Home • The Division of HR & Equity Provide feedback   Toggle contrast mode:

COVID-19 HR Systems Updates

In response to ongoing developments related to management and tracking of COVID19-related items within our community, we have made a number of updates to existing workflows and systems within HR & Equity. A summary of HR systems processes related to COVID-19 is below.

Employee Self-Declaration Form

Employees must continue to work with their managers to ensure appropriate notifications regarding self-isolation or illness in accordance with departmental practices.

What’s New:

The self-declaration form for employees has been updated in light of the fact the majority of our workforce is working remotely.

Employees must continue making their declarations around self-isolation or illness in the applicable Self-Declaration Form:

Self-Isolation

The federal government has updated its self-isolation protocol to require that individuals self-isolate if they are returning from travel outside of Canada. In addition, ongoing recommendations to self-isolate in certain circumstances continue to apply in accordance with public health authority guidelines.

What’s New:

New pandemic isolation codes for appointed and non-appointed employees has been created in HRIS.

  • For appointed employees, these codes will be entered in HRIS centrally
  • For non-appointed employees, these codes will be entered in HRIS by local business officers

COVID-related Illness

There are no changes to processes related to tracking COVID19-related illness. Employees must continue making their declarations around COVID19-related illness in the applicable Self-Declaration Form:

HRIS coding for appointed employees continues to be entered centrally, and for non-appointed employees at the local level.

What’s New:

We will continue to use the form to track isolation and COVID-19 related sickness only.

Pay Continuity

The University will continue to keep employees – staff appointed and casual – ‘whole’ up to and including April 30, or the natural end date of their contract, whichever is earlier. The mechanisms for maintaining pay continuity will vary depending on the employee group and type of absence.

The Guidelines on Employee Absences Due to COVID-19 have been updated to reflect this additional time period. The Guidelines are intended to ensure that those employees that are affected by the requirement to self-isolate and/or who fall ill with this disease are supported and feel able to take the time they need away from the workplace to follow the parameters set out by health professionals.

What’s New:

The summary chart of applicable payments/leaves has been updated, and is included below.

SCENARIO APPOINTED EMPLOYEES CASUAL EMPLOYEES
Self-Isolation
  • Paid regular salary
  • Employees in roles suited for working remotely are expected to be working
  • Employees in self-isolation whose roles are not suited to work from home will continue to receive their regular salary
  • Paid for the greater of either any scheduled shifts that they miss up to and including April 30, 2020, or the average weekly wages for casual employees calculated on the basis of the formula set out in the Employment Standards Act (ESA) for public holiday pay (see Appendix A) for the period March 14 – April 30, 2020
  • The ESA calculation will continue to be based on the 4 week period prior to March 14.
Sick Leave
  • Paid for sick days
  • Attendance management programs waived
  • No requirement for medical notes
  • Paid for scheduled shifts during period of illness
  • No requirement for medical notes
COVID Program or Unit Closures
  • Paid regular salary
  • Employees in roles suited for working remotely are expected to be working
  • Paid for the greater of either any scheduled shifts that they miss up to and including April 30, 2020, or the average weekly wages for casual employees calculated on the basis of the formula set out in the Employment Standards Act (ESA) for public holiday pay (see Appendix A) for the period March 14 – April 30, 2020
  • The ESA calculation will continue to be based on the 4 week period prior to March 14.

Entering Absences and Casual Hours in HRIS

For the University to accurately report on our workforce during the pandemic, absences and casual hours must be tracked in HRIS as soon as they are reported. Any retroactive updates for pandemic absences or casual hours should be made as soon as possible.

Statutory Holiday Pay

Non-appointed employees must have the appropriate wage codes applied to pandemic pay occurring on statutory holidays.

What’s New:

  • Non-appointed employees being paid pandemic pay for otherwise scheduled shifts should have attendance code 1810 (Statutory Holiday Hours) used for hours entered on April 10, 2020 (Good Friday).
  • Non-appointed employees being paid based on the ESA calculation for holiday pay, must have their additional payments broken down as follows:
    • April 6 – 9, 2020 as regular wages, using reason codes ZX – ZZ (Pandemic Pay)
    • April 10, 2020 as statutory holiday pay, using attendance code 1810 (Statutory Holiday Hours). No reason code applies

HRIS Reference Guide and Support

This reference chart tables the various scenarios and corresponding HRIS procedure.

Please also reference the Guidelines on Employee Absences Due to COVID-19 as needed (posted on the COVID-19 Pay Continuity page).

APPOINTED EMPLOYEE

SCENARIO WHAT TO DO PROCEDURE DOCUMENTATION
Appointed employee who is sick with COVID-19 Pandemic Sick payment will be processed centrally.

Note: Employees are required to complete the Appointed Faculty, Librarian & Staff Self-Declaration form on the HR Service Centre

Information will be entered into HRIS centrally using data from the declaration form. Units will be able to review data on the Absence Summary Report via HRIS. Any changes to information captured should be sent to the HR service centre.
Appointed employee who is in self-isolation due to COVID-19 Pandemic Sick payment will be processed centrally.

Note: Employees are required to complete the Appointed Faculty, Librarian & Staff Self-Declaration form on the HR Service Centre

Information will be entered into HRIS centrally using data from the declaration form. Units will be able to review data on the Absence Summary Report via HRIS. Any changes to information captured should be sent to the HR service centre.
Appointed employee who is “well” and can work from home Department will process regular payment. No change with the “As-Is” process.
appointed employees who are well and where role is not suited to working from home Pandemic Sick payment will be processed centrally. The information should be sent to Central HR from the HR Divisional Offices. All business officers should send the list of individuals to be paid to their respective HR Divisional Office every end of each week.

NON-APPOINTED EMPLOYEE

SCENARIO WHAT TO DO PROCEDURE DOCUMENTATION
Non-appointed employee who is sick with COVID-19 Department needs to identify which has a greater calculation:Option 1: Any scheduled shifts that are missed for the period of March 14 – April 30, 2020 if the absence is due to duties that cannot be performed remotely.

Option 2: The average weekly wages for casual employees calculated on the basis of the formula set out in the Employment Standards Act (ESA) for public holiday pay.

Note: Employees are required to complete the Non-Appointed Faculty, Librarian & Staff Self-Declaration form on the HR Service Centre

Option 1: Record-Pandemic-Hours-Non-Appointed.pdf
Option 2: Record-Pandemic-Weekly-Payment-Non-Appointed.pdf
Non-appointed employee who is in self-isolation due to COVID-19 and can work from home Department will process regular payment with Pandemic Self-Isolation Paid reason code
Note: Employees are required to complete Non-Appointed Faculty, Librarian & Staff Self-Declaration form
Record-Pandemic-Self-Isolation-Hours-Non-Appointed.pdf
Non-appointed employee who is in self-isolation due to COVID-19 and cannot work from home Department needs to identify which has a greater calculation:
Option 1: Any scheduled shifts that are cancelled for the period of March 14 – April 30, 2020 if the absence is due to isolation caused by COVID-19.
Option 2: The average weekly wages for casual employees calculated on the basis of the formula set out in the Employment Standards Act (ESA) for public holiday pay.
Note: Employees are required to complete Non-Appointed Employee Self-Declaration form
Option 1: Record-Pandemic-Hours-Non-Appointed.pdf
Option 2: Record-Pandemic-Weekly-Payment-Non-Appointed.pdf
Non-appointed employee who are “well” and can work from home Department will process regular payment.
Non-appointed employees who are well and where role is not suited to working from home Department needs to identify which has a greater calculation:
Option 1: Any scheduled shifts that are cancelled for the period of March 14 – April 30, 2020 if the absence is due to duties that cannot be performed remotely.
Option 2: The average weekly wages for casual employees calculated on the basis of the formula set out in the Employment Standards Act (ESA) for public holiday pay.
Option 1: Record-Pandemic-Hours-Non-Appointed.pdf
Option 2: Record-Pandemic-Weekly-Payment-Non-Appointed.pdf

If you need assistance with HRIS processing, please submit a ticket to the HRIS Help Desk using HR Service Centre.

For policy interpretation assistance, please contact your Divisional HR Office.