Human Resources

Human Resources

Human Resources

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HR PeopleSoft Insider - Fall 2020

Early Payroll Cut-offs in November and December

Please take note of early payroll cut-offs in November (monthly employees only) and December 2020.

For monthly employees

  • November 30th pay day cut off is Friday, November 13th at 4:00 p.m.
  • December 31st pay day cut off is Thursday, December 3rd at 4:00 p.m.

For casual employees

  • December 11th pay day (Nov 15th to Nov 28th) cut off is Tuesday, December 1st at 4:00 p.m. 
  • December 24th pay day (Nov 29th to Dec 12th) cut off is Thursday, December 3rd at 4:00 p.m.
  • January 8th pay day (Dec 13- Dec 26th) cut off is Thursday, December 24th at 4:00 p.m.

For bi-weekly CUPE 229 employees

  • December 11th pay day (Nov 22 – Dec 5th) cut off is Tuesday, December 1st at 4:00 p.m.
  • December 24th pay day (Dec 6 – Dec 19th) cut off is Thursday, December 3rd at 4:00 p.m.
  • January 8th pay day (Dec 20 – Jan 2nd) cut off is Thursday, December 24th at 4:00 p.m.

Appointment Renewal Deadlines

Please ensure that data sheets and staffing requisition forms for hires and rehires are submitted to Human Resources by the 15th of the month prior to the effective date of the hire or rehire (i.e. Effective date= January 1, 2021 - Submission Deadline= December 15, 2020).

This is particularly important for upcoming hires and rehires which take effect in January. Your HR Advisor will need additional time to complete a significant number of employment activities before the holiday shut down. Processing January renewals in December is necessary to prevent employees from losing system access. Last year, there were several reported cases of lost system access.

For January 2021 hires and rehires, we ask for your assistance to ensure that academic data sheets, staffing requisition forms and appointment renewal/change forms are received in HR prior to Thursday, December 15th.

To identify appointments scheduled to expire, run the QU_HR_CONTRACT_EXPECTED_ENDDT query. You will need to enter your Department ID, a ‘from’ and ‘to’ expected end date. There is no requirement to enter an employee class. To access the report, navigate to Reporting Tools > Query Viewer and search by the query name. Users will need Query Viewer and Job Data Read Only roles to run the query. Kindly contact your HR Advisor if require assistance.

Maintain Documentation for Casual Hires

Please ensure that proper documentation is being maintained to support casual employee hires and rehires in HR PeopleSoft. Contract details including start date, end date, job title, pay rate and approvals are to be documented for each casual hire. The Biographical Data Sheet (available on our Forms page) can be used to easily capture this information. Departments with existing processes in place that meet current audit requirements are not obliged to use this form.

In addition to contract details, all approved timesheets (including requests approved by email) must also be stored at the department level in a secure location for seven (7) years post termination.

For more information on current audit requirements, please contact your HR Advisor or HR Support Representative.

 Casual Timekeeping

Please ensure that all casual hours are entered into Timesheet prior to the end of December for casual appointments that end prior to January 1, 2021. Once the contract ends, you will no longer be able to enter hours for the casual employee. 

 Vacation Balances

Departmental Administrators are asked to ensure that employee vacation records are up-to-date in HR PeopleSoft at year-end, December 31, 2020. This is a requirement for audit purposes in order to ensure an accurate accounting of the University’s vacation liability. Vacation time must be entered into HR PeopleSoft before December 3rd (Payroll cut-off) in order to be reflected in the year-end vacation liability reports.

A query titled “QU_TL_TRC_QRY_DT_RNG” can be used to verify vacation that has been entered for all employees in a particular department. If you need assistance in using the query, contact your HR Advisor or HR Support Representative.

Departmental Administrators can run the Vacation Balance Report to verify vacation balances.  Navigation for this report is:
Main Menu > Time and Labour > Reports > Vacation Balance Report