Employee Orientation

Presented By: Amber Dick and Gina Schiak, HR Consultants Mark Betcher, Manager Payroll Services Ronda Perinot, Benefits Administrator Ethelinda Padua, Safety and Health Specialist

University of Winnipeg

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Human Resources and University Overview

Amber DickGina Schiak

University of Winnipeg

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HR & University Overview

Online OrientationHome / Faculty & Staff / Human Resources Home / Online Orientation

Employees new to the University or Winnipeg can find useful links on HR’s Online Orientation webpage. These include:

University of Winnipeg Links− Organizational Chart− UWinnipeg Mission Statement− Report to the Community− Campus Maps

Human Resources Links− Collective Agreements− Employment Related Policies

External Links− Destination Winnipeg− Manitoba Health

Other Helpful University of Winnipeg Links− University of Winnipeg Foundation− The University of Winnipeg Club− Campus Sustainability Office Green Office Program

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HR & University OverviewCampus Services

Home / About UWinnipeg / Campus Services

A detailed list of Campus Services is available on the University’s website, including:

Campus RestaurantsHome / Campus Life: Restaurants

− elements, Café Bodhi, The MALECÓN , Pangea's Kitchen− Soma Café, Starbucks, Garbonzo's Pizza Pub, Stella's Café & Bakery− See webpage for locations, hours of operation, and links (including Diversity Foods)

Duckworth Centre Home / Campus Life: Fitness & Recreation

− Annual Membership $135/year, reduced rates for shorter time frames− Gym membership includes fitness centre, track, squash, racquetball and handball courts − Eligible employees can pay through payroll deductions

Athletic Therapy Centre− Located at 400 Spence (Basement of Duckworth Centre)− 5 Athletic Therapists, Massage Therapist and Sports Medicine Physician on staff− Call 786-9250 to schedule an appointment

Klinic Student Health ServicesHome / Campus Life / Klinic Health Services

− Main floor Sparling Hall 1S02− Hours of operation are limited during the summer− Annual Flu Clinic

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HR & University Overview

Campus ServicesHome / About UWinnipeg / Campus Services

ParkingHome / About UWinnipeg / Campus Services / Parking

− Char Ducharme is the parking coordinator − Employee Parking Application form is available online − Eligible employees can pay through payroll deductions

Safety OfficeHome / About UWinnipeg / Campus Services / Safety Office

− Main floor Centennial Hall 1C05, located across from the Info Booth

Security ServicesHome / About UWinnipeg / Campus Services / Security Services

− Located between main entrance doors of Centennial Hall − Emergency Guidelines

• Evacuation, severe weather, workplace situations (fire, flooding, medical crisis) − SafeWalk & SafeRide Programs− Lost & Found

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HR & University Overview

UWSA Day CareHome / About UWinnipeg / Campus Services / Daycare

− Located at 548 Furby Place, behind Richardson College

− 96-space preschool/infant toddler child care centre which is provincially licensed and not for profit

− Provides service to UWinnipeg students, faculty and staff, and community (in that order of priority)

− Accepts children between the ages of 12 months and 5 years

− Hours of operation are Monday to Friday, 7:30 - 5:30

− There 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 204-786-9898

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HR & University Overview

The University of Winnipeg Club Home / Faculty & Staff / Campus Life: University Club

− Located on 4th floor Wesley Hall − Membership required, full-time employees receive a 50% discount for first year− Fees can be paid through payroll deductions − Drache Room is available for private meetings with food service− Catering available for University functions

Technology Solutions Centre (TSC)Home / Faculty & Staff / TSC

− Located on 3rd floor Centennial Hall− Contact TSC for email account and phone set up or discontinuance− Contact the TSC Help Desk for assistance with computer software/hardware and

electronic equipment (786-9149 or help.desk@uwinnipeg.ca)• Listed under “Technology Service Desk” in Outlook

Physical PlantHome / About UWinnipeg: Campus Services

− Located at the rear of Wesley Hall − Key requisitions, SALTO cards, furniture moves, etc.− Send all requests via email to Donna Marchak (d.marchak@uwinnipeg.ca)

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Policies

A sample of the policies available online:

Employment PoliciesHome / Faculty & Staff / Human Resources Home / Policies: Employment

− Acceptable Computing Use− Employment Equity − Respectful Working & Learning Environment− Workers Working Alone

University PoliciesHome / Faculty & Staff / Administration / Policies

− Emergency Closing − Integrity in Research and Scholarship− Smoking on University Premises− Travel

HR & University Overview

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HR & University Overview

Employee Groups

Unionized GroupsHome / Faculty & Staff / Human Resources / Collective Agreements

These groups are covered by their respective collective agreement:− AESES− IUOE− PSAC− UWFA: UWFA-Main, UWFA-Collegiate, UWFA-Contract Academic

Non-Unionized Groups− Excluded − Excluded Academic

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HR & University Overview

Probationary/Trial/Annual Performance ReviewHome / Faculty & Staff / Human Resources Home / Forms

The following pertains to non-academic employees:

Probationary Period− AESES/Excluded, 6 month period from date of hire − IUOE, 60 working days

Trial Period− If you are an existing employee and receive a new position, Trial period

would apply− 420 working hours or 60 working days, whichever occurs first

Annual Performance Review− Refer to Performance Review and Development section of HR’s Forms

webpage for Supervisor's Interview Guide and Employee's Checklist.

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HR & University Overview

Vacation & Holidays

Vacation for Non-Academic Employees

− For 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 31st

− Vacation time earned (accrual) in one fiscal year is to be taken (entitlement) in following fiscal year

− Vacation accumulation chart is located in each applicable collective agreement/Excluded policy

University and Statutory HolidaysHome / Faculty & Staff / Human Resources / Holidays

− Christmas/New Year’s break includes three non-movable vacation days, which are in addition to your vacation entitlement.

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HR & University Overview

HR Consultant Areas of ResponsibilityHome / Faculty & Staff / Human Resources Home / Who is my HR CONTACT

Services Offered− Recruitment, Job Classification, Position Description assistance,

Employee/Labour Relations, Performance Management, Salary Administration

Your HR Consultant− From any Human Resources webpage, click on the Who is my HR CONTACT link

to find your HR Consultant− Areas of responsibility will change from time to time

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Questions?

HR & University Overview

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University of Winnipeg

Payroll Services

Mark Betcher

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Payroll and Pay Statements

− Bi-weekly pay, every second Friday− Employees paid by timesheets are paid 2 weeks in arrears− Full-time, and some part-time, continuing employees are paid to date− Pay statements

• Earnings• Taxable benefits (cash or employer paid benefit)• Deductions• Net pay• Address• Employee ID

Payroll

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Payroll

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Payroll

Statement Self-Service

• Only works in Internet Explorer

• Ability to access, view and print pay statements and T4 from ADP website

• View pay statements 48 hours prior to pay day

• Access T4 earlier than employees receiving a paper copy

• Form is available on Payroll webpage

• Enrolment information will be sent to you by email

• To access statement self-service once registered, type in the menu bar of Internet Explorer: my.adp.ca

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Payroll

Timesheets and Stat HolidaysHome / Faculty & Staff / Human Resources: Payroll

− Timesheets 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 / Holidays

− Not 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 email is sent reminding and outlining the stat pay instructions/requirements.

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Voluntary Days-Off Without Pay (V-DWOP)

− This is not the same as a leave of absence without pay

− Up to 10 days off without pay during the fiscal year (April 1st to March 31st)

− Subject to management approval

− 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 UWinnipeg

− For this program• Full-time, continuing is defined as employees working a minimum of 7

hours per day, 5 days per week, with no specified end date• Part-time, continuing is defined as employees working a minimum of 17.5

hours per week and accruing vacation

− Information on the program is provided each February

Payroll

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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 Associate− UWFA RAS (V)− AESES Full-time and Part-time Continuing (E)− IUOE (F)

Grace Medina, HR/Payroll Associate− Casual Timesheet Employees (H)

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Questions?

Payroll

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Employee Benefits

Ronda Perinot

University of Winnipeg

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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.

University of Winnipeg

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Employee Benefits

Benefits Plans Home / Faculty & Staff / Human Resources: Benefits

− Accidental Death and Dismemberment− Life Insurance− Sick Leave− Long Term Disability− Employee and Family Assistance Program (EFAP)− Health Plans including:

• Ambulance and Hospital• Extended Health• Dental• Vision• Travel• Health Spending Account

− Wellness & Sustainability Account− Group Home Insurance− Retirement Plans including:

• The University of Winnipeg Trusteed Pension Plan• Group RRSP

− Maternity/Parental/Adoption Leave− Training and Education− Voluntary Benefits

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HR & University Overview

Benefits Plans Home / Faculty & Staff / Human Resources: Benefits

Accidental Death and Dismemberment

− Work-related coverage only − Coverage equal to 2x annual salary, rounded to nearest thousand

(minimum $50,000, maximum $100,000) − Beneficiary same as for Life Insurance unless otherwise designated − Paid by University

Life Insurance− Basic Coverage: 1x annual salary, paid by University− Optional Coverage: Additional 1x or 2x annual salary, paid by employee− Maximum coverage $500,000− Decrease at anytime by sending email to Benefits Administrator− Increase within 30 days of addition of spouse or dependent child; at any

other time, Statement of Health form required

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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 employees− 100% salary and benefits for up to 180 calendar days − No accrual, absences are monitored by HR− Medical notes must be forwarded directly to HR− Verification of Sickness form is available on HR’s Forms webpage− Cost incurred for completion of medical form/certificate can be claimed

through Health Spending Account

Long Term Disability− Disability 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 earnings− Maximum benefit of $5,000 per month − Paid by employee− Disability benefits are not subject to payment of Income Tax

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Employee Benefits

Employee and Family Assistance Program (EFAP)Home / Faculty & Staff / Human Resources: Benefits / Employee & Family Assistance Program

− Provided through Shepell-fgi− Voluntary, confidential short-term counselling and referral service

− Employee and eligible family members are covered− Access is available 24 hours a day, 7 days a week at 1-800-387-4765

or www.warrenshepell.com− Paid by University

− Specialized Counselling Services:• Career, Family Support, Financial Support, Legal Support,

Naturopathic , Nutrition Support, Smoking Cessation• Online Stress Management Program

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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 required− Psychological Counselling: referral by physician, unless using services of Aurora Family

Therapy Centre (located on campus)

Ambulance/Hospital− 100% Ambulance/Semi-Private Hospital in Manitoba

Dental− 80% basic, 60% major, and 50% orthodontic services

− Calendar year maximums− No deductible

Extended Health (including prescription drugs)− 80% of reasonable and customary charges

− Maximums where applicable− $25 calendar year deductible per single or family

− Includes Health Practitioners: • Acupuncturist, Athletic Therapist, Chiropractor, Massage Therapist, Occupational

Therapist and Physiotherapist• Combined maximum benefit is $500 per person per calendar year

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Employee Benefits

Health Plans

Vision Care− 100% reimbursement of eligible vision care expenses

− Reimbursement amount based on employee group during a benefit period− Benefit period: 24 consecutive months following purchase date of first

Vision Care item claimed

Travel Health− 100% coverage for emergency medical services while travelling

(coordinated with provincial medical)− No coverage for elective services

Health Spending Account− Reimbursement based on employee group

− Must 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.

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Employee Benefits

Claiming for Health BenefitsHome / Faculty & Staff / Human Resources: Benefits / Employee Benefits Forms

Claim Forms and Online Claims Submission− Claim forms are available on Benefits Forms webpage − Forms are submitted directly to Blue Cross− Prescription drug and vision care claims may be submitted online through

Customer E-Service

Claiming for Health Spending Account (HSA) Credits− Claims 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 year

Blue Cross will process HSA payment when:− Eligible expenses reach benefit maximum in calendar year; or− 60 days after year end if eligible expenses did not reach benefit maximum; or− Within 60 days following termination of employment or retirement

Human Resources does not have access to employee claim information. Please contact Blue Cross directly if you have questions about a denied claim.

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Employee Benefits

Wellness and Sustainability AccountHome / Faculty & Staff / Human Resources: Benefits / Employee Benefits Forms

Created 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 deadline

− Covers items not covered under core health plans− Preapproved list of items (next slide)

− Taxable benefit to employee− Claim 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 another− Excludes claims for family members. Claims are subject to verification.− Reimbursement will appear on pay stub as Earnings, under WELL TXB

• Do not wait until deadline to submit your claim!2013: 52% of reimbursements occurred in December

• Scanned forms and receipts are acceptable • Receipt must indicate item, date of purchase, and cost (including tax)

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Employee Benefits

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Employee Benefits

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Employee Benefits

Group Home InsuranceHome / Faculty & Staff / Human Resources: Benefits / Home Insurance

− Provided through The Co-operators

− Offers discounted group home insurance and pay period deductions

− Quotes:

•Anytime online

•Individual, on-campus sessions (usually held in Spring and Fall)

− Visit Home Insurance webpage for links to insurance related articles and tips

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Employee Benefits

Retirement BenefitsOne Pension Plan with two components:

− Defined Benefit (DB), closed to new members effective January 1, 2000− Defined Contribution (DC), all new eligible employees join DC component

DC Pension PlanHome / Faculty & Staff / Human Resources: Benefits / Pension

− Plan governed by a Board of Trustees− Employee contributions matched by the University− DCPP webpage for links to Sun Life’s Group Retirement Services and

newsletters− Your 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 more

Group RRSPHome / Faculty & Staff / Human Resources: Benefits / RRSP

− Same fund options and fees as DC Pension Plan − All 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 pay− University does not match contributions− Information and enrolment form are available on RRSP webpage

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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 HR

− Medical note is provided to HR only and attached to copy of written application

− Who do I contact?:

• Benefits Administrator for leave, top-up allowance, benefits maintenance

• Payroll for Record of Employment (ROE)

• Attendance@uwinnipeg.ca for vacation balance and accrual

• Service Canada for EI Maternity and Parental Benefits

− Employment Insurance Top-Up Allowance:

• Letter of Agreement

• Provide Payroll with first EI statement (effective January 1, 2014, allowance withheld until EI statement received)

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Employee Benefits

Training and EducationHome / Faculty & Staff / Human Resources : HR Forms

− See applicable policy or collective agreement for eligibility− Additional information on application form − Refer to Training webpage for links to PACE and ASAP Training (computer courses) − Program information:

• Benefits Administrator for training and development programs• Awards and Financial Aid for Tuition Scholarship Program

Employee:• Staff Training and Development Fund • Tuition Fee Reimbursement

Employee, Spouse and Eligible Dependents:• Employee Tuition Scholarship Program

Seminars Home / Faculty & Staff / Human Resources Home/ Seminars

− For regular University employees (those with benefits coverage)− Offered throughout the year

• Financial planning, DCPP education, home insurance quotes, Wellness Week, EFAP seminars

− Seminars webpage, email communication

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Benefits ChangesHome / Faculty & Staff / Human Resources: Benefits / Benefits Forms

− Return all change forms to Human Resources− Health Plans Change Form

• Name change• Add or remove spouse or dependent• Common-law spouse can be added following one year of cohabitation

− Life Insurance Change Form• Name change• Beneficiary change, appoint trustee for minor beneficiary• Spouse is not required to be beneficiary

− DC Pension Beneficiary Change & Appointment of Trustee Forms• Name change• Beneficiary change, appoint trustee for minor beneficiary• Spouse is beneficiary for pension benefits unless waiver is completed• Common-law spouse is considered spouse after one year of cohabitation if both

free to marry or three years if not free to marry

Employee Benefits

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Employee Benefits

Benefits Statements− Annual University benefits statements: sent via interoffice mail by HR in January

− Semi-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 others

Name Change− Complete applicable benefits change forms− Must also provide HR with copy of amended SIN form or Provincial Change of

Name Certificate− Benefit change forms should be submitted at same time as proof of name

changeAddress Change

− Complete Human Resources online Change of Address form• HR/Payroll, Blue Cross, and Sun Life will be updated• Individual is responsible for ensuring correct address is on file with HR and

benefits providers

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Employee Benefits

Contacts/Information

Ronda Perinot, Benefits Administrator− All benefit issues and enquiries

Mary Anne Walls, Manager, Campus Health & Wellness − More complex issues, separation (division of pension), work-place

accommodations

Manitoba Blue Cross − Customer E-Service, Customer Service Centre (phone, email, in person)

Sun Life Financial (DC Pension, RRSP)− mysunlife.ca, Customer Care Centre− HR does not have access to employee online account login information

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Questions?

Employee Benefits

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University of Winnipeg

Safety & Health

Ethelinda Padua

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Safety & Health

Fundamentals− It’s the law− It’s everyone’s responsibility

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Safety & Health

Hazards

− Chemical− Biological

− Psycho-social− Ergonomics

− Physical (slips, falls, etc.)

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Safety & Health

Responsibilities− Employer− Supervisor− Employee − Contractor− Visitor

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Safety & Health

Employee’s Rights− Right to Know− Right to Participate− Right to Refuse Dangerous Work− Right to Non-discriminatory Action

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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:

1. 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 necessary2. If step 1 is not resolved, go to step 3.3. 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.

4. If step 3 is not resolved, go to step 5.5. 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.

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Safety & Health

Emergency Preparedness & ResponseHome / Faculty & Staff/ Helpful Links: Emergency Guidelines

Overview:− Fire Emergency− Medical Emergency− Chemical Spill− Other

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Safety & Health

Safety Office – Program Support Website Review:

• ProgramHome / Faculty & Staff / Services: Safety Office

• Reporting of IncidentsHome / Faculty & Staff / Services: Safety Office / Incident Reporting

• Reporting of Concerns/Hazard AlertsHome / Faculty & Staff / Services: Safety Office / Forms & Requests /Safety Concerns - Hazard Alert Form

• Training AnnouncementsHome / About UWinnipeg / Campus Services / Safety Office / WHMIS / Worker Education

• Committee Minutes Home / Faculty & Staff / Services: Safety Office / Health and Safety Committee

• Other - Bulletin Board – Located by 1C05

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Questions?

Safety & Health

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