August 2014

PART TIME COMPENSATION AND

CLASSIFICATION PROCESSModule 2

Technical Process

Introduction

IT’S NOT JUST PAYROLL

Part time Academic Group

• Myths• As long as we get them

paid is all it matters• Once the Authorization

finishes, it will be forgotten• Other than full time

employees are not unionized, therefore unions don’t use that data

• Facts• Incorrectly classifying an

employee creates liability to the College in terms of Pay Equity

• Any information stored in the HRIS is used to create reports that are analyzed for workforce and budget planning

• The College provides a wide range of reports to the Unions based on information entered on the HRIS

Institutional Data

• College resource• Used and relied upon by many users (Unions, PC,

Ministry, etc.)• Accurate, consistent and timely• Begins with person or office creating the data• Continuous responsibility of all who subsequently

access it and use it

Daily Use of Data

• Increased investment and attention to data handling and analysis is a necessity for nearly all businesses.

Entering Information on HRIS

• Use screen HRU209 • 8 different types of authorizations • 5 is used for Part Time Administrator• 6 is used for Part Time Support• 7 is used for Part Time Academic• 8 is used for Regular Part Time Student (Student number is • required)• E is used for CSEP students• L is used for ELC worker (only available for Early Learning

Centre)• S is used for Summer Student Appendix G (May 1 to August 31)

Entering Information on HRIS (cont.)• 6 different types of codes to differentiate Part

Time • Academic employees:• P is used for Professors• I is used for Instructors• X is used for coordinators• N is used for Non-Teaching• L is used for Librarian• C is used for Counsellor

Entering Information on HRIS (cont.)• Teaching assignments• The Object Codes for teaching assignments are as

follows:• 41200 Part Time Academic• 41100 Regular Partial Load Academic• 41101 Short Term Partial Load Academic (Irregular)• 41300 Sessional

Entering Information on HRIS (cont.)• Any assignments that are authorized to replace a full time

faculty, it is recommended to use sub-objects 04 to 10 and 12, 14 and 15

• Sub-object 00 (Regular duties) is used where there’s no full time faculty assigned and the hours are the product of those unfilled by full time faculty

• Sub-object 02 is used for assignments where there’s no replacement and is also not the product of hours left unfilled by full time faculty

Entering Information on HRIS (cont.)• It is imperative that the proper Sub-Object Code is

entered correctly to ensure accuracy. Sub- Object Codes used for teaching assignments are as follows:

00 Regular Duties 02 Short Term Assignment 04 Sick Leave Replacement 05 Maternity Leave Replacement 06 Parental Leave Replacement 07 Professional Leave Replacement08 Vacation Replacement

09 Secondment Replacement10 Leave of Absence Replacement11 Vacancy Replacement12 Other Replacement14 Curriculum Development Replacement15 Release Time/Union Business Replacement17 Field Work Supervision Non-replacement

Entering Information on HRIS (cont.)• ensure the proper Course Code, Section and hours

per course is entered • hours per course refers to the number of hours

taught each week, and not the total hours for the course.

Entering Information on HRIS (cont.)• Non-Teaching Assignments• Ensure that the authorizations do not reflect any teaching duties• The Sub-Object Codes for non-teaching assignments are as follows:

• 41200 Part Time Academic (Librarians & Counsellors and Non-Teaching)• 40501 Part Time Coordinator

• Sub-Object codes that can be used for non-teaching assignments are as

• follows:• 00 Regular Duties• 02 Short Term Assignment• 03 Special Project• 18 Distance Learning, Non-Teaching• 20 Non-Teaching, Non-Replacement

Entering Information on HRIS (cont.)• Prior to entering a new authorization on the system, ensure that you have the proper classification code and rate that will be assigned to the employee

• The object code for any Part time Support authorization is 42500• It is imperative that the proper Sub-Object Code is entered correctly to

ensure accuracy. Sub- Object Codes used for Part time support assignments are as follows:

00 Regular Duties 02 Short Term Assignment 03 Special Project04 Sick Leave Replacement 05 Maternity Leave Replacement 06 Parental Leave Replacement 07 Professional Leave Replacement08 Vacation Replacement

09 Secondment Replacement10 Leave of Absence Replacement11 Vacancy Replacement15 Release Time/Union Business Replacement16 Project of a Non-Recurring Time17 Field Work Supervision Non-replacement19 More than 44 hours per week21 Overtime, Appendix D only

Entering Information on HRIS (cont.)• Any assignments that are authorized to replace a

full time support staff, it is recommended to use sub-objects 04 to

• 10 and 15 which are considered Appendix D authorizations ensure that the correct position number is entered for the employee being replaced

• Vacancy Replacement (Sub-object 11) it’s not considered Appendix D

Entering Information on HRIS (cont.)• Sub-object 00 (Regular duties) is used where there’s no full time

support staff assigned and the hours are the product of those unfilled by full time support staff

• Sub-object 02 is used for assignments where there’s no replacement and is also not the product of hours left unfilled by full time support staff.

• Sub-object 03 (special project) is used for assignments where the special project involves duties that are normally performed on a regular basis in the College

• Sub-object 16 (Project of a non-recurring kind) is used for assignments where the nature of the project is not performed on a regular basis in the College

Entering Information on HRIS (cont.)• Part time Student Authorizations• ensure that the proper category is chosen• groups 8 and E you will need to enter a student number• Group S can only be used from May 1 to August 31.• The Sub-Object code used for students is 42501• The sub-objects that can be used for student • assignments are as follows:• 00 Regular Duties• 02 Short Term Assignment• 03 Special Project

Where to Get More Information

• HR Website : www3.algonquincollege.com/hr/• Ruben A. Sanchez at ext. 5220 or

sancher@algonquincollege.com• Virginia McLaughlin at ext. 7660 or mclaugv@algonquincollege.com