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 Workday Time Tracking process.

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 Workday Time Tracking process.

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 Workday Time Tracking process.

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

Timesheets & Pay Periods

Hourly employees are paid on the 15th and the final day of the month. The pay periods are as follows:

  • 24th-8th, paid out on the 15th day of the month​
  • 9th-23rd, paid out on the final day of the month.

Hourly employees enter their hours through the Time Tracking function in Workday. The job aid for this process can be found here. Hourly employees are strongly encouraged to enter their hours on a weekly basis.

Once the employee has entered and submitted their hours, their supervisor will receive an inbox item to review and approve the hours in Workday.

Time Tracking will automatically calculate things such as overtime, overtime meals, and shift differentials based on the in/out times, and the respective employee group the employee falls under.

Submission & Approval Deadlines

Hourly employees need to submit their hours in Workday by 11:45 pm on the final day of the pay period. For example, if the pay period is November 9-23, hourly employees need to enter and submit hours by 11:45 pm on November 23rd.

Supervisors will then need to approve the hours by the end of the following day, or the following business day if it falls on a weekend or holiday. For example, if the pay period is from November 9-23, the supervisor will need to approve the hours by end of day on November 24th.

If you have any questions, please contact Hannah Sauve.

Sick Time

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

All 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, they 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). If an employee is sick on Monday and does not normally work Mondays, they are not entitled to paid sick time for that day.

Employees can enter the paid sick leave by selecting the “Absence” application on their Workday home page, then by selecting “My Absence”. The absence type should be entered as “paid sick leave”. The job aid for this process can be found here. The employee’s manager may also enter sick leave on their behalf by selecting the “Team Absence” application on their Workday home page, then by selecting “Enter Absence” and entering the employees’ name. The job aid for this process can be found here.

If you are unsure if you are eligible for paid sick time, please contact Donna Bradley at dbradley@providencehealth.bc.ca.

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 https://hr.ubc.ca/benefits/benefit-plan-details/vacation-leaves/vacation for specifics. All employees can view their vacation balance in Workday by selecting the “Absence” application on their home page, then by selecting “My Absence”.

To make a time-off request (vacation, sick day), select the “Absence” application on the Workday home page, then by selecting “Request Absence”. The job aid for this process can be found here. Absence Requests will require manager approval in Workday.

Employees may request payout of their vacation hours at any time. Any remaining vacation pay is paid out at the end of an appointment. To request payout for vacation, please contact Donna Bradley.

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. If eligible, hourly employees should log their hours for these days in Workday as usual – but they do not need to work these days. 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. If eligible, hourly employees should log their hours for these days in Workday as usual – but they do not need to work these days. 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 staff are normally scheduled to work on these particular weekdays, they are entitled to this benefit as well. If eligible, hourly employees should log their hours for these days in Workday as usual – but they do not need to work these days. 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 will be automatically calculated by Workday when employees log their hours.

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 Donna Bradley if you believe you may be eligible after the three-month waiting period.