2022 Faculty Salary Increases
The faculty salary increase process for 2022 is now underway. Thank you for returning the completed faculty salary increase spreadsheets to us in a timely manner. Some of the upcoming key dates to keep in mind are as follows:
June 7 – 9: Increase components loaded to Workday. These will appear on the Additional Data tab in the Personal section. Compensation will not yet change.
June 7 – 15: Freeze period. Do not initiate any transactions for faculty members included in the increase spreadsheets.
June 13 – 15: Compensation increased in Workday.
June 15 – 30: For those faculty members who have an “up/down” compensation model (i.e., as General Salary Plan amounts increase, Clinical Allowance Plan amounts are to be decreased), please process the corresponding compensation change to reduce the clinical earnings amount in Workday to prevent overpayment on July 15th.
June 30: 1% lump sum processed for eligible members of the bargaining unit.
Workday Freeze
There is a freeze for certain Workday transactions from June 7 to June 15. Please refer to the attached ‘processing’ spreadsheet which provides further details. Please keep in mind that only those eligible for the 2022 increases fall under the freeze. For all other faculty (i.e. Postdocs, RA’s, Clinical Faculty, Academic Administrator appointments etc.), you can continue to submit transactions in Workday.
2022 Faculty of Medicine Awards
A reminder that nominations are open for the 2022 Faculty of Medicine Awards (see attached). Please review the new award categories and nominations guidelines carefully. Please submit your nominations by 4:00 p.m. on Friday, June 10, 2022 to fom.recognition@ubc.ca.
Academic Renewal Round 2
The call for proposals for academic renewal funding has been sent. The original email is attached for your reference. The deadline for proposals will be September 2, 2022 EOD and space approval and financial validation must be in place before the proposal is submitted. If you have any questions, please contact Jennifer Barker.
Unpaid Clinical Fellow Offer Letters
It has been brought to our attention by the UBC Immigration Consultant that there have been a few cases whereby unpaid clinical fellow work permit applications were refused on the basis of self-funding their appointment by their own savings (i.e. not paid by UBC, their home institution, or a third party external agency). If your Department/School has any “self-funded” clinical fellows starting in your unit in the coming months, please review their funding sources and ensure they are not self-funded by their personal savings.
In addition, for a Clinical Fellow to be eligible to apply for a work permit under the LMIA exemption code C45-Foreign medical (or dental) residents and medical research fellows, it is required that the offer of employment indicates “the annual income offered to the foreign national…” As such, the FoM offer letter template for clinical fellows (unpaid by UBC) has been updated and uploaded to MedNet. Please ensure that the external funding sources and amount of funding for clinical fellows (unpaid by UBC) are indicated in the offer letter. Please be mindful that UBC or a third party external agency must pay a wage/stipend similar to other clinical fellows in their field. This optimizes the success of the candidate being successful in their work permit application.
Please contact Jane.Zhang@ubc.ca or Irish.Krolikowski@ubc.ca if you have questions.
Clinical Faculty Streamlined Appointment Documents
Per Memo on Changes to Clinical Faculty Application Process dated October 30, 2020, a streamlined process where teaching need is immediate was created to minimize the processing time for clinical faculty appointments in Workday with the intention to reduce the impact on our educational programs, departments/schools, and clinical faculty members.
All streamlined appointment applications will be processed at the rank of Clinical Instructor with Department Head/School Director’s approval. The application package to the Department/School should include:
- Application for Clinical Faculty Appointment
- Confirmation from the program where the candidate will be teaching (i.e.: RAD, program director, medical director, etc.) that includes what the candidate will be scheduled for and why teaching need is immediate.
- Clinical Faculty Payment Instructions (if applicable)
- Electronic Fund Transfer Form is strongly encouraged (if applicable)
For processing streamlined appointments in Workday, please attach the required documents per Checklist for Clinical Faculty Appointment – Streamlined Process on MedNet and make sure to add a comment “Streamlined Process” in the comment section. Please note that a CV is not required for streamlined appointments.
Clinical Faculty Appointment Process for Locums
This is a reminder that locums are required to have a clinical faculty appointment if they are involved in teaching. Locums can be appointed/reappointed for shorter periods (minimum one (1) year) to allow for more frequent review on the continued need for a clinical faculty appointment. Appointment process will follow one of the pathways: streamlined appointment process or the regular process under normal circumstances.
FoM HR Roundtable
A reminder that there will be HR Roundtable on Respectful Environments on Thursday, June 23, 2022 at 10:30-12:00 pm. This will be an opportunity for you to meet and speak with Roslyn Goldner, Executive Director, Respectful Environments, Equity, Diversity and Inclusion (REDI) and Robyn Campol, Learning Environment Advisor, REDI. More information on this Roundtable session can be found here. To RSVP, please click this link, by Friday, June 10, 2022.
FoM Workday HR Community of Practice
We have some updates and information to share with the Workday HR CoP group.
Contingent Workers
This is a reminder that both the Term of Use document (attached) and the HR fast track form will need to be filled, signed, and approved for hiring existing or new contingent worker apts. Please email Margarita Reyes margarita.reyes@ubc.ca for approval.
All contingent worker appointments must be renewed on an annual basis. Appointments should not exceed one year.
New BC Minimum Wage, effective June 1, 2022
Per HR Network News, as of June 1, 2022, UBC’s Integrated Service Centre (ISC) department will automatically raise the hourly rate of any employees paid below the new minimum wage to the new rate of $15.65/hour in Workday.
If your Department/School has salaried students, please ensure that their salary is at least equivalent to the minimum wage for the number of hours they work.
Work Permit Renewals and MSP Coverage
Per UBC HR Memorandum dated January 13, 2022, if an employee works in BC under a work permit and is enrolled in the Medical Services Plan (MSP), the employee’s MSP coverage will end at the end of the month that their work permit expires and will be reinstated upon receipt of a new work permit. For this reason, it is imperative that employees on work permit apply as far in advance of the expiry date of their current work permit as possible. This will avoid a lapse in MSP coverage and ensure that these employees can legally continue to work for UBC.
A reminder that administrators can keep on top of visa/permit expiry dates for your faculty, staff & students by running the report “Foreign Worker Permit Information – Distributed“. You can view IRCC processing times here: https://www.canada.ca/en/immigration-refugees-citizenship/services/application/check-processing-times.html
Job Aid – Changing Faculty From Paid to Unpaid
Attached is the updated job aid for switching faculty members (e.g. Adjunct Professors) from “term” to “unpaid term” when their compensation plan has ended. The steps in the job aid will ensure the faculty member’s unpaid appointment will be coded correctly as “unpaid term” with no compensation plans. This has been uploaded to MedNet under FoM Specific Job Aids.
Support Employees to Complete Onboarding Tasks
All new and re-hires must complete all onboarding tasks in Workday. It is especially important that they complete the following tasks as soon as they are appointed to avoid payment, tax slip, or benefits coverage issues.
- Provide a primary address
- Complete the payment election
- Complete direct deposit tasks
- Complete tax elections
- Complete benefits enrollment (if eligible)
You can run the “Onboarding Status Summary – Distributed” report to see which employees have not yet completed their onboarding tasks by reviewing the “Not Started” and “In Progress” columns, and send reminders to these employees to complete their onboarding tasks in Workday. The “onboarding effective date” of the report defaults to 90 days ago to get recent hires but can be changed to cover a longer or shorter periods.
If you have new hires who don’t have a SIN to complete some of the tasks above because they just arrived BC from outside of Canada, please refer to May 2022 Faculty HR newsletter for information on how to appoint them correctly in Workday and avoid payment issues while they wait for their SIN.
Employees without Direct Deposit Report
Senior HR Partner can run a report called “Employees without Direct Deposit – Distributed” and get a list of employees without direct deposit in Workday in your sup orgs. We encourage you to run this report and remind employees on the list to set up direct deposit in Workday in a timely manner to prevent payment issues and financial hardship for these employees.
Reminder! Vacation Accruals During Maternity/Parental Leave
Depending on the employee group, employees on maternity or parental leave may be entitled to pro-rated vacation accruals. You can obtain those vacation accruals by submitting a ticket to the ISC after the employee’s leave has started. The ISC will provide you with the vacation accrual information, which you can then use to calculate their vacation entitlement. Add the additional vacation time to the employee’s time off balance using the Maintain Accrual BP.