Administration

Submit faculty and staff PD Funds claims via email

Effective immediately, professional development fund claims from staff and faculty will be accepted over email, until further notice.

Please take note of the following before submitting your claim:

  • Send your claim form and all receipts as one (1) attachment or PDF
  • In order to protect sensitive data, provide only the first 4 digits of your employee ID on your claim form
  • Include a digital signature or manager email approval for your claim

In light of current events and cancellations, we ask that you make sure any activities/travel that you book are 100% refundable.

Further updates will be shared as available – stay tuned!

Visit the PD Funds page for more information.

Faculty and Staff Appointment Forms: moving paper processes to Workspace

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All faculty appointment forms and staff appointment forms are now being submitted online. You are not required to submit original documents. Any paperwork submitted to Human Resources before March 17 will be processed as it arrives. There is no need to duplicate this in Workspace.

To ensure payroll continuity and to ensure privacy with personal data in paperwork, please follow the guidelines below.

Jump to:


Faculty appointment forms

Effective immediately, paperwork for faculty appointments should be submitted to Faculty Relations via Workspace – do not use email.

Each Dean’s Office has a Workspace sub-directory shared with Faculty Relations, and a sub-directory has been added for 2020 March paperwork. Departments should use their Dean’s Office sub-directory.

Additional guidelines:

  • Dean’s Offices should upload forms and documentation in one (1) combined PDF file.
  • File names should be in the following format:
    • For tenure-stream appointments: “Last Name, First Name – Load Date”
    • For non-tenure stream appointments, also indicate what type of term appointment: “Last Name, First Name – Load Date – Res Assoc”.
  • If you cannot physically obtain signatures, include notations as follows:
    • The Department creating the Word file should add a Comment stating that the Dept Head has provided approval; and
    • The Dean’s Office should add a similar note indicating that the Dean or Dean’s Delegation has provided approval.
  • If you need to include additional notations (e.g. an email confirming approval by the Head that can be added to the submission), include this in the PDF.

Faculty Relations will review the forms/packages, and will forward them to Payroll.

If you have any questions please reach out to Faculty Relations.

Staff appointment forms and other transactions

Effective immediately, all transactions should be submitted via the ePAF system.

Transfer and multi-line transaction SAFs that would typically be submitted in paper form will now be submitted via Workspace. Please contact your HR Associate who will then create a Workspace folder where you will be able to upload your form.

Additional guidelines:

  • Upload the SAF and documentation in a one (1) combined PDF file.
  • File names should be in the following format: “4DigitDeptCode-Last Name, First Name-Load date”.
  • If you cannot obtain the signatures on the SAFs due to current work arrangements, an email trail confirming details and/or approval should be included in the PDF.

The HR Admin Assistant will review and approve the forms and will forward them to Payroll.

If you have any questions please reach out to your HR Associate.

Updates on HR services and operations

As UBC navigates though COVID-19, Human Resources will make every effort to continue to provide support to faculty and staff. Our teams are transitioning to remote work, including changes to:


Changes to Compensation operations

The Compensation team transitioned to working remotely, however there will be no change to the work and the level of customer service. The team is making adjustments to accommodate this temporary work arrangement with no disruptions to the clients.

Changes to Benefits operations

The Benefits team continues normal services during this time and will be responding to all benefits inquiries in a timely manner. Please send all the internal inquiries from UBC staff to appropriate email addresses.

  • All external and general inquiries should be directed to the appropriate benefits team members or the Benefits email.
  • The benefits team is available for calls and emails Monday – Friday, 8:30am – 4:30pm.
  • For all urgent inquiries please contact Linda Casey or Janet McHugh.

Changes to Workplace Wellbeing

The Workplace Wellbeing team is now taking all inquiries through email, and exploring opportunities to offer online and webinar health and wellbeing workshops. Stay tuned!

Changes to Workplace Health Services

At this time, Occupational & Preventive Health (OPH) will be conducting only telephone appointments, with the exception of urgent and critical vaccinations. The Ergonomics team will be doing phone and video chat assessments when possible, while in-person assessments will be done only for high-priority groups.

Changes to Pension Office operations

The UBC Pension Administration Office is operating through email and phone only. Staff are available by email and are checking their voicemails regularly. In-person visits are temporarily suspended. Please refer to the following notices for information on how to contact the Pension office during this time:

Changes to Investigations Office operations

The Investigations Office continues to serve staff, faculty and students on both campuses, as usual. Operationally, the office has made adjustments to conduct investigation processes using conferencing and online platforms, and continues to respond to all inquiries via email and phone as usual.

The impartial and neutral investigations provided in response to complaints of sexual misconduct (UBC Policy SC17) and discrimination (UBC Policy SC7) have not changed.

For any questions, please contact Shelley Ball, Director of Investigations.

T4/T4A slips are now available online

UBC issues tax slips online as PDFs that are identical to the printed form and are accepted by the Canada Revenue Agency (CRA) when filing your taxes.

Faculty, staff, and student employees can now download their 2019 T4 and/or T4A statements for their tax returns via the Faculty and Staff Self-Service portal.

For more information on your taxes or obtaining your tax slips, please visit: https://finance.ubc.ca/payroll/your-taxes.

Limited Staff Professional Development Funds Remaining for 2019-20

As we approach the March 31 fiscal year end, we ask that you encourage staff in your departments to check their available professional development funds before submitting a claim.

Please note there is limited funding available for remainder of 2019-20 fiscal year for a number of employee groups. Prior to making a PD related purchase, staff are encouraged to check their respective employee group PD Fund webpage (links below) for updates on the funding pool balance.

As a reminder, staff access to funding is based on UBC employee group affiliation. Staff are welcome to make PD claims on a first-come, first-served basis until their applicable funding pool is exhausted or by the end of the fiscal year, whichever comes sooner.

Notes about funds for (Fiscal Year 2019-20)

We anticipate that the  M&P (AAPS) PD Fund  will exhaust by January 24. The CUPE 2950 PD Fund and the  Non-Union TRA PD Fund  have  already exhausted and are no longer accepting staff PD expense claims for the current funding year.

It is expected that the other employee group PD Fund budgets will be able to accommodate PD claim requests until the March 31 year-end.

The amount available for individuals to claim depends on the employee group, as each group has its own individual maximum claim amount and annual funding pool. Staff PD funds are available for the following employee groups:

If an employee group’s funding pool runs out of money prior to March 31, no further PD claims will be accepted for reimbursement in the current funding year. Claims will be accepted again in the next fiscal year.

These are annual funding pools designed to support UBC employees with staff appointments to pursue professional development opportunities that will enhance their skills, knowledge and ongoing career growth at UBC.

Questions? Please contact pd.funds@ubc.ca.

Memo: Paid leave for staff between Boxing Day and New Year’s Day

On Nov. 21, HR distributed information regarding eligibility for paid leave for staff on the three business days between Boxing Day and New Year’s Day.

This leave is addressed in the collective agreements with BCGEU Okanagan, CUPE 2950, CUPE 116 and IUOE 115, and the agreement with AAPS. Although there are no official provisions in place for non-union staff, excluded Management & Professional staff, and service unit directors, Human Resources has recommendations regarding paid leave between Boxing Day and New Year’s Day for these staff groups.

Read the memo at https://www.hr.ubc.ca/memos/paid-leave-for-staff-between-boxing-day-and-new-years-day-nov-21-2019/.

Inclusive holiday celebrations in the workplace

This winter at UBC, our community is celebrating events and holidays from around the world. Our students, staff and faculty come from many cultural backgrounds and faith identities, and at this time of year, we have an opportunity to celebrate the cultures that make up our UBC community.

Some celebratory events are coming up in the next few weeks, including Yule (Paganism), Hanukkah (Judaism), and Christmas (Christianity). In February, we will see festivities for the Lunar New Year (Confucian, Daoism, Buddhism). See the Days of Significance list to see all the events and celebrations coming up soon.

Ways to celebrate in the workplace

We have a great opportunity to celebrate the season together, in a respectful and positive way that can help build intercultural understanding.

  • Display a calendar in your workplace to raise awareness of important cultural/faith events and holidays throughout the entire year.
  • Celebrate all faiths present in your workplace.
  • Consider having a New Year’s celebration party instead of a holiday party in December.
  • Be flexible with the needs of staff around faith and/or holiday celebrations.
  • In your workplace or at celebration events, bring together decorations and food from the many cultures in your workplace, and encourage staff to share stories about their favourite traditions.
  • Be aware and respectful of religious holidays when planning events and meetings. Check the Days of Significance calendar for details.

Office decorations

Here are some tips to make your office decorations inclusive and respectful of all cultures and beliefs:

  • Aim for neutral decor in the front-facing areas of your office
  • Ensure your office is accessible and that decorations do not prevent or block access to public services.
  • Consider how your office can celebrate dates significant to all members of your workplace. Invite staff from all faith identities to be involved in the office decorating discussion.
  • Set an agreed upon limit to the number of days that your office will display decorations, and have a discussion about what other times of year you might want to decorate, in celebration of other events.
  • Use the holidays as an opportunity to build community within your office, and with the people your office serves or supports.

If you are feeling excluded as a result of office celebrations, you are encouraged to reach out to a colleague or a supervisor and have a conversation about how you feel and how you would like your culture and beliefs to be included. At UBC we should all feel comfortable to share our culture and beliefs with others. You are welcome to contact the Equity and Inclusion Office or your HR Advisor to discuss.

We hope that this advice provides some suggestions on how to foster community and inclusion at this time of year through encouraging the celebration of our many cultures and faiths on campus.

Relevant links

Reminder: Information regarding transit operators’ strike action

As you may know, Coast Mountain Bus Company transit workers and SeaBus operators have begun strike action.

Although strike action has been confirmed, the university is operating as normal. Classes are proceeding and faculty and staff are expected to attend work.

Please bookmark https://www.ubc.ca/campus-notifications/ for the latest messaging from UBC regarding this strike action, and for operational FAQs.

If you have any questions regarding HR matters, please reach out to your HR Advisor.

Information regarding possible transit operators’ job action

As you may know, the union representing Coast Mountain Bus Company transit workers and SeaBus operators has issued a 72-hour strike notice, which may result in action starting 12:01 a.m. on Friday, Nov. 1.

At this stage, we do not know whether job action will go ahead or what form it will take.

It is important to stress that even if job action does go ahead, the university will operate as normal. Classes will proceed and faculty and staff will be expected to attend work.

Please bookmark https://www.ubc.ca/campus-notifications/ for the latest messaging from UBC regarding this possible transit operators’ job action.

If you have any questions regarding HR matters, please reach out to your HR Advisor.

Interim Vice-President, Human Resources: Marcia Buchholz

Marcia Buchholz has been appointed as the Interim Vice-President, Human Resources, effective Dec. 1, 2019.

Marcia joined UBC in August as Managing Director, Human Resources Advisory Partnerships, Central Operational Services, and HR Professional Standards. Prior to joining UBC, she was Associate Vice-President, Human Resources at the University of Calgary.

The current Vice-President, Human Resources, Barbara Meens Thistle, will continue until the end of December, 2019, to ensure a smooth transition for Marcia to this interim role.

The search for a new Vice-President, Human Resources, continues.

Daylight Saving Time ends Nov. 3

Daylight Saving Time ends on Nov. 3, 2019. Clocks fall back one hour at 2:00 a.m. Sunday. Please encourage your staff to have a safe commute on Monday, Nov. 4.

Reminder: 2019 federal election: HR memo regarding faculty and staff voting on election day

As a reminder, the federal election day is Monday, Oct. 21. The HR memo regarding providing time for faculty and staff to vote is at:

If you have any questions regarding this matter, please contact your HR Advisor.

2019 federal election: HR memo regarding faculty and staff voting on election day

We have issued a memo regarding providing time for faculty and staff to vote on the upcoming federal election day, Oct. 21, 2019.

Read the memo online at http://www.hr.ubc.ca/memos/faculty-and-staff-voting-on-federal-election-day-oct-3-2019/.

See all HR memos at https://www.hr.ubc.ca/memos/.

Voting in the 2019 federal election

UBC Government Relations has complied a page of voting resources for the UBC community, available at https://president.ubc.ca/vote-2019/.

Accommodation of religious observances

Human Resources has information available on our website on the accommodation of religious observances in the workplace. Please visit hr.ubc.ca/administrators/managing-staff/accommodation-of-religious-observances/ to read more.

Background: On Sept. 24, 2019, the Board of Governors approved the repeal of Policy #65 (Religious Holidays). Former Policy #65 overlapped with Policy SC7 (Discrimination) (formerly numbered Policy #3) which sets out UBC’s commitment to maintain and respect human rights and prevent discrimination on all of the grounds prohibited by the Human Rights Code, including religion, and is also addressed in collective agreements, through the Senate Policy on Academic Concessions in both the UBC Vancouver and UBC Okanagan Academic Calendars, and information available on the website of the Equity & Inclusion Office. The repeal of Policy #65 removes the redundancy and furthers UBC’s goal of enhancing the consistency and cogency of the university’s governance. The information package that was provided to the Board of Governors is available here.