Some of the first things you’ll need to do when you arrive are to make sure that you and your family have health care coverage to cover the cost of medical services, and to enrol in UBC benefits, payroll and pension.
As soon as you arrive in BC, apply for Medical Services Plan (MSP), the province’s medical plan.
Since you will be required to serve a waiting period before your MSP coverage starts, arrange for private medical insurance if you are arriving in BC from outside Canada. If you are coming to BC from another Canadian province or territory, you will be covered by your former provincial medical plan during the waiting period.
Apply for your UBC benefits, payroll and pension.
What is the BC Medical Services Plan?
In Canada, the cost of medically necessary physician and hospital services is covered by the public medical plan in the province where you live. In British Columbia, this plan is called the British Columbia Medical Services Plan (MSP).
All BC residents must enrol in the MSP. This includes:
non-permanent residents, such as those holding study and work permits valid for six months or more, and
applicants for permanent resident status who are the spouse or child of an eligible BC resident.
Learn more about the MSP and private medical coverage while serving the MSP waiting period.
Note: You can read more about these topics below, but here’s a summary of what you need to do:
How do I enrol in UBC payroll, pension and benefits?
Your appointment type, length and percentage of time worked will determine your eligibility for pension and benefits at UBC. If you are eligible, the full benefits package includes:
UBC’s Extended Health and Dental plans allow for double coverage. This means that if you are covered under your spouse’s plan, you can also enrol in the UBC Extended Health and Dental plans if your spouse’s plan also allows for double coverage.
If you are covered under another Extended Health and Dental benefits plan in addition to the UBC plan (for example, through your spouse’s plan), you can submit expenses under both plans to maximize your reimbursement.
This means that if your plan does not cover the full costs of service, you can submit a claim for the unpaid amount to the second benefit plan to claim any amount not covered by the first plan.
This is called coordinating your claims and there are rules for the order in which claims are paid.
How to coordinate a claim submission when you are enrolled in two plans
The Canadian Life and Health Insurance Association has established guidelines for how to coordinate claims to ensure claims are charged to the correct benefit plan. The order of claims submission is outlined below.
Submit claims for you and your spouse in the following order
The plan where the person is covered as an employee. If the person is an employee under more than one plan, the following order applies:
the plan where the person is covered as an active full-time employee
the plan where the person is covered as an active part-time employee
the plan where the person is covered as a retiree.
The plan where the person is covered as a dependent (for example, if you are covered as a dependent under your spouse’s plan).
Submit claims for a dependent child in the following order:
The plan where the dependent child is covered as an employee.
The plan where the dependent child is covered under a student health or dental plan provided through an educational institution.
The plan of the parent with the earlier birth date (month and day) in the calendar year. For example, if your birthday is May 1 and your spouse’s birthday is June 5, you must claim under your plan first.
The plan of the parent whose first name begins with the earlier letter in the alphabet, if the parents have the same birth date.
In situations of separation/divorce and there is no joint custody of the child, please refer to your Sun Life Benefits Booklet for the order of claims submission standards. You can download a copy of the Sun Life Benefits Booklet that applies to your employee group.
How do I submit my claim?
Remember to make copies of your receipts before you submit a claim.
Check the ‘yes’ box on Section 2 of your paper claim form to indicate that you are also a member of another benefit plan.
If the second benefit plan is with Sun Life, Sun Life will process the claim under both benefit plans using a single claim form.
If the second benefit plan is not with Sun Life, refer to the guidelines above to determine which plan the claim should be submitted to first.
If the UBC plan is the first plan, complete the claim form as you normally would. Attach a copy of the Sun Life Claim Statement to the claim form of the second benefit plan, so that the other plan knows the value of the unpaid balance.
If the UBC plan is the second plan, attach a copy of the Claim Statement from the other plan so that Sun Life knows the value of the unpaid balance.
Submitting a claim online
You can complete a claim online through mysunlife.ca or using the Sun Life mobile app (only certain claims may be submitted over the website or mobile app). See Submitting an Extended Health or Dental claim online to see what types of claims may be submitted online.
If both plans are with Sun Life and the claim is eligible for online submission, you can submit your claim online with one single transaction.
Indicate that you want to submit a Coordination of Benefits claim and that you want to submit the unpaid balance to your spouse’s plan. You will need to include the name of your spouse’s policy and certificate numbers, as well as their date of birth.
If the second benefit plan is not with Sun Life, refer to the guidelines above to determine which plan the claim should be submitted to first.
If the UBC plan is the first plan, submit your claim online as you normally would. Print a copy of the Sun Life Claim Statement and attach it to the claim form of the other benefit plan, so that the other plan knows the value of the unpaid balance.
If the UBC plan is the second plan, submit your claim online for the unpaid balance. Indicate that you want to submit a Coordination of Benefits claim and that you do not want to submit the unpaid balance to your spouse’s plan. Mark that you want to submit the unpaid balance to Sun Life and fill in the amount that the other plan reimbursed you for on the claims information page. You can find this amount on the Claim Statement received from the other plan (be sure to keep a copy of this Statement in case Sun Life audits your claim).
Claims submitted directly by your dentist or healthcare provider
In some cases, your healthcare provider may submit the claim on your behalf when they provide treatment or service. This can include prescription drug claims (when you use your Sun Life pay-direct drug card), claims for dental services as well as vision care and paramedical services if your provider is registered with Express Scripts Canada, in which case your healthcare provider will submit the claim on your behalf.
For prescription drug claims, provide the pharmacist with the details of both benefit plans so the pharmacist can send the claim to both plans in the right order. If both you and your spouse have drug cards under your individual benefit plans, the pharmacist can coordinate your benefits right at the pharmacy counter.
You will need to provide your dental office with the details of both your benefit plans so the office can send claims to both plans in the right order.
If you no longer wish to coordinate your claims
Inform Sun Life (1-800-361-6212) if you are no longer coordinating your extended health and dental benefits. If you do not inform Sun Life of the change, Sun Life may delay processing your claims. Note that UBC does not collect or report coordination of benefits information to Sun Life.
If you are 55 or older when you retire or leave your employment at UBC, you can choose to participate in the Retirement and Survivor Benefits (RSB) Program. The RSB Program also provides benefits to eligible surviving family of UBC faculty and staff.
You can enrol in one or more of these plans. The coverage offered by these plans is not the same as the benefits offered to current UBC employees. For example, the cost of vision care is not covered under the RSB Program, and the reimbursement level for some services and supplies is different.
Enrolment deadline
If you want to enrol in the RSB Program, you must do so within 31 days of:
retiring or leaving your employment at UBC and/or
the end of your coverage under the UBC Benefit plans if you are a surviving dependent of a UBC employee.
If you do not enrol in the RSB Program within this time frame, you will not be able to join at a later date.
Deciding if the RSB Program is right for you
Enroling in the RSB Program when you leave your employment at UBC after the age of 55 is an optional, one-time opportunity.
You might find it useful in your decision-making process to:
If you are travelling for work or a holiday, it’s important to know about your medical benefits coverage while you are out of the province.
This section provides important information and links to resources to help you understand your benefit coverage (including what’s not covered) while travelling outside of BC. You will also find details on who to contact for assistance in the event of a medical emergency.
Click on one of the following links for information about your benefits coverage when travelling:
Disclaimer: This outline is for information purposes only and is a descriptive outline of the plans described; it is not a contract. UBC does not warrant the completeness, timeliness or accuracy of any of the information contained in this web site. Plan terms and conditions are governed by policy contract numbers 025205, 023218, 050555-G, 100328, 100768 and 51075 with Sun Life Assurance Company of Canada and Policy #920137 with AXA Insurance Inc. In the event of a discrepancy between the information provided on this web site and these policy contracts, benefits will be paid in accordance with the policy contracts.
Any information on the Medical Service Plan of BC (MSP) is a descriptive outline only; UBC is not responsible for the terms and provisions of this plan as it is administered by Health Insurance BC (BC Provincial Government). UBC does not warrant the completeness, timeliness or accuracy of any of the information contained in this web site. For further information, please refer to MSP website.
You must be registered and enrolled the benefit plans to receive the coverage under the plans. Coverage under some of the UBC benefit plans is not automatic. It is the sole responsibility of the traveller to ensure that they are enrolled in the UBC plans and have appropriate coverage in place based on their personal circumstances and their travel destination.
UBC offers many different types of paid and unpaid leaves – from time off for professional development to a leave to look after a critically or terminally ill family member. The links below provide information about the leaves available to you and how you can request the time off.
Depending on your UBC employee group and the type of leave, your UBC benefits might be affected. On some leaves, you continue to receive your UBC benefits, while for other leaves, you will need to pay both your cost and UBC’s cost to maintain your benefits. See Benefits Coverage while on a Leave for more information.
If you are on short-term sick leave and unable to work for more than a four- or six-month period (depending on your employee group) due to illness or injury, you may qualify for long-term disability, which will provide you with a monthly income based on a percentage of your pre-disability gross monthly salary.
For faculty, the long-term disability plan is called the Income Replacement Plan. For staff employees, the long-term disability plan is called the Disability Benefit Plan. Sun Life is the University’s insurer of the Income Replacement and Disability Benefit plans.
If you are in the third month of your absence from work due to illness or injury and it does not seem that you will be able to make a full return to work, you should apply for long-term disability. Start the process by sending an email to disabilityclaims.info@ubc.ca (or contact the Benefits team to discuss) to learn how to apply for benefits and to obtain the application forms you’ll need.
If you apply for benefits, you need to provide proof that you became disabled while you were covered by the plan and that you have been following appropriate medical treatment for your disability since its onset.
For information on short-term sick leave or unpaid medical leave, please visit the Leaves section.
Need help understanding your sick leave and applying for long-term disability? Read our claims process guide:
There are some differences between the plans for each of UBC’s employee groups, so please review the section that applies specifically to your group and check the Sun Life benefits booklet for further details.
Your UBC Life Insurance Plans include the following mandatory and optional life insurance plans:
Basic Group Life Insurance for employees
UBC’s Basic Group Life Insurance Plan will pay a sum of money (benefit) to your designated beneficiary in the event of your death, whatever the cause. The amount depends on your age at the time of your death and your annual earnings, to a maximum of $300,000. The benefit your beneficiary will receive is non-taxable.
Your spouse and/or dependent children are not covered under UBC’s Basic Group Life Insurance Plan. However, they may qualify for UBC’s Optional Life Insurance Plan.
If you are eligible, you are automatically be enrolled in UBC’s Basic Group Life Insurance Plan.
UBC’s Optional Life Insurance Plan provides supplementary life insurance coverage in addition to your Basic Group Life Insurance. You can purchase Optional Life Insurance to a maximum of $750,000. You must apply for this optional plan, and your application must include a Health Statement that is subject to review and approval by Sun Life. If you are approved, you pay for this plan through monthly premiums that are deducted from your paycheque. In the event of your death, your beneficiary will receive a non-taxable sum of money.
UBC’s Optional Life Insurance Plan provides supplementary life insurance coverage for your spouse. You can purchase Optional Life Insurance for your spouse to a maximum of $750,000. You must apply for this optional plan for your spouse, and your application must include a Health Statement from your spouse that is subject to review and approval by Sun Life. If they are approved, you pay for this plan through monthly premiums that are deducted from your paycheque. In the event of your spouse’s death, their beneficiary will receive a non-taxable sum of money.
Your dependent children are automatically approved for supplementary life insurance coverage under UBC’s Optional Life Insurance Plan once you are approved for coverage (effective March 1, 2015). You do not need to apply for this optional plan for your dependent children and there is no additional cost besides the payment of the monthly premiums for your own coverage. In the event of your child’s death, you will receive a non-taxable sum of money.
Learn more about who is considered a dependent child.
Optional Accidental Death & Dismemberment
For employees
UBC’s Optional Accidental Death & Dismemberment (AD&D) coverage will pay a sum of money (benefit) to your beneficiary if you are the victim of an accident that results in the loss of life, limb, sight or hearing. You apply for this optional plan when you apply for the Optional Life Insurance Plan, and the coverage amount is the same as Optional Life. If you are approved for Optional Life, you pay for this plan through monthly premiums that are deducted from your paycheque. In the event of your death, your beneficiary will receive a non-taxable sum of money. The beneficiary of your Optional AD&D is the same as your designation for Optional Life.
UBC’s Optional Accidental Death & Dismemberment (AD&D) coverage will pay a sum of money to your spouse’s beneficiary if they are the victim of an accident that results in the loss of life, limb, sight or hearing. You apply for this optional plan for your spouse when you apply for their Optional Life Insurance Plan. If they are approved for Optional Life, you pay for this plan through monthly premiums that are deducted from your paycheque. In the event of your spouse’s death, their beneficiary will receive a non-taxable sum of money. The beneficiary of your spouse’s Optional AD&D is the same as their designation for Optional Life.
How do I make a change to my life insurance policies?
You can make the following changes to you and your spouse’s life insurance policies in Workday:
Changing your Basic Life beneficiary (employee only)
Changing your Optional Life beneficiary
Applying for Optional Life/AD&D for the first time, or increasing coverage
Cancelling Optional Life/AD&D, reducing coverage or change in smoker/non-smoker status
Visit Making enrolment changes for more information on how to make a change to your life insurance policies.
How do I submit a life insurance claim?
If you die, your beneficiary or executor must contact UBC Human Resources to submit a life insurance claim. We can only communicate directly with the designated beneficiary, beneficiaries or trustees that are on file. They will be asked to provide all of the following information in writing:
name of deceased
date of death
a copy of the death certificate certified by a lawyer, notary or Commissioner of Oaths
UBC Human Resources will then provide the necessary claim forms and help with the claim submission process.
If your spouse or dependent child dies and was covered for Optional Life Insurance, please contact UBC Human Resources to initiate a claim.
Please contact Janet McHugh at 604-822-6823 or janet.mchugh@ubc.ca to submit a life insurance claim.
How do I apply for a loan against my life insurance?
If you are diagnosed with a terminal illness and are expected to live less than 24 months, you may be eligible to apply for a Living Benefits loan, which can provide some financial relief.
For more information about Living Benefits loans, including details about the application and approval process, contact UBC Benefits.
For more information
The outline above is a descriptive summary of the plan and is not a contract. All terms and conditions are governed by Contract Number 050555 with Sun Life Assurance Company of Canada. In the event of a discrepancy, benefits will be paid according to the official document and applicable legislation.
For complete details about your Life Insurance Plans, refer to the Sun Life benefits booklet for your employee group.
The Health Spending Account (HSA) benefit is available for some employee groups at UBC.
If you are eligible for this benefit, the HSA provides you with an annual credit to pay for certain expenses that are not covered by UBC’s Extended Health and Dental plans. These expenses could include the cost of deductibles or amounts over plan maximums. The HSA credit is allocated to you and you may use it to pay for claims for your eligible dependents.
The HSA benefit is available to employees who are members of the CUPE 116,CUPE 2950, IUOE 115, Management & Professional, BCGEU Vancouver (Child Care), BCGEU Okanagan and Faculty (includes Academic Executives and Postdoctoral Fellows) employee groups who are also enrolled in the UBC Extended Health Plan.
You are eligible for the Health Spending Account (HSA) benefit if you are a member of one of the following employee groups and you are enrolled in the UBC Extended Health Plan:
CUPE 116
CUPE 2950
IUOE 115
Management & Professional (Paymaster and TRIUMF M&P employees are not eligible for the HSA benefit)
BCGEU Vancouver (Child Care)
BCGEU Okanagan
Faculty (includes Academic Executives and Postdoctoral Fellows).
Eligibility for new hires
If you have just joined UBC, you are eligible for the HSA benefit as of the date you are enrolled in the Extended Health Plan. This benefit is not pro-rated, so even if you enroll partway through the year, you are still eligible for the full annual amount of the HSA benefit.
How the HSA benefit works
You will receive a credit on January 1 of each year. The Health Spending Account (HSA) credit is valued at:
$500 per year if you are a member of CUPE 116,
$375 per year if you are a member of CUPE 2950,
$400 per year if you are a member of the Management & Professional employee group (includes Management & Professional, Excluded Management & Professional, Service Unit Director and Administrative Executive),
$1,000 per year if you are a member of IUOE 115,
$200 per year if you are a member of BCGEU Vancouver (Child Care),
$200 per year if you are a member of BCGEU Okanagan, or
$400 per year if you are a member of the Faculty (includes Academic Executives and Postdoctoral Fellows) employee group.
The HSA is a non-taxable benefit and it must be used within a certain time frame. You can carry forward unused portions of the credit for one year, but if you do not use the carried-forward amount by the end of the second year, you will lose the carried-forward amount.
Deadlines for submitting claims
There is a deadline to submit HSA claims. You have 90 days from the end of the benefit year (December 31) to submit an HSA claim for expenses incurred during that year. For example, at the end of December 31, 2025, you have 90 days (until March 31, 2026) to submit claims for 2025. After March 31, 2026, you are no longer able to submit 2025 claims to your HSA. Please note, it is recommended you submit your claims prior to the last claiming deadline day as Sun Life’s e-claims system is unavailable overnight during Eastern Standard Time.
Here is an example of how the HSA works for employee groups with a $200 credit per year.
2025
Activity
Date
Transaction Amount
HSA Balance
Starting Balance
Jan. 1, 2025
$200 for 2025
$200
Claim #1
Oct. 1, 2025
$50
$150
Claim #2
Nov. 1, 2025
$25
$125
End of 2025
Dec. 31, 2025
You have 90 days from Dec. 31 to submit 2025 claims
$125 carry-forward
2026
Activity
Date
Transaction Amount
HSA Balance
Starting Balance
Jan. 1, 2026
$200 for 2026 + $125 carry-forward from 2025 = $325
$325
Claim #1
Sept. 1, 2026
$120
$205
Claim #2
Oct. 1, 2026
$50
$155
End of 2026
Dec. 31, 2026
You have 90 days from Dec. 31 to submit 2026 claims
$155 carry-forward
If you have questions about making HSA claims, you can contact Sun Life via secure message at mysunlife.ca, or phone them directly at 1-800-661-7334 or 1-800-361-6212.
Eligible expenses
What does the HSA cover?
Your Health Spending Account (HSA) benefit can be used for many expenses that are either not covered or are only partially covered by UBC’s Extended Health and Dental plans. These include:
deductibles; amounts over plan maximums (for example, if you’ve reached your annual maximum for physiotherapy, then you can claim your extra expense);
amounts over plan maximums (for example, if you’ve reached your annual maximum for physiotherapy, then you can claim your extra expense);
unpaid portions of prescription drugs, dental (including orthodontics) and paramedical services;
unpaid amounts from your spouse’s plan (if you are covered under your spouse’s plan);
unpaid amounts for out-of-country claims;
unpaid amounts for laser eye surgery;
physician fees for completing forms/reports; and
insurance premiums for private health or dental care coverage.
dependent children (age 18 or younger, or age 19 to 24 if in full-time attendance at a school or university), and
disabled children of any age who are financially dependent on you
The following dependents are also eligible if they are financially dependent on you in accordance with the Canadian Income Tax Act and they reside in Canada:
dependent children age 25 and over,
grandchildren,
parents,
grandparents,
brothers and sisters,
aunts and uncles, and
nieces and nephews.
When you submit your claim online or sign your paper claim form, you are acknowledging that the dependent you are claiming for is financially dependent on you.
How to submit your HSA claim
As with most UBC Extended Health and UBC Dental expenses, you can submit HSA claims online or by mail. We’ve outlined the process below, and have included information about how to coordinate your claim with another group plan.
Submitting a claim online
When you submit a claim online rather than by mail, you will be reimbursed faster. The table below shows the types of claims that can be submitted through mysunlife.ca or the Sun Life mobile app.
The Sun Life mobile app includes a photo submission feature for uploading receipts and doctor, midwife or nurse practitioner's referrals, if required. This is why more claims can be submitted over the app compared to mysunlife.ca.
Nurse Ambulance Diabetic Supplies Medical Equipment and Supplies Hearing Aid and Supplies Hospitalization Laboratory/Diagnostic Services Custom-made Orthopaedic Shoes Prosthesis
Y Y Y Y Y Y Y Y
Y Y Y Y Y Y Y Y Y
Dental*
Y
Y
* With the exception of claims for bridges, crowns, dentures, dental accidents and all dental work that requires preauthorization.
To submit a claim online:
Log into mysunlife.ca or Sun Life mobile app using your Access ID and password. If you don’t have an Access ID, contact Sun Life at 1-800-361-6212 to sign up.
Select “my claims”.
Select Prescribed Drug/Vision Care/Paramedical e-claim, Dental e-claim or Health Spending Account e-claim.
If you are not coordinating benefits: For drug, vision care or paramedical claims, submit a Prescribed Drug/Vision Care/Paramedical e-claim and select the option to submit a Health Spending Account (HSA) claim for any unpaid balances. For a dental claim, submit a Dental e-claim followed by a Health Spending Account (HSA) e-claim.
If you are coordinating benefits with another Sun Life group plan: Submit a Prescribed Drug/Vision Care/Paramedical or Dental e-claim and select the option to submit a Coordination of Benefit (COB) claim. Any unpaid balance can be claimed by submitting a Health Spending Account (HSA) e-claim.
If you are coordinating benefits with a group plan that is not with Sun Life: Submit an e-claim to the Plan that is the first payor, then second payor (see Cooordinating Benefits below to determine the order of claims submission). Any unpaid balance can be claimed by submitting a Health Spending Account (HSA) e-claim.
Complete the information requested and submit the claim online.
If you are submitting your claims online, remember to keep your receipts and any supporting documentation for your records and for auditing purposes for a 12-month period. Supporting documentation may include the Sun Life Claimant statement or statement from your second plan showing how much you were reimbursed, if you are coordinating claims. If your claim is randomly audited by Sun Life, you must send Sun Life supporting documentation for your claim before it will be reimbursed.
When submitting claims, please indicate in the HSA section of the claim form (Part 3) how you would like your claim processed by Sun Life. Your three options are:
1. You don’t want to use your HSA for this claim.
Select this option if you want to save your HSA credits for future claims.
If you are coordinating benefits: Select this option if you are covered under another group benefits plan (second plan) that is not with Sun Life; in order to maximize your HSA credits you should ensure that you receive reimbursement from the second plan before submitting any unpaid balances against your HSA.
2. You want Sun Life to assess this claim under your Extended Health/Dental benefit first and then assess any unpaid balance under your HSA.
Select this option if you would like to claim any balance not paid by the Extended Health/Dental benefit against your HSA account.
If you are coordinating benefits: Select this option if you have a second plan that is with Sun Life, and after receiving reimbursement under both plans you would like to claim any unpaid amounts under your HSA.
3. You want Sun Life to assess this claim under your HSA only.
Select this option if the claim is not covered or partially covered under your Extended Health/Dental benefit and you would like to claim any unpaid amounts against your HSA account.
Select this option if you have used your drug card or dentist/provider has submitted your claim electronically on your behalf and there are unpaid amounts you would like to claim under your HSA.
If you are coordinating benefits: If you have coordinated benefits with the second plan that is not with Sun Life and you would like to claim any unpaid amounts under your HSA.
When submitting claims by paper, send Sun Life the original receipts and any supporting documentation. Supporting documentation may include the Sun Life Claimant statement or statement from your second plan showing how much you were reimbursed, if you are coordinating claims.
Sign your claim form, attach your receipts and mail it to the address indicated on the form.
Making a claim for a dependent
You must submit a paper claim if you are making a claim for a dependent who is not covered under the Extended Health/Dental benefit, but who meets the Income Tax Act definition of an eligible dependent for the HSA.
Coordinating benefits
If you are coordinating benefits with another group plan (second plan) and are unsure of which plan to submit to first, please visit the Coordination of Claims section of this website for more information.
Welcome to UBC, one of the world's top universities and one of Canada's top employers. We're here to support you as you settle into your new role at UBC.
The essentials to get started
Below are some guidelines to help you get oriented to your new role and to the UBC community. Your manager or local administrator may offer a more customized plan that will be relevant to you, your role, and your work arrangement.
You can also use the New Hire's Onboarding Checklist to guide you throughout the process.
The first part of your onboarding will be on Workday, UBC’s finance and human resource management system. To access Workday and many other UBC employee sites, you will need to create your Campus-Wide Login (CWL) account.
Create your Campus-Wide Login (CWL) Account.
Follow the email instructions from UBC IT to activate your CWL account. Within 24 hours after your employment agreement has been signed, you will receive an email from UBC IT with instructions on how to activate your CWL account. If you are a returning UBC employee, your original CWL account will be automatically reactivated within 24 hours – no further action is required.
Set up your Enhanced CWL (Multi-Factor Authentication). To enhance cybersecurity, access to some UBC sites may require the use of multi-factor authentication with your CWL account.
Complete your payroll and benefits elections on Workday.
You will receive emails from Workday with a series of onboarding tasks to complete based on your role. It is recommended that you complete pay-related onboarding tasks before or on your first day so that the information needed to process your pay is set up correctly for your first pay. It is also recommended that you familiarize yourself with and enrol in benefits (if your role is eligible for benefits) before beginning your role as eligible employees are entitled to benefits from the first day.
Complete your payroll information on Workday, including your contact information, direct deposit setup and payment elections, and federal and provincial tax elections. Visit UBC Finance’s Payroll website for additional information about payroll and taxes, and to access the payroll calendar for important dates.
If eligible, enrol in Benefits on Workday. To complete this, you will need your Social Insurance Number (SIN) and the Personal Health Number (PHN) for you and your dependents. There is a helpful Benefits Enrolment Guide and a how-to video you can follow for step-by-step guidance.
The Integrated Service Centre (ISC) offers support with Workday questions, issues, and requests. Here, you can submit a Workday support request, speak with a representative, or search their Workday knowledge base. Below are some knowledge base articles that may be beneficial as you navigate your onboarding:
Review information about Hybrid work at UBC to see how it may apply to your role. Your manager or supervisor will contact you prior to your first day with details about your first day, including whether you will begin your work in person or remotely.
If applicable, discuss any accommodation or accessibility support needs with your manager or contact the Centre for Workplace Accessibility (CWA) should you not want to disclose your disability to your manager. The CWA is available to support you with resources to help remove barriers in the workplace for faculty and staff with disabilities or ongoing medical conditions.
Meet with your manager/supervisor and get settled into the workplace.
Tour the workplace with your manager or onboarding buddy and meet the people you will be working with. Learn where to find important spaces and supplies such as the kitchens/lunchrooms, bathrooms, emergency exits, meeting spaces, first-aid kit, and supply stations.
Meet with your manager/supervisor and discuss work expectations. Examples could be:
Regular work hours, hybrid work arrangements/guidelines, and job description
Communication and working styles, and expectations for requesting time off
Overview of technology, software and platforms available and what the team uses
Organizational structure and team landscape, highlighting areas of collaboration
Set up your essentials for work.
Retrieve any keys or access cards required for building access and any other equipment essential to your job from your manager or department administrator.
Apply for a UBC Card, UBC’s official identification card that functions as your Employee ID and library card. For some departments, the UBC Card will also serve as your building access card.
Sign in and familiarize yourself with your UBC Faculty and Staff email (FASmail) account. If you are new to UBC, you will have received an email from UBC IT with instructions on how to set up your FASmail account. If you are a returning employee, your original FASmail account will be automatically reactivated. Some departments may have administrators complete email account setup on your behalf. Some departments may also provide you with a department-specific email account.
If applicable, test your devices to ensure they are configured for working off-campus, including VPN access. Troubleshoot with your manager or submit a ticket to UBC IT if needed.
Ergonomically set up your workstation. Whether you are working in an office, classroom, lab or remote work environment, proper ergonomic design of your workspace can minimize the risk of a wide range of work-related injuries. If desired, you can request an ergonomic assessment.
Within your first week
Complete all general required trainings and begin job-specific training.
Review documentation and information relevant to your role. Ask your manager/supervisor for any additional training manuals or transition documents that you can keep for future reference. Additionally, your team members may schedule peer-instructional sessions with you to train or transfer knowledge on relevant applications and processes.
Learn about administrative processes and procedures, including those specific to your role (e.g. sick leave, vacation and attendance tracking, and purchasing).
Familiarize yourself with campus resources for faculty and staff.
Complete the New to UBC Orientation Course (either for the Vancouver or Okanagan campus). This course is the one place where new hires can find and explore everything you need to know about UBC, including campus resources, services, information, and community networks.
Familiarize yourself with UBC’s health and wellbeing resources, in particular the resources available to support your mental health. Here, you will be able to learn about the Employee and Family Assistance Program (EFAP) and access many of the resources available to help you and your dependents.
Check out UBC’s perks for faculty & staffto find information on employee discounts and other perks available at UBC’s attractions, recreation and fitness centres, and other campus services.
Explore the UBC Today website for the latest news, updates, events, useful dates and curated resources from across UBC especially for faculty and staff. Ask your team what other university newsletters you should consider subscribing to.
Have check-in conversations with your manager/supervisor.
Have check-in conversations with your manager/supervisor on a regular basis. Some important conversation topics may include:
Onboarding needs and administrative support.
Work expectations and best practices. Discuss hybrid work program if applicable.
Top priorities for your role and where you should be focusing your efforts to start. Discuss ongoing projects and progress, or explore project management tools that would be suitable for you and/or your team.
Your team’s strategic priorities/goals and how you contribute to them.
Your progress towards your performance goals. Seek feedback where appropriate.
Social connection and networking opportunities.
Participate in employee orientations and team meetings to get situated in your work.
Participate in team meetings and introductory meetings with colleagues to learn about how you will work together and any ongoing projects you may be involved in. Also connect socially with your colleagues and team members. This can include a team lunch, coffee chats with colleagues, orientation and other campus events, and exploring the campus community.
Register for department-wide orientation events and meetings, where applicable, to learn about the culture, priorities, and practices of the faculty/department, onboarding resources, and meet with your colleagues. In some departments, there may be a dedicated HR professional responsible for orientations who will connect with you directly.
Learn about campus-wide Orientations & Onboarding events to support building cross-campus connections and a sense of community. You can find more details about these offerings below on this page.
Review important UBC plans, policies and procedures.
Review the collective agreement and terms of employment for your employee group and note down important contacts for your union group or labour association. If applicable, attend any member orientation sessions offered by your union group or labour association.
Continue to explore onboarding and professional development opportunities at UBC.
Continue to have check-in conversations with your manager/supervisor on a regular basis. Have a conversation with your manager about your probationary period and prepare for your performance conversation.
Check out learning and professional development resources and opportunities at UBC. Examples include:
Complete the 30-Day and 3-month Entrance Surveys when prompted in Workday. These surveys will appear in your Workday inbox after 30 days and 3 months, respectively. Feedback from faculty and staff in these Entrance Surveys are aggregated and will help inform and shape ongoing improvements to UBC onboarding programs and processes.
Tour UBC's campuses
Experience what makes UBC unique and learn what’s available to you on our two stunning campuses – all without leaving your home. Explore the Vancouver campus and Okanagan campus by taking a virtual guided tour.
Your UBC employee orientation course
There’s a lot to learn and discover as you settle into your new role at UBC. The New to UBC Orientation Course is a self-directed resource and learning space filled with informative and interactive content curated specifically to support new faculty and staff as you navigate the university community during your first couple of months and beyond.
Through a series of course modules, you will:
Learn about the resources, services and support available to you as you navigate your career journey at UBC, now and beyond your onboarding.
Develop a foundational understanding of how we are shaping the future of research, teaching and work, and how you can contribute to UBC's mission and priorities.
Learn about the unique opportunities to explore and get involved in our community, and why we are consistently recognized as one of Canada’s Top Employers.
Faculty and Staff Orientation events offered by the university will expand on the content in this course and provide additional networking and engagement opportunities with the UBC community.
Campus-wide orientation events for faculty and staff
Welcome to UBC Orientation The Welcome to UBC Orientation event is hosted throughout the year to welcome and support new staff and faculty as they begin their journey at UBC. This interactive session will combine speakers and activities for new hires to learn more about UBC and our priorities, ways to be engaged in the campus community, and the opportunities available here for you. You will also have the opportunity to connect with fellow new colleagues and hear tips and advice from seasoned staff.
Benefits@UBC Webinars for Faculty and Staff The Benefits@UBC webinar is hosted throughout the year by the UBC Vancouver Benefits team to help new faculty and staff to better understand the wide range of benefits available to you. Join us to learn which benefits you are eligible for and how to access them including Extended Health and Dental Care, Life Insurance, Employee and Family Assistance Program, and Tuition Waivers.
You@UBC: Navigating Your Development Journey for Staff The You@UBC Professional Development (PD) Orientation event is hosted three times per year by the Learning and Talent Development team as an interactive session to support staff in exploring the professional development resources available at UBC, and engaging in reflection and goal setting around navigating your development journey in your current role at UBC.
New Faculty Teaching Orientation UBC’sNew Faculty Teaching Orientationis hosted annually in August by the Centre for Teaching, Learning and Technology to welcome and support new instructors as they navigate their roles and responsibilities at the institution. The orientation provides an opportunity for new faculty to learn about the academic culture, policies, and practices of the institution, as well as the resources available to support their teaching, research, and service. This event also presents a valuable opportunity to connect with new colleagues and foster professional networks.
New to UBC Vancouver Connections Program The New to UBC Vancouver Connections Program is a self-directed, cohort-based program designed to support new faculty and staff within their first year of employment with building new connections within the UBC community and creating shared experiences as they navigate their onboarding journey. Program participants are matched into small groups and determine how frequently to meet with group members and what types of activities to engage in.
If you have questions or need help in your first days and weeks at UBC, questions around your onboarding experience, or resources available to you, contact the Orientations & Onboarding team at workplace.orientations@ubc.ca.
Who to contact for specific issues:
For Workday issues or questions: submit a support request through the UBC Self Service Portal or call 604-822-8200 for UBC Vancouver or 250-807-8163 for UBC Okanagan
The Sexual Violence Prevention and Response Office (SVPRO) offers confidential support for those who have been impacted by any form of sexual or gender-based violence, harassment or harm, regardless of where or when it took place.
Information for foreign workers
As a temporary foreign worker, you are entitled to the same employment rights and workplace protections as Canadians and permanent residents.
For more information, please refer to the PDF pamphlets below, available from the Government of Canada.
If you are a manager or administrator supporting the onboarding of new hires, visit the New employee checklist and orientation page (CWL-protected)to access onboarding guides, onboarding journey maps, checklist templates and more resources to help you make the onboarding experience successful.
The Medical Services Plan (MSP) is the BC provincial government’s medical insurance plan and is administered by Health Insurance BC.
All eligible BC residents and their dependents must enrol in MSP, which pays for the medically required services of physicians and surgeons, hospital services, as well as dental and oral surgery when it is medically required to be performed in a hospital.
To be eligible to enrol in UBC’s Extended Health Plan, you must be eligible and enrolled in the Medical Services Plan of BC or another Canadian public health plan. UBC’s Extended Health Plan, provides you with coverage for medical services and expenses that are not covered by MSP, such as prescription drugs, vision care and more.
How do I enrol in MSP?
If you are a resident of British Columbia, you must enrol in MSP. By law, MSP is mandatory for all eligible residents and their dependents. If you are coming to UBC from outside of BC or Canada, see the section below.
Your BC Services Card is proof of your MSP enrolment. Your BC Services Card contains your 9 digit personal health number.
If you are new to BC and Canada, once you are enrolled for MSP you will receive a notice that explains how you and your family members can get your BC Services Card (with photo).
If you have temporary immigration status, you will receive a BC Services Card (non-photo) in the mail.
Present your BC Services Card when obtaining physician and hospital services.
What are the MSP premiums?
There are no monthly premiums for MSP.
Coming to UBC from outside of BC or Canada
If you are coming to UBC from outside of BC (and within Canada) or outside Canada, you and your eligible dependents must complete a waiting period for MSP. The waiting period consists of the balance of the month in which residence in British Columbia is established, plus two months. Generally, the date residence is established is the date of arrival in BC, however this is determined by the Ministry of Health based on a number of factors, including the type of immigration status held. For more information, visit the Medical Services Plan website.
If you are coming to BC from another Canadian province or territory, you should maintain your coverage with your former provincial medical plan during this MSP waiting period. This will ensure you are covered for any medically necessary physician and hospital services by your former province as you wait for your MSP coverage to start.
If you are coming to BC from outside of Canada, you should arrange for private coverage during the MSP waiting period. Faculty and staff employed or appointed by the university from outside Canada can purchase private coverage during the waiting period through the David Cummings Insurance Services (DCIS) or Sun Life. Learn more about private coverage.
Work permit renewals and MSP coverage
Guidance for Work Permit Renewals and Medical Services Plan Coverage
This information was updated in November 2024
If you work in British Columbia under a work permit and you are enrolled in the Medical Services Plan (MSP), your MSP coverage will end at the end of the month that your work permit expires unless you are approved for temporary MSP coverage. If your MSP coverage ends, it will be reinstated upon receipt of your new work permit.
For this reason, it is imperative that you apply for your new work permit well in advance.
If you are applying for a new work permit, it is important that you apply as far in advance of the expiry date of your current work permit as possible. This will avoid a lapse in MSP coverage and ensure that you can legally continue to work for UBC. The Immigration, Refugees and Citizenship Canada website (IRCC) provides the current processing time for a work permit extension (same employer) whether submitting the application online or by paper.
Once you receive your new work permit, please send a copy of your new work permit to your Department Administrator and Health Insurance BC (HIBC).
Depending on your work permit renewal status, the following three situations may apply:
You receive your new work permit prior to the expiry of your old work permit.
Your MSP and Extended Health coverage is continuous. Please send a copy of your new work permit to HIBC.
Your work permit has expired and you have Maintained Status while you wait for your new work permit.
Your MSP coverage will end at the end of the month that your work permit expires. You will need to contact HIBC to request temporary MSP coverage. If approved, your MSP and Extended Health coverage is continuous.
If your request for temporary MSP coverage is denied, your Extended Health can continue for up to 90 days while on Maintained Status. This also applies to your eligible dependents.
We recommend that you purchase private coverage if you have not been approved for temporary MSP coverage and have a pre-existing condition, are pregnant (or your spouse is) or anticipate that you and/or your dependents will obtain doctor and/or hospital services and you do not want to wait until your new work permit is issued in order to be reimbursed.
Please contact Janet McHugh at janet.mchugh@ubc.ca or 604-822-6823 for further details or to arrange for coverage. If you purchase private coverage, you can request through HIBC that your MSP coverage is reinstated using the first of the month that your work permit issuance date falls under, rather than retroactive to the date it originally ended.
If you are on Maintained Status and your current work permit has expired, you should not travel outside Canada. If you do leave Canada, Maintained Status ends immediately, and you no longer have status to work in Canada. You must cease work and UBC must cease paying you until you can provide a valid work permit. For more information, visit the IRCC website.
Your work permit has expired and you no longer have status to work in Canada because you have either not applied for your work permit prior to the expiry of your previous one, your Maintained Status has ended or IRCC has indicated you must apply for Restoration of Status.
You may not perform work for UBC and your salary will cease. Your MSP coverage will end at the end of the month that your work permit expires. Once a new work permit has been issued HIBC will review your new work permit and determine when your MSP coverage will start.
Your Extended Health coverage will end when your MSP coverage ends. This also applies to your eligible dependents. You will need to waive your Extended Health Plan coverage through Workday. You will then need to re-enrol in the Extended Health Plan through Workday once your MSP has been reinstated.
For these situations, there will be a lapse in MSP coverage. You must purchase private coverage during this time, otherwise, you will be out-of-pocket for any doctor and hospital services you and/or your dependents receive during this time. Please contact Janet McHugh at janet.mchugh@ubc.ca or 604-822-6823 for further details or to arrange for coverage.
Provide a copy of your new work permit to your Department Administrator and HIBC as soon as possible.
HIBC will review your new work permit and determine when your MSP coverage will start. It may start the first of the month of your work permit issuance date or HIBC may require that you serve another waiting period. HIBC will inform you of their decision in writing.
Note that if you are without status you may not perform any work for UBC.
Questions?
If you have any questions about renewing your work permit, please contact your Department or Faculty administrator.
The BC Medical Services Plan requires that individuals be physically present in BC for at least six months of the calendar year to maintain their coverage under the plan.
However, you can still be covered by MSP if you are absent from BC for:
a total absence of seven months per calendar year for vacation purposes under certain conditions; or
temporary extended absences of up to 24 months once in a 60-month period for work or vacation.
It is up to you to seek approval for coverage from the BC Medical Services Plan if you are going to be absent from BC for more than six months of a calendar year. Learn more about temporary absences from BC.
Maintaining Your MSP Account
UBC does not administer MSP under a group plan. You are responsible for keeping your MSP account up-to-date and requesting changes. Notify Health Insurance BC directly if you need to change or update any of the following details:
Your address
Your personal information, or information for other individuals on your account (e.g. name, date of birth, or gender)
To add and/or remove a spouse, including common-law partner or child(ren)
Your status in Canada (e.g. new work permit, study permit, or confirmation of permanent residence).
Continued Enrolment in MSP for Dependents Aged 19-24
When your dependent child reaches age 19, you are required to either confirm your child’s student status for them to continue to be eligible as a dependent under your MSP coverage or your child will need to setup coverage for MSP under their own account.
To confirm your child’s student status for them to continue under your MSP coverage, you will need to go through the Medical Services Plan – Account Management system. You will need your individual MSP account number and the group number for self-administered accounts. Please contact Health Insurance BC at 1-800-663-7100 for the group number for self-administered accounts and your individual account number if you do not know it.
If your child needs to setup coverage for MSP under their own account, they will need to follow the steps on How to Apply for MSP. Once completed, your child will need to book an appointment with ICBC for a new BC Services Photo Card at 1-800-663-3051 and also register for Fair Pharmacare.
Advantages of a dependent child age 19 or over having MSP coverage under their own account include the child having a photo ID without requiring a driver’s license and having a lower Fair Pharmacare deductible.