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 Office
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 deductionsKlinic 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 deductionsTechnology 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 Probationary period from date of hireTrial 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 CONTACTFrom the main Human Resources webpages, click on the Who is my HR CONTACT link to find your HR Consultant.The areas 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-ServiceAbility 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 by
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.
19 Voluntary Days-Off Without Pay (V-DWOP) PayrollVoluntary Days-Off Without Pay (V-DWOP)Up to 10 days off without pay during the fiscal year (April 1st to March 31st)Pay 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
22 University of Winnipeg Employee BenefitsDetails of all employee benefits can be found on the Employee Benefits webpages.Ronda Perinot
23 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 Education
24 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
25 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 year100% 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 webpageLong 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
26 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 University
27 Employee Benefits Health Plans Ambulance/Hospital Dental 100% 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 PhysiotherapistMaximum benefit is $500 per person per calendar year
28 Employee Benefits Health Plans Vision Care Travel Health 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.
29 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 HSAOne claim is processed through HSA in each calendar yearCosts for medical notes/forms may be claimed through HSA (receipt required) Blue Cross will process HSA payment when:Eligible expenses reach benefit maximum; or60 days after year end if eligible expenses are less than benefit maximum; orWithin 60 days following termination of employment or retirement
30 Wellness and Sustainability Account Employee BenefitsWellness and Sustainability AccountHome / Faculty & Staff / Human Resources: Benefits / Employee Benefits FormsRefer to claim form for eligible items, reimbursement amounts and claim deadlineEligible items that are not covered under core health plansWellness programs and sustainability items based on preapproved listTaxable 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 membersReimbursement will appear on pay stub as Earnings, under WELL TXBDo not wait until deadline to submit your claim!Scanned forms and receipts are acceptableReceipt must indicate item purchased (check Info Booth receipts)
31 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)Link to insurance related articles available on Home Insurance webpage
32 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
33 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 pregnancyWritten application for leave to manager and HR, medical note to HR onlyContact Benefits Administrator with questionsEmployment Insurance Top-Up Allowance:Letter of AgreementProvide Payroll with EI statement
34 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
35 Beneficiary/Name/Address Changes Employee BenefitsBeneficiary/Name/Address ChangesBenefits ChangesHome / 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 minorDC 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 neither of you is married or three years if either of you is marriedName ChangeComplete applicable benefits change formsMust also provide HR with amended SIN card or Change of Name Certificate from ProvinceNo fee to amend SIN card due to legal name change, marriage or divorceHR will accept SIN Confirmation (obtained at time of application)Address ChangeComplete Human Resources online Change of Address formHR/Payroll, Blue Cross, and Sun Life are updatedIndividual is responsible for ensuring correct address is on file with HR and benefits providers
36 Employee Benefits Benefits Statements Annual University benefits statements: sent via interoffice mail 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 othersContacts/InformationRonda 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 CentreSun Life Financial (DC Pension, RRSP)mysunlife.ca, Customer Care CentreHR does not have access to employee online account login information
42 Employee’s Rights Safety & Health Right to Know Right to Participate Right to Refuse Dangerous WorkRight to Non-discriminatory Action
43 Safety & Health Addressing Hazards and Implementing Controls ResponsibilitiesEmployerSupervisorEmployeeWorkplace Safety and Health CommitteeContractors/Outside AgenciesVisitors
44 Internal Responsibility System – What does it mean? Safety & HealthInternal Responsibility System – What does it mean?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?Safety Office: Supervisor or employee requires assistance from the Safety Office if concern is not remedied.Co-chairs, Workplace Safety and Health Committee: Safety Office requires discussion with Co-chairs.Workplace Safety and Health Division: University has exhausted all avenues, requests assistance from the Division.
45 Safety Office – Program Support Safety & HealthSafety Office – Program SupportWebsite Review:ProgramHome / Faculty & Staff / Services: Safety OfficeReporting of IncidentsHome / Faculty & Staff / Services: Safety Office / Incident ReportingReporting of Concerns/Hazard AlertsHome / Faculty & Staff / Services: Safety Office / Forms & Requests /Safety Concerns - Hazard Alert FormTraining AnnouncementsHome / About UWinnipeg / Campus Services / Safety Office / WHMIS / Worker EducationCommittee MinutesHome / Faculty & Staff / Services: Safety Office / Health and Safety CommitteeOther
46 Workplace Safety and Health Bulletin Board Safety & HealthWorkplace Safety and Health Bulletin BoardLocation: Centennial Hall, Ground Floor1C05WS&H Committee Minutes/AgendaCommittee MembersMeeting DatesSafety and Health related announcements and/or bulletins
47 Safety & Health Specific Training See Website for Announcements Managers/SupervisorsEmployee TrainingSpecific to Hazards (i.e. Labs, Radiation Safety, Lab Equipment, WHMIS, Physical Plant Related Training, Ergonomics, etc.)Workplace Safety and Health Committee Member TrainingContractor SafetyStudent Safety/Security