1. Human Resources my.brocku.ca

2. Agenda  Introduction  How to enter contracts and t/s authorizations  Budget Accounts  Approving contracts and printing contracts  Viewing status  Creating reports  Benefits of fixed coding and immediate changes  Additional resources

3. How do I log on to the Contract System?  Visit my.brocku.ca  Click My Work tab  Select BrockDB—Menu  Select HumanResources  Select Contract/TSAuth

4. How do I enter a contract? Click HRC_Contract  Employee number for returning employees or SIN for new employees to the University  Address information (if they have an employee number, you can choose the permanent address or the current address)  Job information – title, department, start and end dates (cannot exceed 1 year duration), and course information when required  Rate of pay using the Part-time & Student Rate Schedule or Collective Agreements or contract HR  Fiscal year, Account number(s) via weight (%) and click calculate and then insert  Supervisor  Specific Notes - summarize job duties or pertinent job related information (please remember that these notes appear on the employee’s contract)  Click insert to save  Once entered successfully a number will be assigned Please remember to split financial data for contracts that span more than one fiscal year

5. How do I change a contract?  Click HRC_Contract  Enter contract number and click Go  Make the appropriate changes and add comments in Specific Notes  Changes to existing contracts and t/s authorizations must be approved by L2 three weeks prior to end date  If a contract is to be cancelled, change the contract as above and notify Payroll (payroll@brocku.ca) immediately to avoid an overpayment

6. New Feature  When entering course information, you will be able to enter a Section.  Multiple sections can be added and separated by a comma  For example 1,3,4  This new feature will help everyone keep track of course information

7. Budget Account In order to ensure you are budgeting appropriately when working with non-salary accounts (i.e. an account that does not start with 116), you need to consider the 10% mandatory government deductions that are added to the account you are using. (Note: Salary accounts beginning with 116 have the 10% mandatory government deductions built into a corresponding account that Finance has budgeted.) For example (using a research account),  Researcher has a total budget of $7,000.00  Rate is third year complete -> $15.35 (+ 4% vacation to be added to the contract)  Back out 4% vacation -> $7,000.00/1.04 = $6,730.77  Back out 10% mandatory government benefits -> $6,730.77/1.10 = $6,118.88  Now you have a working budget of $6,118.88  Divide the hourly rate of $15.35 into the working budget of $6,118.88 to get the total number of hours -> 398  398 hours x $15.35 x 4% = $6,353.67 (which will display on the contract)  $6,353.67 x 10% = $6,989.04 (which will be charged to the account and display on FIN02)

8. How do I approve?  Click HRC_Authorize (for contract approvals)  Click HRC_ChgReqAuth (for change request approvals)  Select contracts for signing by “All” or through various filters (name, contract number, department, status, type, title) or simply click Go  Check the boxes of those you want to sign, enter your password and click the Approve button

9. How do I print?  Click HRC_ContractPDF  Select contracts for signing by “All” or through various filters (name, contract number, department, status, type, title) or simply click Go and all will appear  Check the boxes of those you want to print and generate the pdf  Remember to duplex

10. How do I view status?  Click HRC_Contract  Enter contract or t/s authorization number  Contract Status is displayed on the right-hand side of the screen  Show audit

11. How do I create reports?  Report filters include; department, contract status, job title, contract type, and/or duration  Once you fill in the filters (one or more or none), you click Go  The information will display in a grid  The grid can be exported to Excel, Comma Separated, or Tab Delimited files or Print the document

12. Status Codes Awaits L1 ApprovalAwaiting authorization from L1 - e.g. Chair, Manager Awaits L2 ApprovalAwaiting authorization from L2 - e.g. Dean, Director, Budget Officer Awaits HR ValidationAwaiting authorization from Human Resources, has L1 and L2 authorization ApprovedContract has 3 levels of approval, awaiting employee signature Employee SignedContract has 3 levels of approval and employee signed Pay StartedContract has 3 levels of approval, employee signed, and payment has started Contract CompleteContract has been paid in full Awaits HR Processing Contract has 3 levels of approval and 3 levels of change approval and awaiting HRIS Systems Officer to review and authorize CancelledContract has 3 levels of approval, no payments made, cancelled Fiscal Year Transition A temporary code used by Finance during fiscal year transition, usually only on the contract for a couple of days

13. Benefits of fixed coded rates for job titles  Research & Stats  Reduce data entry errors  Expedite approval process  Facilitate workload calculations  Simplify ROE process For example: Marker/Grader will have the following titles and rates fixed coded, MARKER-GRADER - 1st yr complete $14.82 MARKER-GRADER - 2nd yr complete $15.71 MARKER-GRADER - 3rd yr complete $17.86 MARKER-GRADER - 4th yr complete $24.19 MARKER-GRADER - Masters complete $28.07 MARKER-GRADER - Grad Student $25.86 MARKER-GRADER - MA+Grad Student $29.74

14. Upcoming holidays  Friday, March 25, 2016Good Friday  Monday, May 23, 2016Victoria Day  Friday, July 1, 2016Canada Day  Monday, July 4, 2016Non-Stat University Holiday  Monday, August 1, 2016Civic Holiday  Monday, September 5, 2016Labour Day  Monday, October 10, 2016Thanksgiving Please note that not all employees are entitled for payment for non-statutory holidays. In particular, employees who are not entitled to University benefits coverage (temporary employees) are not entitled to payment for non- statutory holidays. When entering and/or approving contracts for temporary employees, please remember to ensure that these hours are removed. For clarity, the following language can be entered in the contract notes: This temporary position does not include eligibility for University benefits coverage, including payment for non-statutory University holidays. Payment for statutory holidays is in accordance with the Employment Standards Act. If you require assistance in determining an appropriate rate of pay, please contact: compensation@brocku.cacompensation@brocku.ca If you have any questions when entering or approving a contract, please contact: Karen Merritt ext. 3969

15. Additional resources  Rates of pay for positions not covered under a collective agreement must be in accordance with the Part-time and Student Rate Schedule located on the HR website – www.brocku.ca/hr-ehs/compensation www.brocku.ca/hr-ehs/compensation  Information on how to enter and authorize contracts and timesheet authorizations is found on the HR webpage under Payroll – www.brocku.ca/hr-ehs/payroll-2 www.brocku.ca/hr-ehs/payroll-2  Salary schedules and rates of pay negotiated between Brock University and the various unions can be located on the HR webpage under Collective Agreements – www.brocku.ca/hr-ehs/collective-agreements-2 www.brocku.ca/hr-ehs/collective-agreements-2  If you require assistance in determining an appropriate rate of pay, please e-mail compensation@brocku.ca.  If you have any questions when entering or approving a contract, please contact Karen Merritt (kmerritt@brocku.ca), ext. 3969.kmerritt@brocku.ca

16.  Questions