A website has been created to provide the University's HR community with regular updates related to PeopleSoft HCM. Visit the PeopleSoft HCM Community Update website to find the latest information about current HCM issues, enhancements and other resources.

Administering the Voluntary 5-Day Personal Leave Plan

The Voluntary 5-Day Personal Leave Plan is now open for academic staff, excluded staff and, once again, support staff. Eligible staff must submit applications to their manager or department head for approval by May 11, 2018. Once reviewed and approved, applications must be forwarded to Employment Services by May 31, 2018.

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 plan 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. Eligibility is outlined on the Voluntary 5-Day Personal Leave Plan web page.

Although applications are reviewed on an individual basis, it is recommended the department review all eligible applications collectively to ensure operational requirements are met. If you have any questions or concerns related to the program, please contact your HR Partner

Voluntary 5-Day Personal Leave Plan

The Voluntary 5-Day Personal Leave Plan is now open for academic and excluded staff, and is once again open for support staff.

The 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 plan 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.

Employees who wish to participate should submit applications to their manager or department head for approval by May 11, 2018. For more information, deadlines and the application form visit the 5-Day Personal Leave Plan web page.

Wednesday, 28 March 2018

A New Way to Find HR Information

Human Resource Services (HRS) has migrated our websites to the current version of Sitecore, the institutional content management system.

As part of the update, we worked with the University Relations digital team to assess our goals, requirements and content. As a result of the findings, content was split into two websites based on audience:

Human Resource Services - https://www.ualberta.ca/human-resource-services


The HRS website is for human resource practitioners, management, and supervisors. It includes information on hiring, paying, managing and supporting employees.

Faculty and Staff - https://www.ualberta.ca/faculty-and-staff


Employees can now find all the information they need on the institutional Faculty and Staff web page. This includes information on employment, agreements, employee benefits, support for life events, resources for health and wellbeing, opportunities for learning and development and information about salary and tax.

As a result of the change, the HRS website now resides on the the secure ualberta domain. Our new address is https://www.ualberta.ca/human-resource-services. Please update your bookmarks. 

If you encounter any issues while using the new site, please use the Website Feedback form at the bottom left of the HRS website.

Thursday, 15 March 2018

Academic Appointments

Just a reminder that if you are offering academic appointments effective July 1, 2018 or later, please include the phrase "Subject to 2018 Negotiations" after "per annum or base salary" on the salary line of the applicable appointment letter.

Conflict of Interest in Hiring and Employment

University staff members are required to declare a conflict of interest when they may be or are involved in the hiring and employment of a family member or associated individual, or if a change in relationship occurs which redefines the status of an employee to that of a family member or associated individual.

EDI Week Keynote: "Spotlight on Race: Recruitment and Retention with an EDI Lens"

Equity, Diversity, Inclusion (EDI) Week 2018 is quickly approaching! Faculty, staff, students, and members of the public are invited to join us for our keynote presentation "Spotlight on Race: Recruitment and Retention with an EDI Lens" delivered by Dr. Carl E. James at 12:00 p.m. on Wednesday, March 21. Join Dr. James as he unpacks structures and mechanisms that serve to enhance or hinder equity in employment, especially for Black and Indigenous scholars, administrators, and support staff.

Upcoming HRS Website Upgrade

Human Resource Services will be moving our websites to the current version of Sitecore, the University's content management system (CMS). As part of this upgrade we are reorganizing our content based on audience. Information for people who do HR work on campus will remain on the HRS website; however, information for employees will move to the institutional Faculty and Staff website. This change will make it easier for both HR professionals and faculty & staff to find the information they need.

Separate Cheques for Student Awards, Scholarships and Fellowships

As a follow up to the HCM Production Notice sent March 1, 2018, starting with the pay period of February 16 – 28, 2018, students who have more than one appointment with taxable earnings and also receive a separate scholarship, award or bursary payment will now see two pay cheques. A separate payment for each cheque will be sent to the bank resulting in two bank deposits.

Wednesday, 14 March 2018

Holiday Pay

Effective January 1, 2018 Employment Standards changed on how Holiday Pay is calculated for Excluded Students and Academic Hourly employees. General Holiday pay is currently being administered by Central HR and requires no action from the department at this time. If an employee works on the holiday, you will need to pay these hours at 1.5 X overtime (TRC 615) when entering the time.

Tuesday, 13 March 2018

Processing Overload Teaching

Full-time faculty or full-time Academic Teaching Staff (ATS) 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 ATS contract. The salary supplement must be used regardless of whether or not the overload teaching occurs in their home department.

Monday, 12 March 2018

Phishing, Phone Calls, and Frauds: How to Stay Safe this Tax Season

Tax season is upon us: T4s are out, accountants are booked solid, and the filing deadline is just weeks away. In all the craze, it’s easy to forget about online security — and that’s exactly what cybercriminals are counting on. Learn more about How to Stay Safe this Tax Season.

Wednesday, 7 March 2018

Separate Cheques for Students with More Than One Appointment

Starting with the pay period of February 16 – 28, 2018, students who have more than one appointment with taxable earnings and also receive a separate scholarship, award or bursary payment will now see two paycheques. A separate payment for each cheque will be sent to the bank resulting in two bank deposits.

Monday, 5 March 2018

Reminder: Employee Appointment Dates

When offering an appointment to an employee who is moving from support staff to academic staff or management and professional staff (MAPS), or vice versa, please begin an employee’s new appointment date on the 1st or the 16th of the month whenever possible. This timing aligns with the semi-monthly (support staff) or monthly (all academic or MAPS) pay period and helps to ensure a smooth transition of the employee’s benefits, pension and pay. Through your continued cooperation HRS will be able to reconcile the different plans efficiently.

Wednesday, 21 February 2018

Sun Life Claim Deadline - March 30, 2018

Expense claims related to supplementary health, dental, vision, or Health Spending Account/Personal Spending Account that were incurred in 2017 must be received by Sun Life by March 30, 2018. Expense claims can be submitted to Sun Life online through Sun Life Member Services or the my Sun Life Mobile App, or by completing a paper form.

Unused HSA Credits Deadline - March 31, 2018

Health Spending Account (HSA) credits carried forward from 2016 to pay for expenses incurred in 2017 must be applied by March 31, 2018. Unused HSA credits from 2016 will be forfeited after this time.

Tuesday, 20 February 2018

Update to Salary and Benefit Adjustment Prior Year Correction Form

The SBA Prior Year Correction forms for Endowment and Research have been combined into a single form. Use the Salary and Benefit Adjustment Prior Year Correction form (Research/Endowment) to correct salary and benefit expenses from the previous fiscal year that impact a research (restricted) project (debit or credit) or an endowment fund (debit or credit). The new form can be found on the Salary and Benefit Adjustments web page and in the forms cabinet.

Friday, 16 February 2018

On-line Tax Slips Available February 16

The 2017 tax slips (T4, T4A) for current and former employees will be available on-line through Employee Self Service via Bear Tracks on February 16, 2018. All employees with a CCID are able to access and receive their tax slips on-line in Bear Tracks. For inactive employees, paper tax slips will be out to mailed to the address on file by the end of February 2018.

Wednesday, 14 February 2018

New Pay, Time Off and Holidays Calendar

Pay dates and deadlines have been added to the Holiday and Winter Closure Google calendar, which has been renamed to Pay, Time Off and Holidays - University of Alberta. You can subscribe to the calendar through your ualberta email account.

Friday, 9 February 2018

New Payroll Dates Calendar

We have developed a new Google calendar to help HR Contacts track and manage payroll dates, deadlines, events and updates. You can subscribe to the Payroll Dates - University of Alberta calendar through your ualberta email account.

Thursday, 8 February 2018

Semi-Monthly Payroll Deadlines for February and March

Semi-monthly payroll deadlines for February and March have been changed to accommodate shortened processing times, fiscal year end and statutory holidays. Pay Action Forms and eForms for the February 1-15 semi-monthly pay period should be sent by Thursday, February 8, 2018. The pay confirm date for the March 16-31 semi-monthly pay period has been changed to Tuesday, April 3, 2018. Please ensure all Pay Action Forms and eForms are submitted revised schedule.

Reporting an Illness/Injury

Managers, supervisors and HR professionals who have a faculty, support or MAPS staff member on a medical leave are responsible to complete the Homewood Health Inc. (HHI) Online Notification tool (OLN) at https://apps.hrs.ualberta.ca/HWOLN to initiate a referral. Further, because the University of Alberta supports early intervention with Stay At Work assistance, the OLN is also used to initiate a Stay At Work referral either by the manager/supervisor. The staff member may also initiate a self-referral.

Monday, 5 February 2018

Faculty and Staff Orientation

We invite new employees to attend the upcoming New Faculty and Staff Orientation on Tuesday, March 20th, 2018 from 9:00 a.m. to 3:30 p.m. All faculty and staff who have not attended the New Faculty and Staff 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 to register via the Learning Shop.

Tuesday, 30 January 2018

Provide Input Into Enriching Professional Development for Faculty, Staff, and Post-doctoral Fellows

Do you provide learning and professional development programs and/or services for faculty, staff and postdoctoral fellows? Human Resource Services is seeking your input on how the University can enrich learning and professional development for these groups.

January 2018 Information Session Materials

HRS hosted an online information session in mid-January for HR practitioners on campus. Thank you to everyone who attended and gave feedback on the session. We recorded the session for those who weren't able to attend and have compiled answers to questions that came up during the session.

Mental Health Information for January 31, 2018

  • In any given year, 1 in 5 Canadians experience a mental health or addiction problem¹
  • By the time Canadians reach 40 years of age, 1 in 2 have – or have had – a mental illness.¹ 
  • Only half (49%) of those who have suffered from depression or anxiety have never gone to see a doctor about the problem.²
  • Only 57% of adult Canadians report a high capacity to cope with unexpected and difficult problems and day to day demands.³
  • Canadians ages 40-59 had the highest rates of death by suicide ⁴
Mental health deserves the same care and dedication in maintaining health as does physical health. Mental illness can be managed and treated effectively. While a number of services and programs are available to faculty and staff, stigma remains a significant barrier in accessing services and recognizing warning signs in not only others but also ourselves. Awareness is paramount in ensuring people access supports and services and get necessary treatment.

All staff and faculty at the have access to mental health services through the University’s Employee and Family Assistance Program. The program can be accessed 24 hours a day, 7 days a week by calling 780.428.7587. Additional information can be found online. The University also offers a number of training sessions for staff and faculty to assist in reducing the stigma often associated with mental health but to also help identify signs of a possible concern. Mental Health First Aid (MHFA) and Applied Suicide Intervention Skills Training (ASIST) are offered several times throughout the calendar year. Additional information on those workshops as well as those offered for staff and faculty by the Dean of Students office can be found online.

Monday, 22 January 2018

EHS Supervisory Training: Inspections

Environment, Health & Safety's (EHS) Professional Development program for supervisors offers practical strategies to support a safe, healthy, and environmentally responsible workplace. EHS has released the second module of the program, which focuses on inspections.

Wednesday, 10 January 2018

Spring 2018 Supervisory Leadership Program

Organizational Health and Effectiveness delivers a high impact Supervisory Development Program designed specifically for supervisors within the U of A context. This nine full-day transformational program engages learners in interactive, experiential workshop sessions that feature relevant U of A workplace case studies, planning exercises, self-assessments, and tools to apply directly to the workplace.

Tips for Approving Employee Self Entry of Time

Here are clarifications for time approvers, including how to address an incorrect submission, the necessity of approving changes to the time entry line, and how to approve the premium portion of banked time.

EHS Supervisory Training: Hazard Management

Environment, Health & Safety's (EHS) Professional Development program for supervisors offers practical strategies to support a safe, healthy, and environmentally responsible workplace. EHS has released the second module of the program, which focuses on hazard management.

Benefits Fraud: What You Need to Know

Improper use of the benefits plan can turn employees into victims or offenders of fraud. To ensure staff understand the impacts fraud can have to their benefits plan and their employment, we’ve created a webpage called Benefits Fraud: What You Need To Know, which outlines our policy on fraud and what to do if you suspect fraud has occurred.

Refresh of Leave Accruals

As a follow up to the mass approval of outstanding time transactions for salaried support staff, please note the annual leave accruals for eligible support staff are currently being refreshed. Should there be a delay in reporting an employee's 2017 absence, please ensure the prior year Time Reporting Code (TRC) is used when applicable. The Vacation TRC remains unaffected, regardless of the previous year absence.

Submit Your Nomination for the Equity, Diversity and Inclusion (EDI) Awards


The EDI Awards will showcase the faculty, staff and students who are leading initiatives to ensure the U of A's working, learning, and living environments are welcoming and respectful. the nomination deadline is February 2, 2018. The Awards Committee encourages nominations on a wide range of EDI topics.

Tuesday, 9 January 2018

2018 Summer Student Employment Programs

The Government of Canada and Alberta provide wage subsidy programs for employers in order to support the creation of temporary summer job for full-time students. The expectation is that the temporary jobs will benefit students financially, provide meaningful career related experience, increase skills and workplace insight and help prepare students for the future.

Placing Canada Job Bank Advertisements

If a department would like to place an advertisement on the Canada Job Bank, the University of Alberta employer account must be used. You can be added to the employer account by first creating an individual account with the Job Bank.

Monday, 8 January 2018

Annual Academic Child Care Benefit Application

Eligible academic staff members can apply for reimbursement of child care expenses incurred during the previous calendar year. Visit the Academic Child Care Benefit webpage to access the on-line application form and eligibility guidelines. All applications must be submitted by February 28, 2018 11:59 pm. Please contact benefits@ualberta.ca with any questions.