Workday is bringing changes to HR processes.
The information below is tailored for faculty and staff. If you are a manager, supervisor or administrator, please view the Welcome to Workday page on the HR Managers & Admin site.
Visit Workday this Week for the latest updates, recent changes and other timely information about Workday.
Important information about your pay
Ensuring people are paid accurately and on-time remains a priority.
2021 Pay Schedule
The 2021 pay schedule is available on the Finance website. Payslips are available to view in Workday 24-48 hours in advance of the payment date.
HR updates for faculty and staff
Expiring Training Notifications in Workday
Beginning on September 20, Workday will notify employees of training that expires in 60 days. The advance notifications provide the opportunity to re-take any necessary training before it expires.
If you receive a notification, speak with your manager to either make plans to re-take the training or ensure that it is no longer necessary. Workday will also notify both employees and their managers when a training record expires.
These notifications are being introduced to support employees to maintain required training, which is important for maintaining a safe work environment at UBC. It will also help inform managers if employees no longer have valid training records, as this may affect the work assigned, according to WorkSafeBC or other regulatory bodies.
COVID-19 Paid Sick Leave
In May 2021, the BC government amended the Employment Standards Act to provide three days of COVID-19 paid sick leave. A new absence type has been added in Workday for eligible employees.
For further details, including eligibility, visit the Working during COVID-19 page.
Faculty Professional Development Reimbursement Funds
A notice to faculty, librarians and program directors that the upcoming expiry date for Faculty Professional Development (PD) Reimbursement Funds accrued in the 2016/17 academic year will expire at the end of the current PD funding year, June 30.
To allow for the required workflow approvals within Workday before June 30, please submit your PD Fund claims in Workday as soon as possible.
- To ensure expiring 2016/17 funds are used, submit your claim(s) by Friday, June 11, 2021.
- If you are a Department Head or manager (or equivalent), please review and approve these claims by Tuesday, June 22, 2021.
For more details, including how to check your available funds balance, read the full message on the UBC HR News.
Faculty, staff, and student employees can download their T4 and/or T4A statements for their tax returns. View this full message on the UBC Finance website.
UBC has created T2200S forms for all UBC-employed faculty and staff for use in their personal tax returns as appropriate. Read more on the UBC Finance Claiming Home Office Expenses - T2200S Forms Now Available page.
Reminder that CPP and EI deductions are resuming for those faculty and staff members who contributed the maximum in 2020. View the Employee Payroll Information for 2021 announcement on the UBC Finance website.
Start and end dates for Extended Health and Dental Plans
The coverage start and end dates for the Extended Health and Dental Plans have changed with Workday.
For both plans, coverage now begins on the date of hire or if there is a waiting period, on the day following the waiting period.
Coverage ends at the end of the month in which your employment with UBC ends. All salary-based benefits (Basic Group Life Insurance, Disability and Pension) will end as of the last date worked. EFAP coverage continues for 3 months after the end of the month that you leave UBC.
For example, Tarik started in his new role at UBC on April 15, and ended his employment on August 23. His coverage start and end dates were as follows:
- Extended Health and Dental plans: started on April 15, ended on August 31
- Salary-based benefits: started on April 15, ended on August 23
- EFAP: started on April 15, ended on November 30.
For more information visit Coverage Start & End Dates page on HR website.
CUPE 2950 Medical & Dental Time in Workday
As per collective agreement CUPE 2950 staff are eligible for up to 42 hours paid time off for Medical & Dental appointments each year. CUPE 2950 staff will be able to enter this time off in Workday using the "How do I request time off?" knowledge base article.
Beginning December 8, 2020, employees can submit tuition waiver applications through Workday, including applications for:
- Undergraduate credit courses
- Graduate credit courses, if eligible
- UBC Extended Learning non-credit courses
- Approved Sauder School of Business Continuing Business Studies non-credit courses
Please note the tuition payment deadline for Term 2 credit courses or programs is January 14, 2020. If you submit your Tuition Waiver application after the tuition payment deadline, you will be charged late fees and/or interest that will not be covered by the Tuition Waiver.
- Eligibility: If you have general questions about tuition waivers or your eligibility, please refer to the Tuition Waiver page or contact UBC Benefits.
- Submitting an application: For step-by-step instructions on how to create, edit, or cancel a tuition waiver in Workday visit the Workday Knowledge Base.
- To view a list of all of your tuition waivers from both the legacy HRMS as well as the new Tuition Waiver system, please navigate to “View my Created Tuition Waivers” in Workday. “View my Submitted Tuition Waivers” will only show tuition waivers submitted in the new system.
- Processing: If you have submitted a tuition waiver application, and have questions about processing, please contact UBC Payroll.
- Since the implementation of the Tuition Waivers applications system, minor technical issues have been reported and while most of these issues are now resolved, faculty and staff may still run into technical glitches or have concerns about tuition waiver amounts available during their Tuition Waiver request submission or viewing of tuition waiver balances.
- If you experience any problems during this process, please contact the Integrated Service Centre and describe the issue in detail. The support team is committed to addressing your concerns in a timely manner.
Applying for jobs at UBC
Visit the Integrated Service Centre for Workday resources and help.