Working for UBC Hiring Solutions

UBC pays its employees semi-monthly (twice a month) via Direct Deposit.

Hourly employees (temps are hourly employees) are paid wages based on the hours they submit. It takes 5-7 days for hourly time sheets to be processed for payment; therefore the pay days are different than for salaried employees.

To clarify, time sheets submitted for the first half of the month, 1-15 (inclusive), will be paid on the 21, 22 or 23 of that month (depending on weekends and statutory holidays).

Time sheets for pay periods of the second half of the month, 16-31 (inclusive), will be paid on the 6, 7 or 8 of the following month (depending on weekends and stats). It is a good idea to check your pay stub on Self-Service to ensure that you have been paid correctly. If there are any discrepancies between the hours you submitted and the hours you were paid for, please email our Hiring Solutions administration team.

Normal hours of work are 35 hours per week, which is equivalent to maximum (7) hours per day.

Meal and work breaks

You are entitled to not less than 30 minutes and not more than 1 hour for an unpaid meal period, approximately in the middle of your work day. You are also entitled to a paid 15 minute break mid-morning and another paid 15 minute break mid-afternoon. The department head or supervisor in your area should advise you when you are scheduled to take your breaks. Please note that breaks that are not taken are forfeited – they can't accumulate for extended lunch or early departure.

Normal hours of work are 37.50 hours per week, which is equivalent to a maximum of 7.50 hours per day.

Meal and work breaks

You are entitled to not less than 30 minutes and not more than one hour for an unpaid meal period, approximately in the middle of your work day. You are also entitled to a paid 15 minute break mid-morning and another paid 15 minute break mid-afternoon. The department head or supervisor in your area should advise you when you are scheduled to take your breaks. Please note that breaks that are not taken are forfeited – they can't accumulate for extended lunch or early departure.

Normal hours of work for employees in M&P positions are thirty-five (35) hours per week, which is equivalent to maximum (7) hours per day. Please note that M&P do not get overtime pay for extra work.

Please contact our Client Services and Staff Engagement Manager if you have any questions.

When you are requested to work overtime, regardless of the affiliation or union, UBC Hiring Solutions must be contacted. We want to ensure that proper authorization is obtained in order to avoid any misunderstanding when we bill our client department.

Please note that M&P do not get paid overtime for extra hours worked. Please contact our Client Services and Staff Engagement Manager if you have any questions.

• In CUPE 2950, Excluded and CUPE 116 positions, overtime is paid at double time. Overtime applies when you work over seven hours in a given day or over 35 hours in a given week. For example: if you work Monday through Thursday, and your fifth day is a Saturday, you will not be paid overtime for Saturday.
• CUPE 2950 employees who work consecutive overtime for more than two hours are entitled to a half hour paid meal breaks as per the union contract.
• CUPE 116 employees who work consecutive overtime for two hours or more are entitled to a meal pay of $8 which will be added to their pay as per the union contract.

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 than 15 seven-hour days in the previous 30 days, your stat entitlement will be pro-rated (based on 152 hours) provided you return to an active assignment the day after the stat.

To be paid for seven hours, a temporary employee must work 11 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 than 15 seven-hour days in the previous 30 days, your stat entitlement will be pro-rated (based on 152 hours) provided you return to an active assignment the day after the stat.

To be paid for seven hours, a temporary employee must work 11 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 (based on 152 hours) as long as you return to an active assignment the day after the stat.

UBC Hiring Solutions contacts the department you are assigned to during this time to ensure that our high standards are maintained. Using a performance evaluation form, we ask questions about your communication skills, dependability, quality of work, computer skills, etc. If a concern is brought to our attention, we will investigate and make a judgment call whether to notify you immediately about it. Otherwise, we will address it during your probation interview.

At the end of the 66 worked days, our Client Services and Staff Engagement Manager will contact you for a probationary interview.

Please contact our office if you have any concerns about the assignment you've been given.

Phone: 604-822-5656
Email sf.recruitment@ubc.ca

At the end of the month, we review all employees approaching the end of their 66 worked days and send a detailed e-mail explaining benefit entitlement and benefit enrolment procedures and processes.

Please note that eligibility for benefits and completing probationary period are handled separately. You do not need to wait for confirmation of your completion of probation in order to apply for benefits. You can submit your applications as soon as you receive our benefit package e-mail.

After 66 worked days, you complete your probationary period with UBC Hiring Solutions and (based on your status) become eligible for benefits on the first day of the following month.

This includes sick leave entitlement of 8.75 hours per month, provided you meet the eligibility criteria, which includes the requirement that you work a minimum of 11 days in a given month.

Always report sick leave by phone

When you are off sick, whether you are on probation or not, it is critical that you communicate with the department and us by phone as soon as possible, preferably two hours before the start of your workday.

Please leave a voice mail message at the Client Services and Staff Engagement Manager’s phone at 604 827 1736, state clearly the reason for your absence, and advise whether you have phoned the department or not.  Also, please submit a Time Off Request- Sick in the Time Sheet Portal as soon as possible for our records.

It is important that we provide the best service possible to our clients, and when you are unavailable, even for a day, we like to offer the department the option of another temporary employee until you are able to return.

Time sheet sick tracking

In your corresponding Time Sheet, please enter the number of Sick hours in the Sick column, and the hours worked in the Regular column.  Also, please submit a Time Off Request- Sick in the Time Sheet Portal as soon as possible for our records.  If you are eligible for paid sick time, we will cover the payment of wages.

UBC's ergonomics program strives to have an office ergonomics representative for each department. We provide the training (usually three hours) and material required for reps to promote, educate and ensure musculoskeletal health in their departments. Reps are trained in simple computer workstation set-up, signs and symptoms of injuries from poor ergonomic set-up, and control strategies to reduce or prevent symptoms.

Training is offered on a Tuesday afternoon, every other month

Location: TEF3 (6190 Agronomy Rd): 6th floor training room
Register online

If you are resigning from both UBC Hiring Solutions and UBC, please complete, sign, and submit the UBCHS Resignation form (pdf) [LINK TO PDF, POSSIBLY AT NEW LOCATION].

Resignation checklist

1. If you are on benefits, take care of any outstanding claims and familiarize yourself with what happens to them when you leave the university. [LINK TO NEW LEAVING UBC PAGE]
2. Return your keys to UBC's parking or security departments, and/or to the department you are assigned to.
3. Return your parking pass.
4. Return any other UBC property in your possession.
5. Pick up any and all personal belongings.
6. Update your address using the Faculty / Staff Self-Service Centre (SSC).
7. To access your pay slips and T4s online you will need to sign into Faculty / Staff Self-Service Centre (SSC).

8. Pay slip access (on-site and off-site)

   Once you sign in to your CWL, you can find the pay slips in the “My Pay” section of the Staff Self Serve screen under the link “View Paycheque” or your T4s under the link “Year End Slips”.

   If you want to access the website off-site, you will need to set up a Virtual Private Network (VPN). Once you have the VPN set up and are able to access www.msp.ubc.ca, sign in using your Campus Wide Login information and follow the prompts.

   CWL does not expire, and Self-Serve expires after 18 months, so you should still be able to log-in after you set up a VPN connection on your computer. Please note that if you are still unable to access your T4, please make a request for a copy in mid-March. Due to the nature of private information contained in such documents, we will mail them to your home address we have on file.

If you are resigning from UBC Hiring Solutions and transferring to another department within the university, please complete, sign, and submit the UBCHS Transfer Form [pdf].[LINK TO DOC, POSSIBLY AT NEW LOCATION] .

Transfer checklist

1. Return your keys to UBC's parking or security departments, and/or to the department you are assigned to.
2. Return any UBC property in your possession from the current department you are working at.
3. Pick up any and all personal belongings.
4. Your benefits will be transferred to the department you are transferring to by us directly.
5. You might be eligible for further benefits with your new department. When you receive your benefit code from them, you do not need to apply for the ones you already have with UBC Hiring Solutions (if you are on benefits).

Have a question contact us by text messaging. Feel free to use this service during regular business hours, Monday through Friday between 8:30 a.m. and 4:30 p.m.

Text us at 604 670 8254

UBC Hiring Solutions
Suite 224- 2155 Allison Road University Marketplace Vancouver B.C.  V6T 1T5 Canada
E-mail: UBC Hiring Solutions 

To find us: 

If you are on Allison Road, go to the entrance (sliding glass doors) between Gold’s Gym and the Pita Pit. Take the elevator to the 2nd floor. When you get off the elevator you will see the medical clinic. Take a left and go down the small, narrow corridor about mid-way down the corridor. Ring the doorbell and we will let you in the office.

If you are near the Starbucks or Staples, take the stairs up to the 2nd floor where you will see the One More Sushi restaurant. Take the door to the left of that restaurant and go down the small, narrow corridor about mid-way down the corridor. Ring the doorbell and we will let you in the office.

Office hours are 8:30 a.m. to 4:30 p.m. Monday to Friday.

To contact anyone in the office by phone, please call 604 822 8107 and select the appropriate prompt.

• Recruitment, positions status, pre-employment testing services: Talent Acquisition Associate- Maria Salim 
• Recruitment services, pre-employment testing services and LinkedIn posting:  Talent Acquisition & Engagement Business Manager- Leah Kim
• Placements, assignments and absences: Client Services and Staff Engagement Manager- Wendy Kutasiewich.
• Payroll and administrative support:  Admin Assistant- Eilaf Samiea 
• Finance and budgetary issues:  Finance Manager, Client and Employee Affairs- Paul Kwon.
• Client relations and customer satisfaction: Outreach Manager Shauna Jordan.
• Management of UBC Hiring Solutions: Director- Gerry Doiron.