Hiring Solutions FAQ

Q. How do I complete my time sheet?

Please see instructions to the Time Sheet Portal.

NOTE: To access the Time Sheet Portal, you will need to login with your CWL.

Q.  Can I make changes to my time sheet after it has been submitted?

Your time sheet due date is typically three business days before the end of the pay period. If you get sick or have to take time off for some unforeseeable reason during the last few days of the pay period, we ask that you report by phone and advise us of any changes on your time sheet as soon as possible. Our Admin team will correct your time sheet and submit a corrected copy to the department. Please note that not reporting correct hours for each pay period or falsifying hours is considered an offence and cause for dismissal.

Pay day for Hiring Solutions employees is the 15th and last day of each month. Pay days falling on holidays or weekends are moved to the preceding non-holiday day.

Time sheets submitted for the 24th to 8th pay period will be paid on the 15th. Time sheets submitted for the 9th to 23rd pay period will be paid on the last day of the month. Please check the Time Sheet Portal Schedule section for the full schedule.

If there are any discrepancies between the hours you submitted and the hours you were paid for, please contact our Admin team.

Login to Workday to access your personal and payroll information, update your personal information (e.g. address), and set up payroll direct deposit. For Workday resources and help visit the Integrated Service Centre.

Q. What is an Assignment?

As an employee of UBC Hiring Solutions, you work for a division of Human Resources at the University of British Columbia. We, in turn, send you out on assignments to various departments. Gerry Doiron is your Manager, while the department administrator is your direct supervisor. The Client Services and Staff Engagement Manager handles all your assignments.

If the department you are assigned to changes the length of your assignment, please ensure you or your department supervisor contacts the Client Services and Staff Engagement Manager.

Q. What should I do when starting a new Assignment?

When you go into a department for the first time, we would request that you contact the department supervisor or contact person to introduce yourself, inquire about your hours of work and what will be expected of you (i.e. job description).

Q. How do I apply to UBC Hiring Solutions?

Visit our Temporary Staff Opportunities page. 

Q. Can I apply for a Permanent position at UBC?

Please refer to Section (A) of Article 22.02 (Right to Apply) of the CUPE 2950 Collective Agreement. We have included the subsections here:

(i) An employee in temporary assignments through UBC Hiring Solutions will be eligible as an internal candidate to apply for any posted vacancy when she/he accrues 900 hours of such service.
(ii) An employee of UBC Hiring Solutions with less than 900 hours and more than 66 days of accumulated service may apply and be considered as an internal candidate where there are no other internal candidates or where all other internal candidates lack the required qualifications.
(iii) An employee of UBC Hiring Solutions who has not yet completed sixty-six (66) days of accumulated service is ineligible to apply or be considered for a posted vacancy.

Please contact the Client Services and Staff Engagement Manager at (604) 827-1736 if you require further clarification.

Pay entitlements will vary based on affiliations.

CUPE 2950: 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 that 15 seven-hour days in the previous 30 days, your stat entitlement will be pro rated.

Christmas stats are defined as Christmas Day and Boxing Day.

The practice at UBC is to close all departments except for essential services. To accommodate this and to ensure that our employees are not unduly penalized for it, we pay all our employees for the Christmas stats (as defined above) so long as they have worked in the month prior to the stats. If the temp has worked 15 seven-hour days, then they will receive a full seven-hour day for each of the stats regardless if they returns to work or not. If not, they will receive a pro rated amount.

Q. Holiday Leave pay for Hiring Solutions employees

Holiday Leave pay for Hiring Solutions Employees

Q. What should I do if there is heavy snowfall?

Pursuant to Policy SC5 – Snow (formerly Policy #68), the President makes the decision, following consultation with the Provost and Vice-President, Academic, and Vice-President, Finance, Resources and Operations, on whether to cancel classes and curtail non-essential services.

Faculty, staff and students should visit the UBC homepage or listen to updates on local radio and TV stations for the latest information on closures.

Note: In the case of media, communications are often not as nuanced as we need for our very large and complex operations. Consequently, the UBC homepage is authoritative.

UBC Hiring Solutions general expectations: When a snow storm results in the cancellation of classes or the curtailment of non-vital services by the President of the University, our office will remain open. If a UBC Hiring Solutions employee does not report for work to their assigned department, there is no guarantee that they will be paid.

Client departments communicating decision in the event of a snow storm: UBC Hiring Solutions employees are requested to phone the Dean/Director/Administrator of the department to which they are currently assigned. The department’s decision regarding closure should be recorded on voice mail by a department representative no later than 7:00 a.m. If department remains open, the employee must report to work. In the event of closure, there is no policy in place requiring a client department to pay a UBC Hiring Solutions employee’s wages.

Employee Options / Payment of Wages: If there is no voice mail message recorded or the voice mail system is down, the UBC Hiring Solutions employee will report to work and the following will apply:

• If the employee is unable to gain access to their work area, they must notify the department and the UBC Hiring Solutions office by leaving a voice mail message, before returning home; the employee will receive a minimum of two hours’ pay for travel time
• If the employee is able to gain access to their work area and begins the work day, they will receive a minimum of four hours pay
• If the employee opts to stay home without pay, they must notify the department and the UBC Hiring Solutions office no later than 9:00 a.m, by leaving a voice mail message (any voice mail systems failure is usually temporary – the employee is responsible to try periodically until a message can be left).

Login to Workday to access your T4/T4As. For Workday resources and help visit the Integrated Service Centre.

Q. Why do I have two T4s?

Different affiliations are treated somewhat differently for Employment Insurance purposes. If someone has had a position in two different affiliations, such as M&P and Faculty, they receive two separate T4s. In some cases there is no separate job, but the “wage loss plan” (the EI plan) has been incorrectly coded for some payments. This does not affect your taxes in any way. If you have two T4s, then all amounts must be added together when doing your taxes.

Q. Why does my T4 indicate I made more/less money than I did?

While it is possible that money has been incorrectly credited to you, it is very unlikely. Please check your paystubs, and / or bank records thoroughly before contacting us. Also note that taxable benefits (ie Box “40”) are added to your actual salary to determine your taxable income.

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UBC Hiring Solutions Vacation Policy Change effective May 1, 2017.

• You accumulate vacation pay earned amount per pay period;
• If you require additional vacation time off that you haven’t accrued, we will consider each situation individually.  Please contact our Finance Manager to learn of the requirements and consequences.
• All vacation time must be used within the same calendar year, however, we will allow up to 5 days (35 hours) to transfer to the next calendar year.
• Vacation amount will be paid out as a lump sum from your accrued account for the equivalent to the number of days requested.
• Vacation time must be requested two weeks in advance to allow us time to calculate the hours you are eligible for and add it to your pay. Due to pay period payroll deadlines, we reserve the right to pay out vacation time at the earliest possible pay period.
• Vacations need to be pre-approved by us. We will make every effort to accommodate you, but due to the nature of “temp” work, we also need to accommodate the departments (our clients). So before you book a plane ticket or a hotel room, please make your request in the Time Sheet Portal.  We will contact the department on your behalf, make the necessary arrangements, and will communicate the outcome in the Time Sheet Portal . Your request should include the dates of your vacation and the actual day you will be available to return to work. Please allow us enough time to respond to your requests.
• The busiest time of year at UBC Hiring Solutions is between August 15 and September 30. As such, we apply a vacation blackout period during that time and therefore, vacation requests will not be approved during this period.
• In the event of an overpayment, we will contact you to discuss.
• In the event that an employee transfers out, vacation balance hours will be transferred to the new department.
• In the event that an employee resigns, vacation balance amount will be paid out on the final paycheque.
• All vacation requests must be addressed to UBC Hiring Solutions for approval, not the department that you are assigned to.
• You are an employee of “UBC Hiring Solutions” which is a division of Human Resources at the University of British Columbia.  You do not work in the UBC Hiring Solutions office because we send you out on assignments to various departments.  As such, we manage you and your benefits and entitlements including vacation, at arm’s length. Gerry Doiron is your Manager, while the person you report to in the department is your direct supervisor. The Work order, i.e. your assignment, is a contract between UBC Hiring Solutions and the department; any deviations from it should be addressed to or discussed with UBC Hiring Solutions, not the department. Examples include change in hours, tasks outside the position description in the work order, requests for absences etc.            ​​​

If you are working the equivalent of full-time hours (35 hours per week) in a CUPE 2950, CUPE 116 and Admin excluded positions:

• Your vacation entitlement is 6% of your earnings, the equivalent of 3 weeks per calendar year.                                                                                                                                            ​​​​​​

If you are working part-time hours in a in a CUPE 2950, CUPE 116 and Admin Excluded positions:

• Your vacation entitlement is 6% of your earnings, the equivalent of 3 weeks per calendar year.                                             ​

If you are working the equivalent of full-time hours (35 hours per week) in an M&P (Management and Professional) position:

• Your vacation entitlement is 8% of your earnings, the equivalent of 4 weeks per calendar year.

Please contact our Finance Manager if you have any questions.

As a UBC Hiring Solutions employee, if you are hired into a CUPE 2950 position, you will be a member of the Canadian Union of Public Employees (CUPE), Local 2950. As such, you are required to attend a union orientation meeting as close to your start date as possible, as outlined in article 7.04 of the CUPE 2950 Collective Agreement.

Please contact your union office to arrange an orientation. We will pay for your time while attending this meeting provided you are on assignment the week that you attend.

If you are scheduled to work, please make arrangements with your department to attend such a meeting at your earliest convenience. We will pay for you to attend this orientation, not the department you are assigned to. So on the day that you attend, you should work 6 hours (excluding one (1) hour unpaid lunch break) at your assignment and attend the union orientation for 1 hour to make it a complete 7 hour paid day. On your timesheet, please remove the one (1) hour from your daily worked hours and record this one (1) hour in the miscellaneous column of your timesheet and note that you attended a union orientation. We will add the one (1) hour to your pay. If you are not scheduled to work or unable to attend the meeting within the first month of your employment, please contact us for further instructions.

In the union orientation, you will receive a copy of the CUPE 2950 Collective Agreement. It is very important to take the time to review your rights and privileges under the terms of this agreement.

UBC Hiring Solutions (formerly Staff Finders) requires two week notice whether you are resigning or transferring to another department.

If you are resigning, please remember to keep your address updated with UBC Hiring Solutions and on Workday.

Resignation

If you are resigning from both UBC Hiring Solutions and UBC, please complete, sign, and submit the UBCHS Resignation form.  Please take care of any outstanding claims and familiarize yourself with what happens to them when you leave the university.

Transfer to another UBC department

If you are transferring to another department within the university, please complete, sign, and submit the UBCHS Transfer Form.

Transfer checklist

• Return your keys to UBC's parking or security departments, and/or to the department you are assigned to.
• Return any UBC property in your possession from the current department you are working at.
• Pick up any and all personal belongings.
• Your benefits will be transferred to the department you are transferring to by us directly.
• 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).

Q. What Professional Development is available to UBC Hiring Solutions employees?

LinkedIn Learning online learning resources are available for all faculty and staff at UBC free of charge.

LinkedIn Learning is a tool that provides over 1,700 online courses on a wide variety of topics including MS Office, word processing, deigns, data analysis, social medical and business skills.

Login Method Instructions:

You can access LinkedIn Learning through our LinkedIn Learning portal page. Once on the portal page, simply click the login button and enter your UBC CWL username and password. You can login from any home or work computer. You can bookmark LinkedIn Learning for ongoing access.

Specific Mobile Access Instructions:

To access your user profile through your downloaded iOS or Android app, launch the app:

• Tap “Sign in with your organization portal”
• In the Enter your organization’s name or domain field, enter “ubc.ca”.
• Enter your CWL when prompted.

If you have previously accessed Lynda.com, your learning history and data will carry over automatically to LinkedIn Learning as long as you log into LinkedIn Learning once this year.

Job Skills Training Program

As a UBC Hiring Solutions employee, whether you are working in a CUPE 2950 or excluded (non-union Admin Assistant) position, you are eligible to apply for funding from Job Skills Training Program (JSTP) after you have completed your probation.

The procedure for applying for the JSTP is as follows:

1. How do I view PD funds?  Confirm you have available PD funds for the fiscal year.
2. Notify Leah Kim of your intent to utilize your PD funds so she can review and advise if the PD is eligible for reimbursement.
3. Once approved by Leah, pay for your PD and keep the receipt.
4. How do I claim out of pocket expenses against PD funds?  Submit your PD reimbursement in Workday.

How can I get an Employment Verification Letter?

If you are a UBC Hiring Solutions temp employee and need an employment verification letter, please email Admin team. The letter will be ready and emailed to you within a day or two.

Here is an example of the information we provide:

To Whom It May Concern:

This is to verify that [employee name] has been an employee of the University of British Columbia since [date]. [Employee name] joined the Department of UBC Hiring Solutions as a continuous hourly on-going employee. [Employee name]’s positions ranged from a HR Admin Clerk 1 to 4 with a pay rate of $16.16 to per hour. [Employee name] is currently working at level with a pay rate of per hour. [Employee name]’s current standard work hours are 35 hours per week.

Q. What is a CWL and how do I access it offsite

The Campus-Wide Login (CWL) system is UBC’s single sign-on application designed to give you access privileges to many secure applications on campus, using the same login ID and password. We ask all of its employees to sign up for CWL so that departments that you have been assigned to can give you access to various computer systems and databases that you might need to perform your duties.

Q. What is FASmail?

As a UBC Hiring Solutions employee, you are entitled to receive a FASmail account. The details will be communicated to you during the early stages of the hiring process along with instructions.

Q. What Security Resources Are Available at UBC?

In case of emergency call 911.

• Campus Security: 604.822.2222
• AMS Safewalk: 604.822.5355
• RCMP: 604.224.1322

Q. WorkSafe – Injuries at Work

If you injure yourself at work, and whether you have received any form of medical attention or not, please contact our Finance Manager as soon as the situation is under control.

Q. Overtime & Flextime

Overtime is not generally worked by temporary employees. If you are asked to work over 7 hours in one day, or over 35 hours per week, OT must be pre-approved by Hiring Solutions and your department supervisor.  Please contact us for explanation of the procedures.

Temporary employees are not eligible for Flextime.