GENERAL HR RESOURCES

INFORMATION FOR HOURLY PAID EMPLOYEES

LUNCH BREAKS (unpaid:)

• Mandatory minimum 30-minute break if working 6+ hours in one day
• Skipping the break is not an option
• Lunch period may not be included in the total hours you submit for the day
• If you work over 7.5 hours in one day, please note the start and end times so that we know your break time has been taken into account.

OVERTIME:

• Must be approved by the supervisor in advance of the overtime work being performed.
• All hours in excess of 7.5 paid hours are paid as overtime unless otherwise specified under extraordinary circumstances.

VACATION PAY:

• The accrual rate for hourly staff and students is 4% vacation pay for each hour of work.
• For staff, it is paid out as you request it, or in a lump sum when you leave the position.
• Vacation accrued is indicated in Workday.

STATUTORY HOLIDAYS:

• As your employer, UBC does not expect you to work these days.
• If you do work on a statutory holiday:
  • You are paid for the stat using a formula that prorates an amount for you based on the hours you worked in the two pay periods immediately preceding the stat.

Please contact leah.ranada@ubc.ca, for further information.

REAPPOINTING STAFF

The process:

• For those individuals paid with grant funds, the HR Assistant will contact supervisors 2-3 months in advance of the appointment terminating to determine whether appointment will be extended and the terms of the extension.
• Please consider timelines to avoid pay interruptions for your staff. Please consider your obligations for notice should an appointment not be extended
• Other complications for re-appointment may include work permits, funding end dates, etc. Please ensure you have answered all points in the reminder you receive from the HR Assistant.

LEAVE INFORMATION

VACATION

Vacation entitlements are covered under the terms of employment, collective agreements, etc. Please visit the UBC HR vacation entitlements webpage for information on vacation entitlements for all employee groups.

Employees are entitled to take vacation in the calendar year in which they earn it and there is a maximum carry forward of vacation from one year to the next (two weeks).

SICK LEAVE

Please visit the UBC HR sick leave webpage for information on sick leave entitlements all employee groups.

MATERNITY, PARENTAL AND ADOPTION LEAVE

Please visit the Maternity, parental & adoptive leave for detailed information on unpaid and paid maternity, parental or adoption leave for UBC employees.

LEAVE INFORMATION FOR SUPERVISORS

Leave management tools have been developed in the department to assist supervisors with this task. The Leave Request Form should be completed by employee for every absence from work. Supervisors are required to track employee leaves and must report the balances to the Admin office when an employee leaves the department. If you would like a template to track attendance , please email if you are interested to Leah Ranada at leah.ranada@ubc.ca.

Please contact Leah Ranada at leah.ranada@ubc.ca for guidance on any unusual leave activities or questions about leave management.

TERMINATIONS & LAYOFFS

• Please contact Leah Ranada at leah.ranada@ubc.ca if you need to terminate an employee including non-renewal of RA staff appointments in case notice is owed.
• Student employees are unique in that no notice is required. They only hold term appointments that always end on their term date unless you advise the Admin office in advance to extend them.
• Employees also have an obligation to provide you with written notice of resignation well in advance (e-mail OK) as outlined in their employment agreement.
• Sufficient time is expected so that their termination paperwork can be processed in time for their departure and the supervisor can recruit for a replacement.
• Please provide Leah Ranada (leah.ranada@ubc.ca) with the resignation notice in good time so that salary can be stopped on the appropriate date.
• NOTE: If a staff member is transferring to another Department or leaving UBC, Leah Ranada (leah.ranada@ubc.ca) will require the vacation balance from the supervisor to facilitate the vacation transfer or pay out .

GUIDELINES FOR VOLUNTEERS

It is possible to engage volunteers (usually students) to assist in a lab or academic environment on an unpaid basis. Volunteers are provided an opportunity to gain experience in lab and administrative settings at no cost to the supervisor, however they:

•  Should not to be a replacement for paid staff, nor engage in work that would typically be done by a paid UBC employee.
• Should not contribute more than 5-6 volunteering hours a week; if hours exceed this, a part-time paid appointment should be considered.

UBC has recently developed a formal procedure for engaging volunteers to perform work. Even though this is an unpaid arrangement and not a formal UBC appointment, there are legal implications to having such a person in a UBC work environment, and the supervisor must be aware of their rights and responsibilities.

We have created the Volunteer Guidelines & Application Package for Supervisors to explain and clarify what is needed on the part of both the supervisor and the volunteer. This will establish the parameters of the volunteer’s participation and protect those involved. Supervisors who want to engage a volunteer should complete and submit to Leah Ranada (leah.ranada@ubc.ca) the following forms found in the package:

• Guidelines for the supervisor
• Assignment plan to be completed by the supervisor and signed by the volunteer which sets expectations for both parties
• Volunteer application form
• Volunteer Confidentiality Agreement
• Volunteer Worker’s Compensation Board (WCB) waiver if accident insurance is not purchased by supervisor
• Consent to Criminal Record Check – required if the supervisor determines the volunteer could have unsupervised access to children or vulnerable adults in the course of his/her UBC volunteer duties