Respectful Environment Statement
All Staff Finders employees are UBC employees and as such should be aware of UBC’s respectful environment statement. Please follow the links and read the statement below.
The University of British Columbia envisions a climate in which students, faculty and staff are provided with the best possible conditions for learning, researching and working, including an environment that is dedicated to excellence, equity and mutual respect. The University of British Columbia strives to realize this vision by establishing employment and educational practices that respect the dignity of individuals and make it possible for everyone to live, work, and study in a positive and supportive environment.
- What is an Assignment End Date?
- What Should I Do When Starting a New Assignment?
- Hours of Work
- UBC’s Policy on Internet Use
Timesheets & Payroll Related Information
- How Do I Complete My Timesheet?
- What If I Need to Change My Timesheet After It’s Been Submitted?
- Hours of Work
- How Can I Access My Personal & Payroll Information?
- How Do I Update My Personal Information (Address)?
- How Can I Sign Up for Direct Deposit of My Paycheque?
- How Can I Get a Copy of My T4 / T4A?
- Why Do I Have Two T4s?
- What is Box “40″ on the T4 Slip?
- Why Does My T4 Indicate I Made More Money Than I Did?
- Why Does My T4 Indicate I Less More Money Than I Did?
Probation & Benefits
Applying for Positions
- How Do I Apply to Staff Finders? How Do I Apply for Temporary Positions at UBC?
- How Do I Apply for a Permanent Position at UBC?
Statutory Holidays, Christmas Leave & Snow Policies
- Statutory (Stat) Holidays
- Are the Days Between Boxing Day & New Year’s Considered Stat Holidays?
- What Should I Do if There is Heavy Snowfall?
- Sick Leave Reporting Procedure
- Medical / Dental Appointment
- Union Orientation for CUPE 2950 Employees
- Resigning or Transferring
- How Can I Obtain an Employment Verification Letter?
- What Professional Development is Available to Staff Finders Employees?
- What is CWL?
- What is FASmail?
- What Security Resources Are Available at UBC?
- How Do I Obtain a Transit Pass?
- WorkSafe – Injuries at Work
- Overtime & Flextime
Timesheets & Payroll Related Procedures
To open the web timesheets, you need Acrobat Reader. Please fill out your timesheet online. Use the tab key to navigate within the timesheet. Each time you tab, it will take you to the next editable cell which is shaded in yellow. Once you finish completing your timesheet online, you need to print it, have it signed and fax it 604.822.6800 or e-mail it to Staff Finders.
Your timesheet must include the following information:
- your UBC ID number
- Job Title – this will be given to you at the time of placement
- Job Code – you can access it by clicking here
- Pay Rate – you can access it by clicking here
- daily hours worked
- time taken off from work and the reason;
- department name and speed chart (given to you at the time of placement)
- signature of the authorized signatory for the department you are working for
See Completing & Submitting Timesheets for comprehensive instructions.
Your timesheets should be submitted a few days earlier than the end of the pay period to allow us time to process them. If you happen to get sick, or have to take time off for some unforeseeable reason during the last few days of the pay period, we ask that you report by phone and advise us of any changes on your timesheet as soon as possible. We will correct your timesheet and submit a corrected copy to the department. Please note that not reporting correct hours for each pay period or falsifying hours is considered an offence and cause for dismissal.
As an employee of “Staff Finders”, you work for a division of Human Resources at the University of British Columbia. What this means is that you work for Staff Finders. Staff Finders in turn sends you out on assignments to various departments. Laurie Mitchell is your Manager, while the department administrator is your direct supervisor. The Placement Coordinator handles all your assignments.
If the department you are assigned to advises you of any changes to the length of your assignment, please contact Staff Finders and advise the Placement Coordinator, or ensure that the department administrator contacts her/him.
When you go into a department for the first time, we would request that you contact the department supervisor or contact person to introduce yourself, inquire about your hours of work and what will be expected of you (i.e. job description).
UBC does not issue paper paystubs.
The secure Self-Service portal allows you to make updates to your personal information and to view your pay stubs, benefits information, direct deposit banking information, and compensation history.
Once you have created your CWL ID, go to https://www.msp.ubc.ca/ to access the Faculty and Staff Self Service Centre.
If you need to change the personal information that Staff Finders has on file for you, such as your address, you can do so on the Faculty / Staff Self-Service Centre (SSC). You will need a Campus-Wide Login (CWL) ID to access the SSC.
You may also download a pdf copy from Financial Services. You can fill it out, attach a void cheque to it and submit it to our office.
If you change banks or account numbers, please complete a change form, attach a void cheque to it and submit it to Staff Finders. Most recent application will override the previous one.
Applying for Positions
Article 22.02 of the Collective Agreement states that “an employee in temporary assignments through Staff Finders will be eligible to apply for any posted vacancy when she / he accrues 900 hours of such service, except as otherwise agreed by the University and the Union.”
Staff Finders employees are considered internal candidates for any CUPE 2950 posted positions once they have completed 900 hours with Staff Finders – approximately six months.
Staff Finders employees can apply to CUPE 2950 posted positions after they have completed their 66 working day probationary period – approximately three months. Their applications will be considered after CUPE 2950 internal candidates have been interviewed and before external applicants will be considered. Staff Finders employees must complete their probation prior to applying for campus positions.
Please call the Staff Finders Manager at 604.822.9465 if you require further clarification. to top
Statutory Holidays, Christmas Leave & Snow Policies
Q. What Statutory (Stat) Holidays Are Recognized?
You must be employed at UBC for at least 30 days to be eligible for statutory holiday pay, regardless of your employment group.
Pay entitlements will vary based on affiliations.
CUPE 2950: To be paid for seven hours, a temporary employee must work 15 seven-hour days in the 30 days prior to the statutory holiday, and must be on active assignment the first working day following the stat. If you have worked less that 15 seven-hour days in the previous 30 days, your stat entitlement will be pro rated.
Christmas stats are defined as Christmas Day and Boxing Day.
The practice at UBC is to close all departments except for essential services. To accommodate this and to ensure that our employees are not unduly penalized for it, we pay all our employees for the Christmas stats (as defined above) so long as they have worked in the month prior to the stats. If the temp has worked 15 seven-hour days, then s/he will receive a full seven-hour day for each of the stats regardless if s/he returns to work or not. If not, s/he will receive a pro rated amount.
Christmas Leave: Christmas Leave refers to the three workdays between Boxing Day and New year’s Day.
In early November, the Staff Finders Manager emails all Staff Finders employees as well as all departments that use us with details about this situation. If after you receive and read that email you need clarification, you can contact the manager directly at 604.822.9465.
Every year about November, Staff Finders receives many calls about Christmas leave eligibility (the period between Boxing Day and New Year’s) for Staff Finders employees. We can rarely give a definitive response about leave until the middle of December, because eligibility is based on two key criteria: whether your assignment is scheduled to complete before Christmas or after New Year’s, and whether your assignment is a “leave replacement” (the incumbent you are replacing will definitely be returning to their position).
Departments choosing to compensate ineligible Staff Finders temporary employees for Christmas leave by offering employment through the period between Boxing Day / New Year’s Day where there is no operational requirement to do so, will be charged double time. This enables Staff Finders to recoup its costs for the resulting paid days in lieu that it must provide. Those departments who choose to give Staff Finders temporary employees paid time without requiring them to work in that period must submit a description to that effect on the timesheets. They will be charged the normal Staff Finders rate.
If you have any questions regarding eligibility, please contact Laurie Mitchell, 604.822.9465.
1. Eligibility (for CUPE employees – if you’re in a different affiliation, please contact us)
After 66 worked days with Staff Finders, you are eligible for 3.50 hour per month for medical / dental appointments. Employees working on assignments of less than 35 hours per week shall be exempt from this benefit.
Example 1: If you are working four days per week, or five half-days, you will not be eligible for this benefit.
Example 2: If you have taken a personal day off during a week of a placement that you are scheduled full time, you will not be eligible for this benefit.
Page 34, Article 30.06 (C) states that there shall not normally be more than an average of one half day per month for medical appointments. Excessive use of medical or dental appointments may require medical or dental certificates. Employees may use the 3.50 hours if necessary all at one time, or in pieces (e.g. three one-hour parcels at the end of the working day). When an employee exceeds 3.50 hours, the University will average usage over the 12 months immediately preceding the current month.
Employees cannot combine multiple medical appointments into a full day away from the office with pay.
If you have a medical/dental appointment, the procedure to follow is:
- Contact Lizzy Duguay in advance and provide her with the date and time. Lizzy will handle your request (i.e. she will contact the department you are assigned to and make the necessary arrangements) and will confirm the results to you by e-mail.
- Deduct the hours for the time taken from your timesheet and note in the comment section the the time and date on your timesheet.
The University’s expectation is that employees make every reasonable effort to schedule their appointments outside of working hours. Please contact Lucy Hovan if you have any concerns regarding the use of Medical / Dental appointments.
Q. What Should I Do if There is Heavy Snowfall?
Pursuant to UBC’s Policy 68, the President makes the decision, following consultation with the Provost and Vice-President, Academic, and Vice-President, Finance, Resources and Operations, on whether to cancel classes and curtail non-essential services.
Faculty, staff and students should visit the home page of http://www.ubc.ca/ or listen to updates on local radio and TV stations for the latest information on closures.
Note: In the case of media, communications are often not as nuanced as we need for our very large and complex operations. Consequently, the UBC website is authoritative.
Staff Finders general expectations: When a snow storm results in the cancellation of classes or the curtailment of non-vital services by the President of the University, the Staff Finders office will remain open. If a Staff Finders employee does not report for work to his/her assigned department, there is no guarantee that he/she will be paid.
Client departments communicating decision in the event of a snow storm: Staff Finders employees are requested to phone the Dean/Director/Administrator of the department to which they are currently assigned. The department’s decision regarding closure should be recorded on voice mail by a department representative no later than 7:00 a.m. If department remains open, the Staff Finders employee must report to work. In the event of closure, there is no policy in place requiring a Staff Finders client department to pay a Staff Finders employee’s wages.
Employee Options / Payment of Wages: If there is no voice mail message recorded or the voice mail system is down, the Staff Finders employee will report to work and the following will apply:
- if the Staff Finders employee is unable to gain access to his/her work area, he/she must notify the department and the Staff Finders office by leaving a voice mail message, before returning home; the employee will receive a minimum of two hours’ pay for travel time
- if the Staff Finders employee is able to gain access to his/her work area and begins the work day, he / she will receive a minimum of four hours’ pay
- if the Staff Finders employee opts to stay home without pay, he / she must notify the department and the Staff Finders office no later than 9:00 a.m., by leaving a voice mail message (any voice mail systems failure is usually temporary – the Staff Finders employee is responsible to try periodically until a message can be left)
T4 / T4As
Q. How Can I Get a Copy of My T4 / T4A?
You are now able to choose whether you would like to receive your T4 / T4A slip online or in paper format.
If you want to choose to receive your slip online, please enter the Faculty & Staff Self Service Portal using your Campus Wide Login (CWL). In the “My Pay” section of the screen, you will see an icon entitled “Year End Slips”. If you click on this item, the screen will describe the agreement that you will enter into should you wish to receive your T4 / T4A slip online for subsequent years. This agreement provides your consent.
We encourage you to use the online method. It is easy and convenient. Here are some of the benefits:
- you can access your information earlier
- you get to help save trees as it is more sustainable
- you can file your tax return online
- you still have the option to print in PDF format
- you are able to retrieve prior year information
If you choose not to accept the agreement, your T4 / T4A slip will be available for pick-up from our office by the end of February (we’ll let you know if we receive them earlier).
If you would like to have your T4 forwarded to your current assignment, email your request to the Administrative Assistant with the following information:
- the name of the department you are currently assigned to
- the address of the department
- the mailing zone of the department
Note: It takes two to three days for Campus Mail to deliver, so please make sure that you will be in that department for at least three days after you make the request.
Q. Why Do I Have Two T4s?
Different affiliations are treated somewhat differently for Employment Insurance purposes. If someone has had a position in two different affiliations, such as M&P and Faculty, they receive two separate T4s. In some cases there is no separate job, but the “wage loss plan” (the EI plan) has been incorrectly coded for some payments. This does not affect your taxes in any way. If you have two T4s, then all amounts must be added together when doing your taxes.
Q. What is Box “40″ on the T4 Slip?
These are taxable benefits: benefits that UBC pays on behalf of employees. Anything that is marked with an asterisk (*) on your paystubs is a taxable benefit, such as Medical Insurance, Basic Group Life, Tuition Waivers, Housing Allowances, etc. A breakdown of each individual benefit is not included on the T4. Please refer to your paystubs, tuition waiver records, etc.
Q. Why Does My T4 Indicate I Made More Money Than I Did?
While it is possible that money has been incorrectly credited to you, it is very unlikely. Please check your paystubs, and / or bank records thoroughly before contacting us. Also note that taxable benefits (ie Box “40″) are added to your actual salary to determine your taxable income.
Q. Why Does My T4 Indicate I Made Less Money Than I Did?
As mentioned above, some Staff Finders employees receive more than one T4, especially if they have worked for more than one affiliation. Make sure you have received all your T4s before filing your income tax return.
The Internet is to be used for work purposes only. If the Internet is used for personal use, the employee should advise their supervisor that they are on lunch / coffee break. Inappropriate use of the Internet is unacceptable and has lead to termination in some instances.
For details of this policy, please visit http://www.universitycounsel.ubc.ca/policies/policy104.pdf
Normal hours of work for employees in CUPE 2950, Excluded and CUPE 116 office positions are 35 hours per week which is equivalent to (7) hours per day. You are entitled to not less than 30 minutes and not more than 1 hour for a meal period, approximately in the middle of your work day. You are also entitled to a 15 minute break mid-morning and another 15 minute break mid-afternoon. The department head or supervisor in your area should advise you when you are scheduled to take your breaks. Please note: breaks that are not taken are forfeited – they cannot accumulate for extended lunch or early departure.
Normal hours of work for employees in CUPE 116 labor or research positions are 37.50 hours per week which is equivalent to 7.50 hours per day. You are entitled to not less than 30 minutes and not more than 1 hour for a meal period, approximately in the middle of your work day. You are also entitled to a 15 minute break mid-morning and another 15 minute break mid-afternoon. The department head or supervisor in your area should advise you when you are scheduled to take your breaks. Please note: breaks that are not taken are forfeited – they cannot accumulate for extended lunch or early departure.
Normal hours of work for employees in M&P positions are thirty-five (35) hours per week. Please note that M&P don’t get overtime pay for extra work. Please contact Sarah McDonagh if you have any questions.
For those employees working in other affiliations, we will advise you at the time of placement.
Minimum Hours Paid
Once an employee commences work, she / he receives a minimum of four (4) hours pay. If less than four (4) hours is worked on an assignment (i.e. temporary asked to leave early), we ask that you advise the department of our four (4) hour minimum charge. They may not be aware of this provision.
When you are requested to work overtime, regardless of the affiliation or union, Staff Finders must be contacted . We want to ensure that proper authorization is obtained in order to avoid any misunderstanding when we bill our client department. Please note that M&P don’t get paid overtime for extra hours worked. Please contact Sarah McDonagh if you have any questions.
In CUPE 2950, excluded and CUPE 116 positions, overtime is paid at double time. Overtime applies when you work over seven (7) hours in a given day or over thirty-five (35) hours in a given week. For example: if you work Monday through Thursday, and your fifth day is a Saturday, you will not be paid overtime for Saturday.
M&P don’t get paid overtime for extra hours worked. Please contact Sarah McDonagh if you have any questions.
Pay entitlements will vary based on employment group (affiliations, unions, agreements…).
CUPE 2950/Excluded positions: To be paid for seven hours, a temporary employee must work 15 seven-hour days in the 30 days prior to the statutory holiday, and must be on active assignment the first working day following the stat. If you have worked less that 15 seven-hour days in the previous 30 days, your stat entitlement will be pro rated (based on 152 hours) as long as you return to work the day after the stat.
CUPE 116 positions: To be paid for seven hours, a temporary employee must work 11 seven-hour days in the 30 days prior to the statutory holiday, and must be on active assignment the first working day following the stat. If you have worked less that 15 seven-hour days in the previous 30 days, your stat entitlement will be pro rated (based on 152 hours) as long as you return to work the day after the stat.
M&P positions: To be paid for seven hours, a temporary employee must work 11 seven-hour days in the 30 days prior to the statutory holiday, and must be on active assignment the first working day following the stat. If you have worked less that 15 seven-hour days in the previous 30 days, your stat entitlement will be pro rated (based on 152 hours) as long as you return to work the day after the stat.
Employees who are new to Staff Finders serve a probationary period of 66 worked days of accumulated service, which helps to determine the suitability of the new employee to the University.
Staff Finders contacts the department that you are assigned to during this time to ensure that our high standards are maintained. Using a performance evaluation form, we ask questions about your communication skills, dependability, quality of work, computer skills, etc. If a concern is brought to our attention, we will call you immediately to discuss it. You’re also welcome to contact our office if you have any concerns about the assignment you have been given.
Benefits After Probation
Upon completion of 66 actual days worked (not including statutory holidays, vacation, sick days or weekends) with Staff Finders, you may be eligible to apply for basic benefits (effective on the first of the month following your probation end date), including:
- Extended Health
At the end of the month we review all employees approaching the end of their probationary period. We will send you a detailed email explaining the probationary interview, benefit entitlement and benefit enrolment procedures and processes.
When you are off sick, whether you are on probation or not, it is critical that you contact the Staff Finders offices as soon as possible, preferably before the start of your workday. If no one is available to take your call, please leave a voice mail message at 604.822.8107.
It is important that we provide the best service possible to our clients, and when you are unavailable, even for a day, we like to offer the department the option of another temporary employee until you are able to return.
For timesheet purposes, please deduct the hours / days for the sick time taken and note in the comment section of your timesheet the reason for your absence. If you are eligible for sick entitlement, Staff Finders will cover the payment of wages.
Please note that this information is for an employee with a CUPE 2950 status. If your employment status or affiliation changes, this information will change as well. Please contact Lucy Hovan in such a situation to get details.
Vacation is 6% of your gross pay and it is paid out on each of your paycheques. 6% vacation is equivalent to 3 weeks off per calendar year. We allow our employees to take up to 3 weeks of unpaid time off in lieu of vacation per calendar year. 3 weeks of unpaid vacation time off starts anew each calendar year.
Vacations need to be pre-approved by us. We will make every effort to accommodate you, but due to the nature of “temp” work, we also need to accommodate the departments (our clients). So before you book a plane ticket or a hotel room, please e-mail your request to Sarah McDonagh. She will contact the department on your behalf, make the necessary arrangements, and will email you the outcome. Your e-mail should include the dates of your vacation and the actual day you will be available to return to work. Please allow Sarah enough time to respond to your requests: notify her at least one (1) week in advance of your vacation plans for vacation requests that are less than one (1) week and at least two (2) weeks’ notice for any vacation request of more than one (1) week.
The busiest time of year at Staff Finders is between August 15 and September 30. As such, Staff Finders applies a vacation blackout period during that time and we may have difficulty accommodating any requests during this period.
As a Staff Finders employee, if you are hired into a CUPE 2950 position, you will be a member of the Canadian Union of Public Employees (CUPE), Local 2950. As such, you are required to attend a union orientation meeting as close to your start date as possible, as outlined in article 7.04 of the CUPE 2950 Collective Agreement.
Please contact your union office at 604.822.1494, to arrange an orientation. Staff Finders will pay for your time while attending this meeting provided you are on assignment the week that you attend.
If you are scheduled to work, please make arrangements with your department to attend such a meeting at your earliest convenience. Staff Finders will pay for you to attend this orientation, not the department you are assigned to. So on the day that you attend, you should work 6 hours (excluding one (1) hour unpaid lunch break) at your assignment and attend the union orientation for 1 hour to make it a complete 7 hour paid day. On your timesheet, please remove the one (1) hour from your daily worked hours and record this one (1) hour in table D of your timesheet and note that you attended a union orientation. We will add the one (1) hour to your pay. If you are not scheduled to work or unable to attend the meeting within the first month of your employment, please contact Staff Finders for further instructions.
In the union orientation, you will receive a copy of the CUPE 2950 Collective Agreement. It is very important to take the time to review your rights and privileges under the terms of this agreement.
How Can I Obtain an Employment Verification Letter?
If you need an employment verification letter, please email Lucy Hovan. The letter will be ready and available for pick up within a day.
Here is an example of the information we provide:
To Whom It May Concern:
This is to verify that [employee name] has been an employee of the University of British Columbia since [date]. [Employee name] joined the Department of Staff Finders (Staff Finders) as a continuous hourly on-going employee. [Employee name]‘s positions ranged from a HR Admin Clerk 1 to 4 with a pay rate of $16.16 to per hour. [Employee name] is currently working at level with a pay rate of per hour. [Employee name]‘s current standard work hours are 35 hours per week.
Job Skills Training Program
As a Staff Finders employee, whether you are working in a CUPE 2950 or excluded (non-union Secretary or clerk) position, you are eligible to apply for funding from Job Skills Training Program (JSTP) after you have completed your probation. To learn more about what programs and courses this program offers, please visit the Organizational Development & Learning (ODL) site at http://www.hr.ubc.ca/odl/.
The procedure for applying for the JSTP is as follows:
- fill out the application form and submit it to Staff Finders in person or by fax 604-822-6800
- the Staff Finders Manager will review your application and, if approved, will forward it to ODL for processing
- ODL will send you an email confirming the approval and the registration process
- please note that Staff Finders does not pay for any time taken off to attend any courses. If you will be attending a course that falls during your work hours, please make a vacation request from Lizzy Duguay. For details on how to make the request, please review our vacation policy.
Smart Forms Training Sessions
Staff Finders organizes an after-hours training session for Smart Forms (UBC’s electronic financial forms).
Our intention is to give you another option for training: rather than signing up for the MOST program which is held during work hours (you are not paid for the time that you attend classes during work hours) you may now choose to attend the course after work hours (so that you don’t lose the hours of pay). In other words, Staff Finders will pay for the course, but you will not be paid for the time that you spend at the course since it is during your own personal, after-work time.
The training is limited to Staff Finders employees and each session is limited to 12 ‘students’. We understand that most of you finish work at 4:30 pm and therefore might find it difficult to arrive on time. We will contact your department to ask if you may be allowed to leave 15 minutes early to accommodate this start time. We will also make sure that the trainer is aware of possible late-comers.
If you are off-site and interested in attending, please contact Sarah McDonagh directly.
The Campus-Wide Login (CWL) system is UBC’s single sign-on application designed to give you access privileges to many secure applications on campus, using the same login ID and password. Staff Finders asks all of its employees to sign up for CWL so that departments that you have been assigned to can give you access to various computer systems and databases that you might need to perform your duties. Visit www.cwl.ubc.ca to sign up.
Q. What is FASmail?
As a Staff Finders employee, you are entitled to receive a FASmail account. The details will be communicated to you during the early stages of the hiring process along with instructions.
Q. What Security Resources Are Available at UBC?
In case of emergency call 911.
- Campus Security: 604.822.2222
- AMS Safewalk: 604.822.5355
- RCMP: 604.224.1322
Q. How Do I Obtain a Transit Pass?
Staff Finders hourly temps are not eligible for the Translink Employer Pass Program of discounted transit passes. You may contact the TREK office directly to check on updates. Please make sure you tell them that you are an hourly on-going Staff Finders employee.
Q. WorkSafe – Injuries at Work
Q.Overtime & Flextime
Overtime is not generally worked by temporary employees. If you are asked to work over 7 hours in one day, or over 35 hours per week, please contact Staff Finders for explanation of the procedures.
Temporary employees are not eligible for Flextime.