> Home > Information for Faculty and Staff > Information for Hourly Paid Staff and Students

Information for Hourly Paid Staff and Students

Information for Hourly Paid Staff and Students

1. Submitting Your Hours - hours that you work are to be tallied on the hourly submission form. Please note the internal department deadline for each period and make sure you submit your hours for the full period by the deadline to avoid a delay in your pay. These submissions can be emailed to the HR Assistant, and must be cc’d to your supervisor so that they can review them. Submission deadlines are typically a day or two in advance of the end of the period ( ie Oct 12 for Oct 15th end date), so you will need to estimate your hours for the remaining days in the period. Please do not save those hours and include them in the next period. We are required to submit this information to central payroll in a very precise way and if we don’t receive it from you on time and for the period requested, it involves much more work on the part of our internal payroll processers before they can send it on to central Finance.
   
   
2. Vacation Pay - the vacation pay process for hourly paid appointments works as follows: you accrue 4% vacation pay for each hour you work for UBC. That is not paid to you with your regular paycheques, but is kept in trust for you in central Payroll, and is paid out as you request it, or in a lump sum when you leave the position.
   
   Please do not include a “vacation” day in the hours you submit as having worked. If you would like some of your vacation pay, please advise the HR Assistant in an email of the number of hours you would like paid out to you, and she will submit a separate request to payroll. This is important for financial reporting reasons – regular salary and vacation payouts are tracked and reported separately by UBC to Revenue Canada.
   
   
3. Stat Holidays – as your employer, UBC does not expect you to work these days. 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.  If you indicate  on your submission sheet that you have worked hours on a stat, and do not tell us that you took time off in lieu, we are obligated to pay you OT for the stat, which your supervisor may not have expected or budgeted for. OT is expected to be pre-approved by the supervisor. If you do work a stat, please have your supervisor confirm to the HR Assistant by email that they approved the OT, or that you took alternate time off.