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The University of British Columbia
- a place of mind
- The University of British Columbia
- UBC Human Resources
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 to Staff Finders at 604.822.6800.
Your timesheet must include the following information:
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.
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). to top
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.
Applications for direct deposit are available in our office. 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.
See Applying to Staff Finders.
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
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.
Exceptions:
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 betweeen 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 at 604.822.9465 or by email at laurie.mitchell@ubc.ca.
1. Eligibility
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.
2. Accrual
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.
3. Restrictions
Employees cannot combine multiple medical appointments into a full day away from the office with pay. Naturally, there are exceptions to this policy, the most notable of which is when an employee has day surgery booked.
4. Reporting
Please advise us when you are taking medical appointment time. Ensure that you deduct the hours for the time taken from your timesheet and note in the comment section the reason for your absence.
5. Usage
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.
If you have a medical/dental appointment, the procedure to follow is:
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:
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:
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:
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.
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.
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.
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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.
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.
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.
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). 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:
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.
See the Interchange renewal form on the UBC IT website (PDF) to renew your Interchange subscription.
In case of emergency call 911.
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.
UBC TREK Office
Tel: 827-8735
Fax: 822-6119
Email: trek@ubc.ca
Web: http://www.trek.ubc.ca/
