- Payroll Documents in eRecruit
- Missing Training Records
- New Printable Payroll Calendars
- Position Budgets
- CUPE 116 Auxiliary (Vancouver campus)
- R&S Funds – New Authority to Spend End Date
Payroll Documents in eRecruit
In the Dec 2015 bulletin, I reminded eRecruit users to not upload Direct Deposit and TD1 Tax forms into eRecruit as they were not being passed along to Payroll.
We are happy to announce that, effective immediately, we have updated eRecruit to accept these two documents. This makes eRecruit and ePAF consistent.
- Upload these documents in eRecruit as normal (using the 6-Applicant Attachments pull-down Action).
- In the ‘Offer Letters and Miscellaneous’ section of the attachments page, upload the 2 payroll forms using attachment codes 21 and 22.
- This only applies to new posting/hires, not those previously processed by Payroll.
Missing Training Records
In the Feb 2017 bulletin, I reported an issue where a small number of Bullying & Harassment records were not transferred successfully into HRMS. We also discovered the same problem with Privacy Matters training records.
The good news is that we’ve now added the missing Privacy Matters records. The missing Bullying & Harassment records will be added later this week.
New Printable Payroll Calendars
Two new payroll calendars are available for online viewing and/or printing:
Contact Ingeborg Brown if you have any questions.
Approx. 20 mass increases are automatically applied to HRMS each year affecting the salaries of thousands of people. These include General Wage Increases, Economic Stability Dividends, Step Increases, etc.
This is just a reminder that position budgets are not updated as part of this process. It is each department’s responsibility to update position budgets if they consider it necessary. Vacant positions, and positions set to budget by ‘Position Data, may need attention.
CUPE 116 Auxiliary (Vancouver campus)
What is CUPE 116 auxiliary?
- The definition of ‘Auxiliary CUPE 116 employee’ can be found in the CUPE 116 handbook – Art. 3.06b:
- ‘those who are working on jobs which may not continue as a regularly constituted position or work less than twenty (20) hours per week, or hired for work that reoccurs seasonally for periods of less than one hundred and twenty (120) consecutive calendar days.’
- This does not apply to CUPE 116 employees working in the Aquatic Centre.
CUPE 116 employees eligible for auxiliary status will be mass-converted the week of April 3 (based on information provided by departments):
- Union code B16 is currently used for Clerical/Secretarial/Bookstore. Auxiliary staff in this union code will be moved to E16
- Union code C16 is currently used for Service/Techs/Trades. Auxiliary staff in this union code will be moved to D16.
- In addition to changes to union codes, job codes will also change for staff moved to the new union codes.
- Positions will also be mass-updated to match the updates to employment records.
On a go forward basis, it will be the department’s responsibility to:
- Update employment records: Move CUPE 116 employees in and out of auxiliary status as dictated by the definition in the CUPE 116 handbook.
- Update positions: Update union code and job code to match updates to employment records.
Vacation pay for auxiliary employees:
- Hourly paid auxiliary staff will receive their vacation pay on each cheque (it is currently accrued into a bank).
- No change for monthly paid auxiliary staff as they will continue to receive paid time-off for vacation.
Existing vacation accrual banks for hourly employees being mass-converted to auxiliary:
- These will be paid out to hourly Auxiliary employees by the end of May 2017.
For more information about this change, visit http://www.hr.ubc.ca/memos/cupe-116-vacation-pay-on-retirement-vacation-pay-for-auxiliary-employees-march-7-2017/.
If you have any questions:
- Systems related: firstname.lastname@example.org
- All other questions should be directed to your HR Advisor.
R&S Funds – New Authority to Spend End Date
A new field called “Authority to Spend End Date” will be unveiled on FMS Live and nQuery for R & S Fund PGs. This date identifies when expenditures to R or S Fund PGs must cease (if it is different from the PG End Date).
HRMS users will not notice any change.
- HRMS checks that an appointment falls between the PG start and end dates.
- Up until now, HRMS added one year to certain R & S PG end dates to mimic the “Authority to Spend End Date”.
- This involved maintaining a list of which PGs to add one year to in four different places within HRMS.
- New process:
- The “Authority to Spend End Date” is maintained within FMS.
- PG End dates are updated into HRMS (from FMS) on a nightly basis.
- The PG end date will be replaced by the “Authority to Spend End Date, when it is different from the PG end date.
- All programming code that added one year to some PG end dates will be removed from HRMS.
We hope to have the new date implemented in HRMS in May. For the time being, the old “add 1 year” method will stay in place.
Changes to the “Authority to Spend End Date” field on FMS can be requested from the Research Finance Office, but all requests need to be supported with appropriate backup documents showing the R or S Fund PG’s sponsor or funding agency’s approval. Please contact the Finance Officer listed on the PG record per FMS nQuery.
If you have any questions regarding this new date field, please contact Edmund Gin in Research Finance.
If you have any questions about any items above, contact Robert Boudreau.