2008 Senators' Resource Guide: Human Resources Management

SENATORS RESOURCE GUIDE: Allowances, Entitlements and Administrative Services HUMAN RESOURCES MANAGEMENT

April 28, 2008 CONFIDENTIAL VI - 1

VI. Human Resources Management TABLE OF CONTENTS

1. Introduction ............................................................................................................................. 2

2. Recruitment and Hiring Process ............................................................................................. 2

2.1 Authorities......................................................................................................................... 2

2.2 Responsibilities ................................................................................................................. 3

2.3 General Conditions of Employment ................................................................................. 4

3. Service Providers and Employees ........................................................................................... 5

3.1. Category I......................................................................................................................... 5

3.2. Category II ....................................................................................................................... 7

3.3. Category III ...................................................................................................................... 8

4. Terms and Conditions of Employment for Staff Hired for More than Six Months ................ 9

4.1. Pay Administration ........................................................................................................ 10

4.2. Leave Administration..................................................................................................... 11

4.3. Pension Plan ................................................................................................................... 15

4.4. Public Service Management Insurance Plan (PSMIP) ................................................... 16

4.5. Health Insurance Plan .................................................................................................... 17

4.6. Dental Insurance Plan .................................................................................................... 18

4.7. Termination of Employment .......................................................................................... 18

5. Training and Developmental Programs ................................................................................ 19

6. Employee Assistance Program ............................................................................................. 19

7. Respectful Work Environment ............................................................................................. 20

Annex F - Statement of Responsibilities and Competency Profile

Annex G Approved Salary Scales



1. Introduction

This chapter outlines the authorities and responsibilities of senators in managing their staff; the

general terms and conditions which should govern employment in their respective offices; the

availability of training and professional development activities; and the Employee Assistance

Program. Terms and conditions of employment for employees who are hired for term periods of

six (6) months or more are also provided to assist senators in managing their human resources.

For more information, contact the Human Resources Directorate at 613-992-8042.

2. Recruitment and Hiring Process

2.1 Authorities

Context Under the Senate Administrative Rules, senators have the sole discretion to

cause employees to be hired to serve on their staff.

Although the Senate Administrative Rules do not impose limitations or

conditions in regard to senators sole discretion, the Rules reflect a common set of values and ethical conduct in upholding the public trust. Fairness, integrity

and transparency should guide senators actions in serving the public interest. These guidelines should assist senators in demonstrating these values when

carrying out their parliamentary role, including the hiring of staff and

contractors.

The Human Resources Directorate can provide assistance to senators in

identifying their staffing needs, advertising their vacancies and in providing

various assessment tools. A Guide on Hiring Senators Staff, which includes a proposed Statement of Responsibilities and Competency Profile for each type of

position in a senators office, was approved by the Steering Committee of the Standing Committee on Internal Economy, Budgets and Administration

(Internal Economy Committee) on October 24, 2006 and distributed to all

senators on November 29, 2006 (see Annex F Statement of Responsibilities and Competency Profiles). Senators are encouraged to consult this Guide prior

to hiring staff or when setting salary levels for them.

Budget In order to cause staff to be hired, senators must ensure there are sufficient

funds in their Senators Research and Office Expense Budget. Depending on the category of employment chosen, the senator completes the Request for Services

Contract or a Human Resources Planner - Senators Offices form and sends the required documentation to the Human Resources Directorate for initial

verification and processing.



The services and costs of a contractor or an individual may be shared by two (2)

or more senators. In such cases, original signatures of all senators involved will

be required on the appropriate form to initiate the hiring process.

2.2 Responsibilities

Principles In carrying out their parliamentary functions, senators have full discretion over

the choice of their staff and control of the work performed by them. However,

senators are subject to the law and to the rules, direction and control of the

Senate and its Internal Economy Committee.

There are a number of social considerations and institutional restrictions

regarding staff composition that senators should take into account for the

effective administration of their office.

Official

languages and

diversity

representation

When recruiting staff, senators should consider hiring some bilingual personnel

to reflect the linguistic duality of the country. As well, as an institution

promoting equal opportunity for every Canadian, senators should consider

hiring staff from a variety of cultural or ethnic backgrounds.

Restrictions on

hiring

Senators may not hire a family member or a household member on their staff.

A family member means a person, other than someone excluded by the

Committee at the request of the senator, who is a spouse or common-law

partner, a child or grandchild, a parent or grandparent, a brother or a sister, or a

person in a relationship described above by virtue of an in-law or step

relationship.

A household member means a person, other than someone excluded by the

Committee at the request of the senator, who actually or ordinarily physically

resides in his or her household.

Senators may only hire individuals who are 18 years or older for a service

contract. Individuals appointed for a specified period, whether under or over six

(6) months, must be of legal working age.

Senators may not hire an individual who is also a full-time employee of the

Senate, the House of Commons, the Library of Parliament, a public servant in a

federal department, agency or a Crown corporation, or who is receiving full-

time employment income from the Consolidated Revenue Fund.



The Consolidated Revenue Fund is defined as the general pool of all income of

the federal government.

2.3 General Conditions of Employment

Description of

services

To enter into a binding agreement, a senator will prepare a detailed description

of the services to be provided on the Request for Services Contract form or on

an invoice with a certification document attached.

Statement of

responsibilities

When senators choose to hire staff for a specified period under or over six (6)

months, they are invited to include a statement of responsibilities with their

initial Human Resources Planner Senators Offices form. A statement of responsibilities is a description of the work to be performed by the incumbent

of a position and constitutes the foundation to evaluate the work activities and

to determine a salary. The statements of responsibilities found in Annex F are

proposed as benchmarks for positions in senators offices.

Statements of responsibilities are under review.

Competency

profiles

Competencies are the knowledge, skills, abilities and behaviours required to

successfully perform the work as described in the statement of responsibilities.

These competencies are observable and measurable and should be used to

evaluate and select the best person for the position being filled. Hiring

decisions should be based on the candidates qualifications and free of personal or family favouritism. Senators may need to take political affiliation

into account for certain positions.

Competency profiles are under review.

Salary

determination

On initial appointment, staff should be remunerated at the minimum of the

recommended pay range. Discretion is provided to senators in offering a higher

rate within the range, based on the following criteria:

candidates previous salary;

shortage of skilled labour;

difficulty in recruiting qualified candidates meeting all the job requirements; and

critical operational requirements.

The range maximum, as reflected in Annex G, would normally apply to a high

performing, long serving employee.

The determination of salary increases is at the discretion of each senator.



However, senators may wish to consider the recommendations of the Internal

Economy Committee and the practices of the Senate Administration, with a

view to offering competitive and equitable compensation.

Salary increases for staff should remain within the recommended salary range

for each of the proposed statements of responsibilities and cannot exceed the

maximum salary rate established by the Internal Economy Committee.

Senators should continue their practice of consulting with the Human

Resources Directorate prior to granting salary increases.

Conflict of

Interest Code

All senators staff, regardless of the category of employment, are subject to the Conflict of Interest Code. Persons governed by the Code must conduct

themselves in such a manner as to minimize the possibility of a real or

apparent conflict of interest arising between their duties to the Senate or a

senator and their private interests.

Security

accreditation

and ID cards

Any individual, other than a parliamentarian, dignitary, VIP or visitor, who

requires access to Senate buildings must fill out and sign a Security

Accreditation form which authorizes the Protective Service to do a criminal

record name check and a security assessment.

The Senate Protective Service will issue to all new staff a Senate photo

identification card that will grant them access to all Senate buildings. The

identification card will not be issued unless a Security Accreditation has been

performed.

3. Service Providers and Employees

Categories of

staff

On June 13, 1997, the Internal Economy Committee approved three (3)

categories of staff as follows:

Category I- Services Contracts for short periods of time;

Category II- Appointment for a specified period for less than six (6) months; and

Category III- Appointment for a specified period for six (6) months and more

3.1. Category I

Contracts for

services

Senators may use their Senators Research and Office Expense Budget to obtain the services of contractors, including individuals, agencies and organizations.

This option is ideal for short-term purposes such as speech writing or

researching a project undertaken by senators in their parliamentary capacity.



The services of a firm or of individual contractors are retained either through a

formal contract or a certification document attached to an invoice. The

individual is not considered an employee and is not eligible for benefits,

overtime pay or for any leave. No deductions at source will be made.

For a formal contract, a senator fills out a Request for Services Contract form

and sends it to the Human Resources Directorate for processing. The senator

signs the request for services contract and must indicate the start and completion

dates, the nature of the work to be done and the total dollar value of the contract.

If more than one (1) senator is sharing the costs of the contract, each senator

signs the request for services section of the form.

The contractor will sign the Services Contract Agreement and must indicate the

GST or HST registration number, business number or SIN. The signatures of

the Senate Administration representative and the contractor must be

countersigned by witnesses.

For very short and specific job assignments, a formal contract may not be

necessary and an invoice with a certification document may be accepted for

payment.

Contractors must also complete the Information Required for the Completion of

the T-1204 Government Service Contract Payment Slip form in keeping with

Canada Revenue Agency requirements, and the Security Accreditation form.

Contracts are valid only in the current fiscal year and cannot be extended

beyond March 31st. If the work is to continue, a new contract must be issued on

April 1st. Senators are to avoid any employer-employee relationship with

contractors.

Contractors have the right to enter into a contract at any time with more than

one (1) senator as long as the aggregate payment to the individual or firm will

not exceed $100 000 per fiscal year, exclusive of GST or HST.

Invoicing and

payment

Payment to contractors will be on the basis of work completed, and no payments

will be made in advance. Periodic progress payments based on work completed

are permissible, but services must have been performed during the period for

which payment is authorized. The senator and contractor must decide if

payment will be made on an hourly rate, a daily rate, a monthly rate, in a lump

sum payable at the end of the contract, or at set intervals based on work

progress. Payments will be made according to the agreed-upon schedule.



A Statement of Account or an invoice with the certification document, duly

signed by the contractor and the senator will be required before payment is

made. Invoices must show the contract number, the period covered and the

dollar amount of the invoice. The invoice must be signed by the contractor and

the senator(s) and submitted to the Finance Directorate.

Cheques payable to contractors (individuals, agencies or firms) for services

rendered will be processed by the Finance Directorate within 15 working days

following the receipt of the request and will be mailed to the contractors home or place of business as indicated on the Statement of Account or invoice.

T-1204 supplementary slips for contractors engaged under service contracts are

issued before March 31st by the Finance Directorate.

Ownership of

work and

confidentiality

The contract provides that all work performed under a contract remains the

property of the Senate and that any confidential information to which the

contractor becomes privy will be treated as confidential indefinitely.

Termination A contract can be terminated by either party by giving at least two (2) weeks

notice in writing.

The contract will be terminated if: the contractor is unable to provide the

services as required; the senator retires, resigns or dies; the contractor becomes

employed by the Senate, House of Commons, Library of Parliament, a

Government department or Crown corporation; or if the services of the

contractor are unsatisfactory or no longer required.

If the contract is terminated, the contractor will be paid for the work performed

to the date of termination and the contractor will remit to the senator all

completed work and all work in progress.

3.2. Category II

Terms less than

six months

Under this option, senators may hire individuals for a specified period of less

than six (6) months. Individuals may be retained on a full-time or part-time

basis.

These individuals will not receive employee benefits, but will be provided

with a record of employment and may be eligible to receive Employment

Insurance. They will also receive four percent (4%) of their total earnings in

lieu of vacation.

Their income will be subject to certain deductions at source such as premiums



for the Canada or Quebec Pension Plan, Employment Insurance and for

Income Tax.

Remuneration will be made on a bi-weekly basis. The maximum annual salary

offered to any individual under this option should be in accordance with the

salary range detailed in Annex G.

Category II staff are not entitled to paid leave; however, they are paid for

statutory holidays (See subsection 4.1 Pay Administration in this chapter for a

listing of statutory holidays.)

In accordance with the Policy on Accumulated Time Off for Senators Staff, senators personnel, other than those remunerated by the budgets of the Speaker of the Senate, the Leader, the Deputy Leader and the Whip of the

Government, and the Leader, the Deputy Leader and the Whip of the

Opposition, are not entitled to overtime compensation in cash but are entitled

to equivalent time off. The accumulated time, which is registered on an Extra

Duty Pay/Shiftwork Report and Authorisation form must be taken before the

end of the six (6) month term. Unused accumulated time will not be paid

during, or at the end, of employment. The Human Resources Directorate does

not keep records of the accumulated time of senators staff. It is the responsibility of senators to track and verify the overtime worked by their

staff.

Either the Senate, at the senators request, or the individual hired in a senators office may terminate employment by giving at least two (2) weeks advance notice, in writing.

Individuals hired under this category may not normally enter into a

contractual situation where they would be paid from the Consolidated

Revenue Fund.

In order to hire an individual in this category, a senator must send a duly

completed Human Resources Planner- Senators Offices form to the Human Resources Directorate.

3.3. Category III

Terms over six

months

Individuals whose services are retained under this option for a determinate

period of six (6) months or more will be considered employees of the Senate

and will be entitled to receive all benefits and entitlements. Employees may be

retained on a full-time or part-time basis.



For the most part, their terms and conditions of employment will be similar as

those of non-represented employees of the Senate Administration. Deductions

for the Canada Pension Plan, Employment Insurance and Income Tax will be

made at source. Staff hired under this option will be eligible for benefits such

as the Public Service Superannuation Pension Plan, the Public Service

Management Insurance Plan, Public Service Health Care Plan and Public

Service Dental Care Plan. (See section 4 Terms and Conditions of Employment for Staff Hired for Six Months Plus for more information.)

Remuneration will be made on a bi-weekly basis. It is recommended that the

maximum annual salary offered to any individual under this option be in

accordance with the salary range detailed in Annex G.

Either the Senate, at the senators request, or the individual hired in a senators office may terminate employment by giving at least two (2) weeks advance notice in writing.

In order to hire an individual in this category, a senator will send a completed

Human Resources Planner- Senators Offices form to the Human Resources Directorate for processing.

House Officers staff

House Officers of the Senate are defined as the Speaker, the Leader of the

Government, the Leader of the Opposition, the Deputy Leaders and the

Whips.

House Officers staff can be hired on an indeterminate basis and have additional entitlements such as the carry-over of annual leave.

House Officers must respect their salary budget allocations. Exceptions can

only be granted by the Committee on Internal Economy, Budgets and

Administration.

For more information, contact the Human Resources Directorate at 613-992-

8042.

4. Terms and Conditions of Employment for Staff Hired for More than Six

Months

Introduction

As mentioned earlier, independent contractors (Category I) are not considered

employees and are not entitled to any benefits. Persons hired for a term under

six (6) months (Category II) are considered employees but are not entitled to

any benefits. However, they are paid for statutory holidays, may receive



compensation leave in lieu of paid overtime, and are also entitled to four percent

(4%) of their total earnings in lieu of vacation.

The entitlements described in this section are provided to Category III

employees.

Contact the Human Resources Directorate at 613-996-6179 for additional

information on the provisions described in this section.

4.1. Pay Administration

Salary

increases

To initiate a salary increase, senators must send a completed Human Resources

Planner - Senators Offices form to the Human Resources Directorate for processing.

Deductions Compulsory deductions are withheld from the salaries of full-time and part-time

employees provided they work a minimum 12 hours per week for:

Income Tax

Canada Pension Plan

Employment Insurance

Superannuation Pension Plan

Supplementary Death Benefit Plan

Long-Term Disability Plan

For further information see the following web sites:

Federal Income Tax - http://www.cra-arc.gc.ca/menu-e.html

Canada Pension Plan - http://www.sdc.gc.ca/en/home.shtml

Employment Insurance - http://www.sdc.gc.ca/en/home.shtml

Long-Term Disability Plan - http://www.tbs-sct.gc.ca/Pubs_pol/hrpubs/TB_863/psmipemp_e.asp

In addition, there are a number of optional deductions that an employee can

arrange to have withheld from their pay:

Additional tax (Federal or Quebec)

Public Service Health Care Plan

Public Service Management Insurance Plan

Alterna Savings

United Way

Canada Savings Bonds

Transit Pass (OC Transpo)



For further information on the Transit Pass see the web site at:

http://publiservice.gc.ca/services/transit/.

Designated

holidays

Staff hired under Category II and Category III are paid for the following 12

holidays:

New Years Day

Good Friday

Easter Monday

Victoria Day

St. John the Baptist Day

Canada Day

First Monday in August

Labour Day

Thanksgiving Day

Remembrance Day

Christmas Day

Boxing Day

4.2. Leave Administration

Leave All employees must complete a monthly Application for Leave and/or Monthly

Attendance Report form.

Accumulated

time off

In accordance with the Policy on Accumulated Time off for Senators Staff which was revised on October 24, 2006, senators staff, other than those remunerated by the budgets of the Speaker of the Senate, the Leader, the

Deputy Leader and the Whip of the Government, and the Leader, the Deputy

Leader and the Whip of the Opposition, are not entitled to overtime

compensation in cash but are entitled to equivalent time off. The accumulated

time which is registered on an Extra Duty Pay/Shiftwork Report and

Authorisation form must be taken within the 12 months following the fiscal

year in which it was accumulated. Unused accumulated time will not be paid

out at any time. The Human Resources Directorate does not keep records of

senators staff accumulated time. It is the responsibility of senators to track the overtime worked and the accumulated leave taken.

Vacation leave Provided they earn 10 working days of salary in a month, employees with less

than 15 years of service accumulate vacation leave at the rate of 11.66 hours

per month (20 working days per fiscal year). Employees with 15 to 28 years

less a day of service accumulate vacation leave at the rate of 14.58 hours per

month (25 working days per fiscal year). Employees with 28 years or more of

service accumulate vacation leave at the rate of 17.5 hours per month (30



working days per fiscal year).

The Senate requires employees to take their vacation leave in the year in which

it is accumulated, preferably during periods when the Senate is not sitting. If

available vacation credits are not all taken during the year, the employee may

carry over unused vacation credits to the next fiscal year, but only to a

maximum of one (1) years entitlement. Part-time employees accumulate leave on a prorated basis. Accumulated vacation credits exceeding the carry-over of

the one year entitlement will not be paid out during or at the end of

employment.

Sick leave with

pay

Provided they earn 10 working days of salary in a month, employees

accumulate sick leave at the rate of 8.75 hours per month (15 working days per

year). An employee on sick leave for more than five (5) consecutive working

days, or for 10 or more working days during a fiscal year, is required to provide

a medical certificate. Part-time employees accumulate leave on a prorated

basis.

Sick leave

without pay

When an employee has not accumulated sufficient leave credits to cover the

required period of sick leave, sick leave without pay may be granted at the

senators discretion.

Marriage

leave with pay

After completion of one (1) year's continuous employment in the Senate, with a

minimum of five (5) days' notice, an employee will be granted 35 working

hours (5 days) marriage leave with pay for the purpose of getting married.

For an employee with less than two (2) years of continuous employment, in the

event of termination of employment for reasons other than death or lay-off

within six (6) months after the granting of marriage leave, an amount equal to

the amount paid the employee during the period of leave will be deducted from

any monies owed to the employee.

Bereavement

leave with pay

For the purpose of this leave, immediate family is defined as spouse (including

common-law partner), children, father, mother, brother, sister, stepmother,

stepfather, stepsister, stepbrother, parents-in-law, stepchildren, grandchildren or

any relative living with the employee.

When a member of an employees immediate family dies, the employee is entitled to bereavement leave with pay for five (5) consecutive working days,

to include the day of the funeral. Up to two (2) additional days for travel time

may be granted, if required.



An employee is entitled to one (1) day's bereavement leave with pay for

purposes related to the death of a grandparent, son-in-law, daughter-in-law,

brother-in-law or sister-in-law. In the case of the death of the employees grandparent, one (1) supplementary day of leave with pay will be granted.

Family-related

leave with

pay

Under this provision, an employee will be granted leave with pay to provide for

the immediate and temporary care of a sick member of the employee's family

and to provide an employee with the time to make alternate care arrangements

where the illness is of a longer duration.

Under this provision, an employee will be granted two (2) days leave with pay

for needs directly related to the birth or to the adoption of the employee's child.

The total leave with pay for family-related responsibilities which may be

granted will not exceed five (5) days in a fiscal year.

For the purpose of this leave, family is defined as spouse (or common-law

partner residing with the employee), dependent children (including children of

legal or common-law partner), parents (including step-parents or foster

parents), or any relative permanently residing in the employee's household or

with whom the employee permanently resides.

While employees are expected to make a reasonable effort to schedule medical

or dental appointments for dependent family members to minimize or preclude

their absence from work, when alternate arrangements are not possible

employees will be granted up to one (1) day for a medical or dental

appointment when dependent family members are incapable of attending the

appointments by themselves, or for appointments with appropriate authorities

in schools or adoption agencies. Employees requesting leave under this

provision must notify their senator or supervisor of the appointment as far in

advance as possible.

Maternity

leave without pay

An employee who becomes pregnant will, upon request, be granted maternity

leave without pay for a period beginning before, on or after the date of

childbirth, whichever the employee prefers, and ending not later than 17 weeks

after the end of the pregnancy.

An employee who has not commenced maternity leave without pay may elect

to:

use earned vacation leave credits up to and beyond the date that her pregnancy terminates; or

use her sick leave credits (medical certificate required) up to and beyond the date that her pregnancy terminates.



An employee will inform the Senate in writing of her plans for taking leave

with and without pay to cover her absence from work due to the pregnancy at

least four (4) weeks in advance of the initial date of continuous leave of

absence during which termination of pregnancy is expected to occur unless

there is a valid reason why the notice cannot be given.

Maternity

allowance

Provided that the employee has completed six (6) months of continuous

employment before the commencement of her maternity leave without pay, a

maternity allowance shall be paid to maintain the employees salary at 93% every week in which she receives maternity benefits pursuant to the

Employment Insurance Act or the Quebec Parental Insurance Plan, including

the waiting period applicable under the employment insurance plan.

A maternity allowance shall be paid to an employee who signs an agreement to

return to work for a period equal to the time during which she received the

allowance and who provides the senator with proof that she claimed maternity

benefits and was entitled to such benefits under the Employment Insurance Act

or the Quebec Parental Insurance Plan. If the employee fails to report to work

on the date determined by the senator for a period equal to the period during

which she received the maternity allowance for reasons other than death, layoff

or having become disabled within the meaning of the Public Service

Superannuation Act, all monies received by the employee as maternity

allowance will be recovered.

Parental leave

without pay

An employee is entitled to parental leave benefits under the Employment

Insurance Act or the Quebec Parental Insurance Plan. These benefits are in

addition to maternity leave and are available to either parent. They comprise

leave for a biological or adopted infant for a single period of not more than 37

weeks in the 52 week period beginning on the day on which the child is born or

the day on which the child comes into the employees care.

An employee who intends to request parental leave without pay will provide

notice at least four (4) weeks in advance of the expected date of birth of the

employees child (including the child of a common-law spouse), or the date the child is expected to come into the employees care.

Parental leave without pay taken by a couple employed in the Senate shall not

exceed a total of 37 weeks for both individuals combined.

Parental

allowance

Provided that the employee has completed six (6) months of continuous

employment before the commencement of parental leave without pay, a

parental allowance shall be paid to maintain the employees salary at 93% every week in which the employee receives benefits pursuant to the

Employment Insurance Act or the Quebec Parental Insurance Plan, including

the waiting period applicable under the employment insurance plan.



A parental allowance shall be paid to an employee who signs an agreement to

return to work for a period equal to the time during which he/she received the

allowance and who provides the senator with proof that he/she claimed parental

benefits and was entitled to such benefits under the Employment Insurance Act

or the Quebec Parental Insurance Plan. If the employee fails to report to work

on the date determined by the senator for a period equal to the period during

which he/she received the parental allowance for reasons other than death,

layoff or having become disabled within the meaning of the Public Service

Superannuation Act, all monies received by the employee as parental allowance

will be recovered.

Other special

leave

Employees may also be eligible for leave with pay for injury on duty or for

court leave.

4.3. Pension Plan

PSSA The Public Service Superannuation Act (PSSA) is a defined benefit pension

plan for the federal government in which the Senate participates. The

foundation of the PSSA is outlined below, but there are many other details

affecting each employee, based upon their individual circumstances.

Superannuation is prorated for part-time employees.

Refer to the booklet Your Pension Plan- Public Service Superannuation

Pension and the Supplementary Death Benefit, or contact the Human Resources

Directorate at 613-996-6179 for more information. The following website

provides additional information: http://pensionandbenefits.gc.ca/active-

life_event-main-e.html

In general, any employee who has contributed to the PSSA plan for at least two

(2) years is eligible for benefits upon their retirement. In the event of death,

benefits are payable to a survivor or eligible children.

Amount of

benefits

The amount of a pension is based on the average of the employees best five (5) consecutive years of service. The basic pension benefit is two percent (2%) of

the average salary, multiplied by the number of years of pensionable service.

This will be adjusted proportionately for part-time employees.



Supplementary

death benefit

The Supplementary Death Benefit Plan is part of the PSSA and is a means of

providing a measure of decreasing term life insurance protection during the

years an employee is building up a pension. The Supplementary Death Benefit

Plan provides a benefit equal to twice the employees annual salary. For eligibility restrictions and deductions refer to the booklet Your Pension Plan-

Public Service Superannuation Pension and the Supplementary Death Benefit.

4.4. Public Service Management Insurance Plan (PSMIP)

PSMIP The Public Service Management Insurance Plan (PSMIP) is an optional

insurance plan available to employees. It contains basic and supplementary

life insurance, accidental death and dismemberment benefit, life insurance and

accidental death and dismemberment insurance for an employees spouse1 or common-law partner and dependent children. Employees must complete a

Public Service Management Insurance Plan form.

Part-time employees who work over 12 hours per week are eligible for

PSMIP; however their coverage under accidental death and dismemberment

insurance is limited.

For detailed information, refer to the booklet Public Service Management

Insurance Plan or visit the web site at: http://publiservice.tbs-sct.gc.ca/hr-

rh/bp-rasp/psmip_e.asp

Basic life

insurance

Employees may, at their own expense, apply for basic life insurance coverage.

A lump sum benefit equal to the annual salary of the employee, rounded to the

nearest $1 000, is provided to the named beneficiary in the event of death

from any cause while the employee is insured. Any employee over the age of

60 will have this amount reduced by 10% per year until the age of 70 when no

further payments are made to the Plan.

Supplementary

life insurance

Employees may, at their own expense, apply for supplementary life insurance

coverage equal to the sum of their annual salary. Combined with the basic life

insurance, this would increase their coverage to two (2) times their annual

salary adjusted to the nearest $1 000.

1 Generally speaking the terms spouse and common-law partner mean: spouse in relation to an individual is a

person who is married to that individual; and common-law partner is a person who has cohabitated with an individual in a conjugal relationship for at least one year.



Accidental

death and

dismemberment

Accidental death and dismemberment insurance is available to employees at

their own expense. A lump sum benefit is provided to an employee if maimed

in an accident or to an employees beneficiary in the case of an accidental death.

Coverage is limited for part-time employees.

Dependents insurance

Life insurance and accidental death and dismemberment coverage for the

employees dependents are available at the employees expense.

Dependents are defined as the spouse or common-law partner and any

unmarried child over the age of 14 days but who is not yet 21 years old, is not

employed and is dependent on the employee for support. This also applies to

a child under the age of 25 who is a full-time student enrolled in a school or

university.

Long-term

disability

The long-term disability plan is a compulsory insurance plan which is part of

the PSMIP and which provides a continuing income to an employee who is

prevented by disability from working. The monthly income benefit represents

70% of the employees annual adjusted salary and commences the latter of 13 weeks after the start of the disability or the end of accumulated sick leave.

The benefit is reduced by 100% of any other disability income such as the

Canada Pension Plan or the Quebec Pension Plan. Benefits continue for 24

months, and may continue longer depending on the degree of the disability

and its impact upon the employees earning ability.

For further information visit the web site at: http://www.tbs-

sct.gc.ca/Pubs_pol/hrpubs/TB_863/psmipemp_e.asp

4.5. Health Insurance Plan

PSHCP The Public Service Health Care Plan (PSHCP) reimburses plan participants for

reasonable and customary costs incurred for eligible health services or products

not covered by basic provincial or territorial insurance. The Plan is subject to

co-insurance and annual deductibles.

Part-time employees who work more than 12 hours per week are eligible for

health insurance.

Coverage The PSHCP provides benefits relating to: prescription drugs; vision care;

services of a medical practitioner; miscellaneous expenses and hospital care.

The amount of, and eligibility for coverage, vary in each category, and a waiting



period may apply. For more information, refer to the booklet Public Service

Health Care Plan or visit the web site at: http://publiservice.tbs-sct.gc.ca/hr-

rh/bp-rasp/pshcp_e.asp.

A Public Service Health Care Plan: Claim Form must be used for filing claims.

4.6. Dental Insurance Plan

PSDCP The Public Service Dental Care Plan (PSDCP) is a compulsory plan that covers

participants for a portion of costs for dental services and supplies not covered

under provincial or territorial health care plans. The cost of the PSDCP is fully

paid by the employer.

Part-time employees who work more than 12 hours per week are eligible for

dental insurance.

Coverage

Coverage begins three (3) months after the start of continuous employment.

The Plan is subject to co-insurance and annual deductibles. The coverage varies

by procedure. There is also a maximum yearly reimbursement for most

services.

For more information on the amount of and eligibility for coverage, refer to the

booklet Dental Care Plan Public Service of Canada or visit the web site at: http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TB_866/dental_e.asp.

A Public Service Dental Care Plan: Claim Form must be used for filing claims

4.7. Termination of Employment

Severance pay Under review.

Any other type

of termination

Upon any other type of termination in a senators office, the employee will receive one (1) weeks salary for each completed year of continuous employment up to a maximum of 28 years; if employment is terminated because

of death or retirement, the maximum will be 30 years.

Hired pre-

1985

Employees of senators hired prior to January 1st, 1985 have the option of

accepting an appointment as support services employees managed by the

Human Resources Directorate. They become employees of the Senate



Administration, and all the terms and conditions of the unrepresented employees

within the Administration apply, including the severance pay.

5. Training and Developmental Programs

Language

training

Senators and their spouses or common-law partners may be provided with

second language training (English and French) at the Senates expense. On-site private courses are available to senators. The course length, timetable and

format are arranged to meet individual needs.

Immersion sessions are available to senators and their spouses or common-law

partners at the expense of the Senate. Staff may take immersion training

through the Senators Research and Office Expense Budget.

The House of Commons also offers afternoon and evening second language

training for small groups, including Senate staff, on a cost recovery basis. For

developmental purposes, fees for evening language courses may be reimbursed

by the Senate. However, funding for this activity is limited.

For more information, contact the Human Resources Directorate at

613-992-8042.

Availability of

developmental

training

Training for senators staff is normally paid from their Senators Research and Office Expense Budget (except for informatics, language and retirement

courses). However, when there are available places in other courses or

conferences, the Administration has accepted participation of senators staff as well.

Reimbursement Employees may be eligible for partial- or full-tuition assistance from the

Senate Administration for training and development activities taken outside

working hours. The level of financial assistance will be based on availability

of funding and on the degree to which the training and development will

contribute to the immediate or future needs of the Senate. An Application for

Course or Training Program Reimbursement form must be filled out and

forwarded to the Human Resources Directorate for review and decision prior to

the commencement of the training activity.

6. Employee Assistance Program

Services The Employee Assistance Program is a confidential, voluntary counselling and

referral service that is available to senators and their immediate family



members, and to senators staff. As part of the Senates health care benefit package, senators and their families can access a series of counselling sessions

for free. The Employee Assistance Program will also act as a referral service for

more specialized or long-term support.

The program is designed to help with personal or work-related difficulties

before they become more serious such as: stress; depression; grief; issues

related to mental health, communication, relationships and parenting, or

addiction; workplace conflict; career planning; harassment; legal and financial

concerns; palliative care and nursing homes; and nutrition and health care

matters.

7. Respectful Work Environment

Harassment

in the

workplace

The Senate promotes a respectful work environment, free of harassment and

discrimination, which will contribute to the positive morale and productivity of

all staff working for or at the Senate.

The Senate requires everyone in the Senate workplace, including senators,

officers, senators staff, Senate Administration personnel, contractors and their staff, and visitors to conduct themselves in a manner that is respectful of others.

It prohibits harassment, including discrimination, sexual harassment, abuse of

authority and malicious complaints.

The Senate has internal resolution procedures to supplement a persons existing rights to lodge a complaint with the Canadian Human Rights Commission or to

approach the courts.

Where harassment is found to have taken place, the Senate will provide one or

more remedies for the person harassed. Where the offender is an employee,

penalties up to and including discharge may be imposed.

Resolution

procedures

Whether the complaint is about the conduct of a senator or about the conduct of

a person other than a senator, there are three (3) types of resolution procedures

available to the person who feels harassed: informal in-house procedures;

formal in-house procedures; and external procedures.

Informal in-house procedures include: informing and discussing the complaint

with the alleged harasser; requesting that the conduct be stopped; seeking advice

from a trusted person such as a supervisor; and voluntary conciliation. The

conciliation procedure requires the consent of both parties.



The formal in-house procedures include a written complaint leading to an

investigation or a review, and the filing of a grievance. If the written complaint

is about the conduct of a senator, a written complaint leads to a review by the

Deputy Leaders; otherwise, a written complaint leads to an administrative

investigation or other administrative action. In either case, the procedure of an

investigation or review can only take place after conciliation has been requested

and refused or has failed. Pending resolution of a complaint, a complainant will

continue to receive full salary and cannot be dismissed.

The external procedures include a complaint to the Canadian Human Rights

Commission and a civil claim or criminal charge in a court of law.


April 28, 2008 CONFIDENTIAL F - 1

Annex F - Statement of Responsibilities and Competency Profiles

Under review.


April 28, 2008 CONFIDENTIAL G - 1

Annex G Approved Salary Scales (Effective April 1st, 2008)

Position Title

Current Senate

Salary Range

Min Max

Policy Advisor,

Executive Assistant $52 768 $66 541

Legislative/Research

Assistant $39 621 $53 138

Special Assistant $39 251 $52 768

Administrative

Assistant $31 400 $39 250

Clerical Assistant $20 954 $31 834

Documents

2008 Senators' Resource Guide: Human Resources Management