How to help faculty members enroll in the benefits program, and calculate benefits costs for faculty, research associates and postdoctoral fellows.

Benefits for New Hires

Enrolling in payroll and benefits for new hires is easy. They simply visit the UBC HR benefits website to begin the online enrolment process. New employees must have their offer letter handy as they will need to enter the letter’s benefit code into the system. This will allow the system to select the correct benefit package.  

The benefit enrolment package includes the payroll direct deposit form. The enrolment package should be completed as soon as possible to avoid a delay in receiving pay.   

Upon completing the enrolment process, employees must print, sign and return the entire package to: 

UBC Financial Services (GSAB)
305-2075 Wesbrook Mall
Vancouver, BC V6T 1Z1

If Financial Services (payroll) does not receive the direct deposit form in time to make the pay run, they may issue a manual cheque. The employee must collect the cheque in person at the above address and must present photo ID to pick up. Once payroll receives the direct deposit form, they automatically switch the employee to direct deposit pay. 

Calculating Benefit Costs for Faculty

Ensure sufficient funding is available for all employees including the cost of all associated benefits. The following tool is available through UBC Finance to help determine costs:

Faculty Vacation Calculation


For faculty members at UBC, vacation entitlements are arranged informally between the individual faculty member and their Department Head or Director. As a guideline, there is a general understanding that faculty members are afforded one month of paid annual vacation leave each year, although up to 6 weeks would provide equivalent vacation entitlement to long serving M&P staff members. Individuals must take any holidays to which they are entitled within the contract period or prior to any other agreed termination date. Please also consider UBC Policy 97 on Conflict of Interest and Conflict of Commitment in determining acceptable absences from their work.

Research Associates and Postdoctoral Fellows

Vacation entitlement is subject to negotiation with the supervisor and/or Department Head but is at minimum two weeks per year with salary and benefits. Individuals must take any holidays to which they are entitled within the contract period or prior to any other agreed termination date. 

Inform new employees about the department process for requesting and tracking vacation. Most departments have a vacation request form that must be completed and signed by the supervising faculty member. ​