Presentation on theme: "University of Winnipeg"— Presentation transcript:
1 University of Winnipeg Employee OrientationPresented By:Amber Dick and Gina Schiak, HR ConsultantsMark Betcher, Manager Payroll ServicesRonda Perinot, Benefits AdministratorEthelinda Padua, Safety and Health Specialist
2 University of Winnipeg Human Resources andUniversity OverviewAmber DickGina Schiak
3 HR & University Overview Online OrientationHome / Faculty & Staff / Human Resources Home / Online OrientationEmployees new to the University or Winnipeg can find useful links on HR’s Online Orientation webpage. These include:University of Winnipeg LinksOrganizational ChartUWinnipeg Mission StatementReport to the CommunityCampus MapsHuman Resources LinksCollective AgreementsEmployment Related PoliciesExternal LinksDestination WinnipegManitoba HealthOther Helpful University of Winnipeg LinksUniversity of Winnipeg FoundationThe University of Winnipeg ClubCampus Sustainability OfficeGreen Office Program
4 HR & University Overview Campus ServicesHome / About UWinnipeg / Campus ServicesA detailed list of Campus Services is available on the University’s website, including:Campus RestaurantsHome / Campus Life: Restaurantselements, Café Bodhi, The MALECÓN , Pangea's KitchenSoma Café, Starbucks, Garbonzo's Pizza Pub, Stella's Café & BakerySee webpage for locations, hours of operation, and links (including Diversity Foods)Duckworth CentreHome / Campus Life: Fitness & RecreationAnnual Membership $135/year, reduced rates for shorter time framesGym membership includes fitness centre, track, squash, racquetball and handball courtsEligible employees can pay through payroll deductionsAthletic Therapy CentreLocated at 400 Spence (Basement of Duckworth Centre)5 Athletic Therapists, Massage Therapist and Sports Medicine Physician on staffCall to schedule an appointmentKlinic Student Health ServicesHome / Campus Life / Klinic Health ServicesMain floor Sparling Hall 1S02Hours of operation are limited during the summerAnnual Flu Clinic
5 HR & University Overview Campus ServicesHome / About UWinnipeg / Campus ServicesParkingHome / About UWinnipeg / Campus Services / ParkingChar Ducharme is the parking coordinatorEmployee Parking Application form is available onlineEligible employees can pay through payroll deductionsSafety OfficeHome / About UWinnipeg / Campus Services / Safety OfficeMain floor Centennial Hall 1C05, located across from the Info BoothSecurity ServicesHome / About UWinnipeg / Campus Services / Security ServicesLocated between main entrance doors of Centennial HallEmergency GuidelinesEvacuation, severe weather, workplace situations (fire, flooding, medical crisis)SafeWalk & SafeRide ProgramsLost & Found
6 HR & University Overview UWSA Day CareHome / About UWinnipeg / Campus Services / DaycareLocated at 548 Furby Place, behind Richardson College96-space preschool/infant toddler child care centre which is provincially licensed and not for profitProvides service to UWinnipeg students, faculty and staff, and community (in that order of priority)Accepts children between the ages of 12 months and 5 yearsHours of operation are Monday to Friday, 7:30 - 5:30There is currently a wait list. Visit the Province of Manitoba’s Online Child Care Registry to put your name on the wait list (see UWSA Day Care webpage for link).For more information call
7 HR & University Overview The University of Winnipeg ClubHome / Faculty & Staff / Campus Life: University ClubLocated on 4th floor Wesley HallMembership required, full-time employees receive a 50% discount for first yearFees can be paid through payroll deductionsDrache Room is available for private meetings with food serviceCatering available for University functionsTechnology Solutions Centre (TSC)Home / Faculty & Staff / TSCLocated on 3rd floor Centennial HallContact TSC for account and phone set up or discontinuanceContact the TSC Help Desk for assistance with computer software/hardware and electronic equipment ( orListed under “Technology Service Desk” in OutlookPhysical PlantHome / About UWinnipeg: Campus ServicesLocated at the rear of Wesley HallKey requisitions, SALTO cards, furniture moves, etc.Send all requests via to Donna Marchak
8 HR & University Overview PoliciesA sample of the policies available online:Employment PoliciesHome / Faculty & Staff / Human Resources Home / Policies: EmploymentAcceptable Computing UseEmployment EquityRespectful Working & Learning EnvironmentWorkers Working AloneUniversity PoliciesHome / Faculty & Staff / Administration / PoliciesEmergency ClosingIntegrity in Research and ScholarshipSmoking on University PremisesTravel
9 HR & University Overview Employee GroupsUnionized GroupsHome / Faculty & Staff / Human Resources / Collective AgreementsThese groups are covered by their respective collective agreement:AESESIUOEPSACUWFA: UWFA-Main, UWFA-Collegiate, UWFA-Contract AcademicNon-Unionized GroupsExcludedExcluded Academic
10 HR & University Overview Probationary/Trial/Annual Performance ReviewHome / Faculty & Staff / Human Resources Home / FormsThe following pertains to non-academic employees:Probationary PeriodAESES/Excluded, 6 month period from date of hireIUOE, 60 working daysTrial PeriodIf you are an existing employee and receive a new position, Trial period would apply420 working hours or 60 working days, whichever occurs firstAnnual Performance ReviewRefer to Performance Review and Development section of HR’s Forms webpage for Supervisor's Interview Guide and Employee's Checklist.
11 HR & University Overview Vacation & HolidaysVacation for Non-Academic EmployeesFor full-time and part-time, continuing salaried employees, vacation is based on service accrued between April 1st – March 31st (fiscal year)In first year of employment, vacation accrual begins on date of hire to March 31stVacation time earned (accrual) in one fiscal year is to be taken (entitlement) in following fiscal yearVacation accumulation chart is located in each applicable collective agreement/Excluded policyUniversity and Statutory HolidaysHome / Faculty & Staff / Human Resources / HolidaysChristmas/New Year’s break includes three non-movable vacation days, which are in addition to your vacation entitlement.
12 HR & University Overview HR Consultant Areas of ResponsibilityHome / Faculty & Staff / Human Resources Home / Who is my HR CONTACTServices OfferedRecruitment, Job Classification, Position Description assistance, Employee/Labour Relations, Performance Management, Salary AdministrationYour HR ConsultantFrom any Human Resources webpage, click on the Who is my HR CONTACT link to find your HR ConsultantAreas of responsibility will change from time to time
14 University of Winnipeg Payroll ServicesMark Betcher
15 Payroll and Pay Statements Bi-weekly pay, every second FridayEmployees paid by timesheets are paid 2 weeks in arrearsFull-time, and some part-time, continuing employees are paid to datePay statementsEarningsTaxable benefits (cash or employer paid benefit)DeductionsNet payAddressEmployee ID
17 Statement Self-Service PayrollStatement Self-ServiceOnly works in Internet ExplorerAbility to access, view and print pay statements and T4 from ADP websiteView pay statements 48 hours prior to pay dayAccess T4 earlier than employees receiving a paper copyForm is available on Payroll webpageEnrolment information will be sent to you byTo access statement self-service once registered, type in the menu bar of Internet Explorer: my.adp.ca
18 Timesheets and Stat Holidays PayrollTimesheets and Stat HolidaysHome / Faculty & Staff / Human Resources: PayrollTimesheets for casual employees must be submitted to Payroll by end of day on the Monday following pay period end date.Example: Friday, March 1st is the end of a two week pay period At end of day or on following Monday timesheet needs to be submitted to Payroll for processing.If pay period includes a statutory holiday in which hours are being submitted, take earnings from previous two pay periods and calculate statutory holiday pay owing.Eligibility for Stat Holiday PayHome / Faculty & Staff / Human Resources / HolidaysNot all employees are entitled to all holidays. See Reference Schedule for Stat Holiday Eligibility on HR’s Holidays webpage.Prior to the pay periods that have a statutory holiday, an is sent reminding and outlining the stat pay instructions/requirements.
19 Voluntary Days-Off Without Pay (V-DWOP) PayrollVoluntary Days-Off Without Pay (V-DWOP)This is not the same as a leave of absence without payUp to 10 days off without pay during the fiscal year (April 1st to March 31st)Subject to management approvalPay reduction is spread out over 25 pay periods (pro-rated for employees starting partway through the fiscal year)Applies to full-time and part-time, continuing AESES, IUOE and Excluded employees of UWinnipegFor this programFull-time, continuing is defined as employees working a minimum of 7 hours per day, 5 days per week, with no specified end datePart-time, continuing is defined as employees working a minimum of hours per week and accruing vacationInformation on the program is provided each February
20 Payroll Payroll Contacts Mark Betcher, Manager Payroll Services CMP (A)UWFA RAS (C)UWFA Collegiate (D)Aurora Family Therapy Centre (K)UWCRC (M)Karen Burzuik, HR/Payroll AssociateUWFA RAS (V)AESES Full-time and Part-time Continuing (E)IUOE (F)Grace Medina, HR/Payroll AssociateCasual Timesheet Employees (H)
22 University of Winnipeg Employee BenefitsRonda Perinot
23 University of Winnipeg This is not a detailed benefits review.Please take the time to read all of the benefits and pension information provided on Human Resources’ Employee Benefits webpages.
24 Employee Benefits Benefits Plans Accidental Death and Dismemberment Home / Faculty & Staff / Human Resources: BenefitsAccidental Death and DismembermentLife InsuranceSick LeaveLong Term DisabilityEmployee and Family Assistance Program (EFAP)Health Plans including:Ambulance and HospitalExtended HealthDentalVisionTravelHealth Spending AccountWellness & Sustainability AccountGroup Home InsuranceRetirement Plans including:The University of Winnipeg Trusteed Pension PlanGroup RRSPMaternity/Parental/Adoption LeaveTraining and EducationVoluntary Benefits
25 HR & University Overview Benefits PlansHome / Faculty & Staff / Human Resources: BenefitsAccidental Death and DismembermentWork-related coverage onlyCoverage equal to 2x annual salary, rounded to nearest thousand (minimum $50,000, maximum $100,000)Beneficiary same as for Life Insurance unless otherwise designatedPaid by UniversityLife InsuranceBasic Coverage: 1x annual salary, paid by UniversityOptional Coverage: Additional 1x or 2x annual salary, paid by employeeMaximum coverage $500,000Decrease at anytime by sending to Benefits AdministratorIncrease within 30 days of addition of spouse or dependent child; at any other time, Statement of Health form required
26 Employee Benefits Sick Leave Refer to respective collective agreement for details and eligibility (Excluded employees refer to AESES collective agreement)Different for term appointments of less than one year and PSAC employees100% salary and benefits for up to 180 calendar daysNo accrual, absences are monitored by HRMedical notes must be forwarded directly to HRVerification of Sickness form is available on HR’s Forms webpageCost incurred for completion of medical form/certificate can be claimed through Health Spending AccountLong Term DisabilityDisability lasting longer than 180 calendar days (benefit elimination period)Benefits are based on 60% of regular monthly earnings (integration of all disability benefits), not to exceed 85% of pre-disability net earningsMaximum benefit of $5,000 per monthPaid by employeeDisability benefits are not subject to payment of Income Tax
27 Employee and Family Assistance Program (EFAP) Employee BenefitsEmployee and Family Assistance Program (EFAP)Home / Faculty & Staff / Human Resources: Benefits / Employee & Family Assistance ProgramProvided through Shepell-fgiVoluntary, confidential short-term counselling and referral serviceEmployee and eligible family members are coveredAccess is available 24 hours a day, 7 days a week at orPaid by UniversitySpecialized Counselling Services:Career, Family Support, Financial Support, Legal Support, Naturopathic , Nutrition Support, Smoking CessationOnline Stress Management Program
28 Employee Benefits Health Plans If a referral or prescription is required, it will be noted on our health plans webpages.If unsure, contact Blue Cross to confirm.Health Practitioners: prescription not requiredPsychological Counselling: referral by physician, unless using services of Aurora Family Therapy Centre (located on campus)Ambulance/Hospital100% Ambulance/Semi-Private Hospital in ManitobaDental80% basic, 60% major, and 50% orthodontic servicesCalendar year maximumsNo deductibleExtended Health (including prescription drugs)80% of reasonable and customary chargesMaximums where applicable$25 calendar year deductible per single or familyIncludes Health Practitioners:Acupuncturist, Athletic Therapist, Chiropractor, Massage Therapist, Occupational Therapist and PhysiotherapistCombined maximum benefit is $500 per person per calendar year
29 Employee Benefits Health Plans Vision Care 100% reimbursement of eligible vision care expensesReimbursement amount based on employee group during a benefit periodBenefit period: 24 consecutive months following purchase date of first Vision Care item claimedTravel Health100% coverage for emergency medical services while travelling (coordinated with provincial medical)No coverage for elective servicesHealth Spending AccountReimbursement based on employee groupMust qualify as a tax deductible medical expense under CRA regulations (www.cra.gc.ca)All Blue Cross health benefits are University paid andcover both employees and eligible family members.
30 Claiming for Health Benefits Employee BenefitsClaiming for Health BenefitsHome / Faculty & Staff / Human Resources: Benefits / Employee Benefits FormsClaim Forms and Online Claims SubmissionClaim forms are available on Benefits Forms webpageForms are submitted directly to Blue CrossPrescription drug and vision care claims may be submitted online through Customer E-ServiceClaiming for Health Spending Account (HSA) CreditsClaims must be submitted through your core health plan first, even those only eligible under HSA (unless coordinating benefits with spouse’s plan)Costs for medical notes/forms may be claimed through HSA (receipt required) One claim is processed through HSA in each calendar yearBlue Cross will process HSA payment when:Eligible expenses reach benefit maximum in calendar year; or60 days after year end if eligible expenses did not reach benefit maximum; orWithin 60 days following termination of employment or retirementHuman Resources does not have access to employee claim information.Please contact Blue Cross directly if you have questions about a denied claim.
31 Wellness and Sustainability Account Employee BenefitsWellness and Sustainability AccountHome / Faculty & Staff / Human Resources: Benefits / Employee Benefits FormsCreated to encourage healthy living for employees and better health for our environment by helping to offset the cost of physical activity and wellness programs, recycling, sustainable transportation, etc.Refer to claim form for eligible items, reimbursement amounts and claim deadlineCovers items not covered under core health plansPreapproved list of items (next slide)Taxable benefit to employeeClaim submission deadline in early December due to taxability (must be processed in time for final pay of year)No carryover of credits or expenses from one calendar year to anotherExcludes claims for family members. Claims are subject to verification.Reimbursement will appear on pay stub as Earnings, under WELL TXBDo not wait until deadline to submit your claim!2013: 52% of reimbursements occurred in DecemberScanned forms and receipts are acceptableReceipt must indicate item, date of purchase, and cost (including tax)
34 Employee Benefits Group Home Insurance Home / Faculty & Staff / Human Resources: Benefits / Home InsuranceProvided through The Co-operatorsOffers discounted group home insurance and pay period deductionsQuotes:Anytime onlineIndividual, on-campus sessions (usually held in Spring and Fall)Visit Home Insurance webpage for links to insurance related articles and tips
35 Employee Benefits Retirement Benefits One Pension Plan with two components:Defined Benefit (DB), closed to new members effective January 1, 2000Defined Contribution (DC), all new eligible employees join DC componentDC Pension PlanHome / Faculty & Staff / Human Resources: Benefits / PensionPlan governed by a Board of TrusteesEmployee contributions matched by the UniversityDCPP webpage for links to Sun Life’s Group Retirement Services and newslettersYour Sun Life account’s My Financial Centre provides access to account balance details and retirement and investment tools, allows you to change your investments and much moreGroup RRSPHome / Faculty & Staff / Human Resources: Benefits / RRSPSame fund options and fees as DC Pension PlanAll salaried employees are eligible to join (don’t need to be a DC member)Bi-weekly contributions can be a fixed dollar amount or percentage of payUniversity does not match contributionsInformation and enrolment form are available on RRSP webpage
36 Employee Benefits Maternity/Parental/Adoption Leaves Refer to respective collective agreement for details and eligibility (Excluded employees refer to AESES collective agreement)Notify HR of pregnancy (will inform Health & Safety office)Written application for leave to Manager or Dean/Administrator and HRMedical note is provided to HR only and attached to copy of written applicationWho do I contact?:Benefits Administrator for leave, top-up allowance, benefits maintenancePayroll for Record of Employment (ROE)for vacation balance and accrualService Canada for EI Maternity and Parental BenefitsEmployment Insurance Top-Up Allowance:Letter of AgreementProvide Payroll with first EI statement (effective January 1, 2014, allowance withheld until EI statement received)
37 Employee Benefits Training and Education Seminars Home / Faculty & Staff / Human Resources : HR FormsSee applicable policy or collective agreement for eligibilityAdditional information on application formRefer to Training webpage for links to PACE and ASAP Training (computer courses)Program information:Benefits Administrator for training and development programsAwards and Financial Aid for Tuition Scholarship ProgramEmployee:Staff Training and Development FundTuition Fee ReimbursementEmployee, Spouse and Eligible Dependents:Employee Tuition Scholarship ProgramSeminarsHome / Faculty & Staff / Human Resources Home/ SeminarsFor regular University employees (those with benefits coverage)Offered throughout the yearFinancial planning, DCPP education, home insurance quotes, Wellness Week, EFAP seminarsSeminars webpage, communication
38 Employee Benefits Benefits Changes Home / Faculty & Staff / Human Resources: Benefits / Benefits FormsReturn all change forms to Human ResourcesHealth Plans Change FormName changeAdd or remove spouse or dependentCommon-law spouse can be added following one year of cohabitationLife Insurance Change FormBeneficiary change, appoint trustee for minor beneficiarySpouse is not required to be beneficiaryDC Pension Beneficiary Change & Appointment of Trustee FormsSpouse is beneficiary for pension benefits unless waiver is completedCommon-law spouse is considered spouse after one year of cohabitation if both free to marry or three years if not free to marry
39 Employee Benefits Benefits Statements Annual University benefits statements: sent via interoffice mail by HR in JanuarySemi-annual DC pension statements: June statement is available electronically at mysunlife.ca; December statement is mailed by Sun Life, and available electronically at mysunlife.ca.Blue Cross health claims statements: available online for those using Customer E-Service, mailed to all othersName ChangeComplete applicable benefits change formsMust also provide HR with copy of amended SIN form or Provincial Change of Name CertificateBenefit change forms should be submitted at same time as proof of name changeAddress ChangeComplete Human Resources online Change of Address formHR/Payroll, Blue Cross, and Sun Life will be updatedIndividual is responsible for ensuring correct address is on file with HR and benefits providers
40 Employee Benefits Contacts/Information Ronda Perinot, Benefits AdministratorAll benefit issues and enquiriesMary Anne Walls, Manager, Campus Health & WellnessMore complex issues, separation (division of pension), work-place accommodationsManitoba Blue CrossCustomer E-Service, Customer Service Centre (phone, , in person)Sun Life Financial (DC Pension, RRSP)mysunlife.ca, Customer Care CentreHR does not have access to employee online account login information
46 Employee’s Rights Safety & Health Right to Know Right to Participate Right to Refuse Dangerous WorkRight to Non-discriminatory Action
47 Safety & Health What steps do you need to take if you have a safety and health concern?Concerns AND Right to Refuse Dangerous Work, are to be addressed using the following process in sequential order:Supervisor: State your concern to your supervisor – What is the safety and health issue and what are the recommended remedies?Consult the Safety Office whenever necessaryIf step 1 is not resolved, go to step 3.Request the Safety office to contact the co-chairs of the Workplace Safety and Health Committee for further consultation and obtain their assistance towards a resolution.If step 3 is not resolved, go to step 5.The Supervisor or the Employee to contact the Workplace Safety and Health Division: At this point the University may have exhausted all avenues, and assistance from the Division may be required.