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COVID-19 HRIS Processing Guide

Further to the message sent March 14 on COVID-19 pay continuity, we are providing instructions on how to process pandemic payments in HRIS.

Reference Guide and Support

This reference chart tables the various scenario 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 Department needs to process sick paid absence Record Paid Sick Leave
Appointed employee who is in self-isolation due to COVID-19 and can work from home Department will process regular payment. No change with the “As-Is” process.
Note: Employees are required to complete Appointed Faculty, Librarian & Staff Self-Declaration form
Appointed employee who is in self-isolation due to COVID-19 and cannot work from home Pandemic payment will be processed centrally
Note: Employees are required to complete Appointed Faculty, Librarian & Staff Self-Declaration form
Appointed employee who are “well” and can work from home Department will process regular payment. No change with the “As-Is” process.
Appointed employee who are “well” and cannot work from home Pandemic payment will be processed centrally The information will be coming from the HR Divisional offices to Central HR. It would be helpful to send the list to your respective HR Divisional Office.

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 5, 2020 if the absence is due to sickness 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.
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.
Note: Employees are required to complete Non-Appointed Faculty, Librarian & Staff Self-Declaration form
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 5, 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 Faculty, Librarian & Staff 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 employee who are “well” 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 5, 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.
Option 1: Record-Pandemic-Hours-Non-Appointed.pdf
Option 2: Record-Pandemic-Weekly-Payment-Non-Appointed.pdf

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