Hourly Payroll Information

Working Hours

Non-Union Technicians/Research Assistants

Normal working hours: 7.5 hours per day or 37.5 hours per week. Part-time position FTE is calculated based on 37.5 hours per week. Any hours over 7.5 hours in a given day or over 37.5 hours in a given week are considered overtime and will be paid out at double time via the timesheet.

CUPE 2950 and Management & Professional

Normal working hours: 7 hours per day or 35 hours per week. Part-time position FTE is calculated based on 35 hours per week. Any hours over 7 hours in a given day or over 35 hours in a given week are considered overtime and will be paid out at double time via the timesheet.

Students

Working hours depend on the type of appointment. Generally, students are not permitted to work over 12 hours per week from September-April. From May-August, students are permitted to work up to 40 hours per week. Any hours over 8 hours in a given day or over 40 hours in a given week are considered overtime and will be paid out at 1.5 times via the timesheet.

Please note the work-study appointments may have different restrictions. Please contact Andrea for more information.

Timesheets & Pay Periods

You should receive pre-populated timesheets via mail. In this case, you can complete the timesheets and have your supervisor sign. Please submit these by the deadline below via email to hourly@finance.ubc.ca

If you do not receive pre-populated timesheets prior to these deadlines, please contact Andrea. She will be able to provide an electronic version to use and will also remind Payroll to send the timesheets.

2017 Schedule
Hourly Pay Period Hourly Time Sheet to Payroll by 12:00 pm Hourly Pay Day
Jan 1-15 16-Jan 23-Jan
Jan 16-31 1-Feb 8-Feb
Feb 1-15 16-Feb 23-Feb
Feb 16-28 1-Mar 8-Mar
Mar 1-15 16-Mar 23-Mar
Mar 16-31 29-Mar 7-Apr
Apr 1-15 12-Apr 21-Apr
Apr 16-30 1-May 8-May
May 1-15 15-May 23-May
May 16-31 1-Jun 8-Jun
Jun 1-15 16-Jun 23-Jun
Jun 16-30 29-Jun 7-Jul
Jul 1-15 14-Jul 21-Jul
Jul 16-31 31-Jul 8-Aug
Aug 1-15 16-Aug 23-Aug
Aug 16-31 31-Aug 8-Sep
Sep 1-15 15-Sep 22-Sep
Sep 16-30 29-Sep 6-Oct
Oct 1-15 16-Oct 23-Oct
Oct 16-31 1-Nov 8-Nov
Nov 1-15 16-Nov 23-Nov
Nov 16-30 1-Dec 8-Dec
Dec 1-15 15-Dec 22-Dec
Dec 16-31 Dec 22, 12:00 p.m. 8-Jan-18
or
Jan 3, 9:00 a.m.

 

Completing Timesheets

To complete the timesheet, record the hours worked (not including unpaid meal breaks) in the REG column in row 1 and again in Totals. The “Authorizing Name” is usually your supervisor.

For cases where statutory holiday pay is applicable, enter HOL in the CODE column and the number of hours. See 6. Statutory Pay for more information on eligibility and calculations.

Sick Time

Non-Union Technicians/Research Assistants, CUPE 2950 and Management & Professional

Full-time employees accumulate 1.25 days of paid sick time per month. Part-time hourly paid employees are entitled to paid sick leave (pro-rated based on FTE) on days that they were normally scheduled to work. If an employee normally works on Tuesdays for 6 hours, he/she would be entitled to 6 hours of paid sick time in the case of illness/injury that day (depending on the accrued sick leave available). This would be reported as 6 regular hours worked on the timesheet. If an employee is sick on Monday and does not normally work Mondays, he/she is not entitled to paid sick time for that day.

If you are unsure if you are eligible for paid sick time, please contact Andrea.

Students

Students are not eligible for paid sick time.  Hours should not be submitted for time not worked. It is at the supervisor’s discretion to allow the student to make up the scheduled hours on another day.

Vacation Pay

Non-Union Technicians/Research Assistants, CUPE 2950 and Management & Professional

Employees accrue vacation based on their years of service and employee group. Please see http://www.hr.ubc.ca/benefits/vacation/ for specifics. These vacation hours are tracked centrally by Payroll for hourly-paid employees. You can request your vacation balance by contacting Andrea.

To request payout for vacation, please also contact Andrea. The idea is that hourly-paid employees who take vacation do not submit normal hours for those certain days on a timesheet but instead request “vacation pay.” It is possible, however, for employees to request payout of vacation hours at any time. Any remaining vacation pay is paid out at the end of an appointment.

Students

Students are not entitled to vacation pay.

Christmas Leave

Non-Union Technicians/Research Assistants

All employees who are normally scheduled to work will be given three (3) days leave of absence with pay to be taken between Boxing Day and New Year’s Day unless they are required to work for operational reasons. If you are required to work you will be given three (3) paid days off at some other mutually agreeable time.

If it is operationally necessary for your staff to work on these particular days, you will be required to offer three days of paid time off at another time.

If hourly-paid staff are normally scheduled to work on these particular weekdays, they are entitled to this benefit as well, by noting regular hours worked on timesheets – per normal process. It is generally understood that hourly-paid staff who work only casually and/or do not normally work these particular days, are not given this time off with pay

CUPE 2950

Article 30.08 of the Collective Agreement provides that employees who are normally scheduled to work on these days will be granted leave of absence with pay unless they are required to work for operational reasons. If required to work, they will be paid their regular wages and granted three paid leave of absence days at another mutually agreed upon time. Employees who are not normally scheduled to work on these days are not eligible for this paid leave.

If hourly-paid staff are normally scheduled to work on these particular weekdays, they are entitled to this benefit as well, by noting regular hours worked on timesheets – per normal process. It is generally understood that hourly-paid staff who work only casually and/or do not normally work these particular days, are not given this time off with pay.

Management & Professional

As outlined in Article 10.4, in order to offset significant amounts of hours of work over and above the usual job requirements, employees who are normally scheduled to work may be granted three (3) days leave of absence with pay to be taken between Boxing Day and New Year’s Day unless they are required to work for operational reasons.

It is up to the supervisor to determine whether or not to give M&P staff the paid time off based on service throughout the year – however, it should be noted that it is common for this time to be given and many UBC offices are closed during this period.

If it is operationally necessary for M&P staff to work on these particular days, you could offer them the same benefit by offering three days of paid time off at another time.

If hourly-paid M&P staff are normally scheduled to work on these particular weekdays, they could still receive this benefit, by noting regular hours worked on timesheets – per normal process. It is generally understood that hourly-paid staff who work only casually and/or do not normally work these particular days, are not given this time off with pay.

Statutory Holiday Pay

Statutory pay must be paid out on the timesheet in the pay period that includes the statutory holiday.

Calculations vary based on hours worked and employee group. For details, download this guide.

Benefits Eligibility

Non-Union Technicians/Research Assistants, CUPE 2950 and Management & Professional

Employees may be entitled to benefits (ie. extended medical, dental, life insurance, tuition waivers, pension) based on the length of appointment and number of hours worked per week. All hourly-paid employees must undergo a three-month waiting period from which eligibility will be determined based on hours worked.

Non-Union Technicians/Research Assistants must work at least 20 hours per week to be eligible.

CUPE 2950 and M&P must work at least 17.5 hours per week to be eligible.

Please contact Andrea if you believe you may be eligible after the three-month waiting period.