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Queen's University
 

Hiring FAQs

Q1: How is a casual employee hire approved?
A: A new casual employee must be hired through the HR PeopleSoft system. The approver will not need to approve the hire, but rather the time worked. A paper timesheet is completed and submitted to the approver for signature. Once signed, it is given to the timekeeper for entry into PeopleSoft.

Q2: If a casual employee has different rates of pay, do I need to create different jobs to pay them?
A: Yes

Q3: I am a Departmental HR Administrator, will I be notified once a contract is approved by Human Resources?
A: Individual notices will not be sent, however, in HR PeopleSoft, the employee’s contract will display in Processed Hires section of your Contract Status Page with a status of Completed.

Q4: How will work study students be hired in HR PeopleSoft?
A: Work Study students will be hired using the Casual hire template in the HR PeopleSoft System.

Q5: Will students, casual employees and Summer Work Experience Program (SWEP) students be paid 4% vacation automatically?
A: Yes, vacation pay will be added to the employee job data record in PeopleSoft.

Q6: What formula should I use to calculate the hourly/monthly rate excluding 4% vacation?
A: The formula is $####.##/1.04. The dollar amount can be an hourly or monthly amount.
Example: $1000.00/1.04=$961.5385

Q7: Can I hire an employee with a salary paid from multiple account/combo codes?
A: Yes. When using Contract Hire template, click on “Multiple Accounts used” in the Edit Chart fields section. Using the (+) sign, add the number of rows needed. When using Template Based Hire, use the “Job Earnings Distribution” section of the template to pay from multiple accounts.

Q8: What happens if a new hire contract is not submitted by the submission deadline?
A: The contract would be created in the same manner, however you must contact your HR Advisor to ensure the employee is paid.

Q9: What happens if a renewal contract is not submitted by the submission deadline?
A: You must contact your HR Advisor. The termination process has been initiated for the employee. The termination process includes the payment of outstanding vacation and compensatory time balances, removal of all system access and submission of a Record of Employment to HRSDC.

Q10: How is an employee of an affiliated organization hired in HR PeopleSoft?
A: Template-based hire will be used to pay affiliate casual and salaried employees.

Q11: I am a Department Head. How do I delegate my approval of Student and/or Research contracts to a designate?
A: Department Heads may delegate the approval of contracts in PeopleSoft by emailing requests to hrsystem@queensu.ca. When submitting your request, please include the following:

  • Name and employee number of the designate
  • Department(s) the designate will approve contracts for
  • End date of access (if applicable)

Q12: I am a Principal Investigator (PI). How do I delegate my approval of Student and/or Research contracts to a designate?
A: Principal Investigators may delegate the approval of contracts in PeopleSoft by completing FIN-FRM-008 Account Signing Authority.

Return to  Human Resources PeopleSoft FAQs

Queen's Human Resources
Fleming Hall, Stewart-Pollock Wing
Kingston, Ontario, Canada. K7L 3N6.
T: 613.533.2070 | F: 613.533.6196
hradmin@queensu.ca