Other Related Documents

PROTECTED (when completed)

Paylist:

PRI:

Date

Name
Street
City
Province
Postal code

Dear INSERT APPROPRIATE NAME:

The following information is provided to clarify your specific terms and conditions of employment.

To better serve you, we would appreciate that you include your Personal Record Identifier (PRI) and your Paylist Number (both are indicated above) on correspondence to this office.

Bi-weekly Pay

Salary will be paid to you on a current bi-weekly basis. The salary you are due will be paid at the end of that same two-week period. Each pay period begins on a Thursday and ends two weeks later on Wednesday (pay day). Your first regular pay will be due on INSERT DATE.

OR

The practice of paying casual employees OR students in arrears is a policy of this department.

If you are paid in arrears, you must complete the appropriate departmental time sheet every two weeks. The time sheet must correspond to the bi-weekly pay periods, which run from Thursdays to Wednesdays two weeks later.

These forms can be obtained from your supervisor.

Salary and Entitlement Determination

Your salary is determined by prorating the appropriate full-time pay rate in accordance with the number of hours in your assigned part-time work week.

The formula is as follows:

AWW = Assigned Work Week (hours of work per week for part-time employment)
SWW = Scheduled Work Week (hours of work per week for full-time employment)

Full-time rate of pay x AWW = prorated salary 
                                   SWW

Amount of entitlement x AWW = prorated entitlement 
                                     SWW

Allowances

In accordance with your terms and conditions of employment you are entitled to a ________________ allowance in the amount of $_________ per year/per month, prorated to your assigned workweek.

Direct Deposit

You will be entitled to enrol in the direct deposit service upon completion of six months of continuous employment. You will need to complete the "Direct Deposit Enrolment Request" form and send it to me, along with a "voided" blank cheque.

Deductions from pay

The following deductions are mandatory:

Federal Income Tax
Québec Provincial Income Tax
Canada Pension Plan (CPP)
Québec Pension Plan (QPP)
Employment Insurance (EI)
Québec Parental Insurance Plan (QPIP)
Provincial and Territorial Health Insurance Plan (Alberta and British Columbia)

Income Tax

Income tax deductions are based on your province of work.

The calculation for federal income tax deductions at source is determined in accordance with the regulations as set out by the Canada Revenue Agency.

The Québec provincial income tax deductions at source are determined in accordance with the regulations as set out by the Ministère du revenu du Québec.

Canada OR Québec Pension Plan (CPP OR QPP)

Deductions will be calculated on pensionable earnings, as defined by CPP OR QPP.

Employment Insurance (EI)

Deductions are calculated on insurable earnings, as defined by EI.

Québec Parental Insurance Plan (QPIP)

Deductions are calculated on insurable earnings, as defined by QPIP.

Medical Services Plan of British Columbia IF APPLICABLE

Group coverage under this plan is available. To have monthly contributions deducted from your pay, please complete and sign the enclosed form.

The contributions are:

Alberta Health Insurance Plan IF APPLICABLE

Group coverage under this plan is available. To have monthly contributions deducted from your pay, please complete and sign the enclosed form.

The contributions are:

Voluntary Deductions

Other payroll deductions such as Canada Savings Bonds, Government of Canada Workplace Charitable Campaign, etc. are also available.

Deduction Adjustment

The deduction adjustment is an accounting mechanism, which is used by the pay system to regularize the net amount of your cheques. The amount shown as a deduction adjustment on one cheque (plus or minus) will be reversed on the following cheque that same month.

Leave

Although you are not entitled to paid leave (with the exception of bereavement leave after three months of continuous employment), you will be entitled to the following:

Sick Leave

You will earn sick leave credits. These credits cannot be granted but will remain in your leave account for future use.

Annual Leave

You will not earn annual leave credits. However, you will be paid 4% vacation pay on all hours worked, including overtime. Special allowances, may be used to calculate your vacation pay.

Designated Holidays

You will not be paid for designated holidays but will be compensated _______% for all straight-time hours worked.

Leave without pay (LWOP)

In the event that you must take leave without pay, please ensure that this office is notified immediately so that action can be taken to ensure that your pay is adjusted accordingly.

Termination of Employment

In the event that you terminate employment voluntarily, you must advise your manager, in writing, of your resignation as well as the reason for resignation (i.e. outside employment, personal reasons, return to school, etc.). Your manager, in turn, must acknowledge your resignation in writing for the termination of employment to be legal and forward the appropriate signed documents to this office as soon as possible.

Should you require additional information, do not hesitate to contact me at (###) ###-#### or by e-mail INSERT E-MAIL ADDRESS.

Sincerely,

Compensation and Benefits Advisor

c.c. Employee file

The following sample of your pay stub (whether attached to a cheque or a direct deposit statement) also includes a brief explanation of individual fields.

The grey shading on your regular pay stub reports cumulative totals throughout the year (does not appear on supplementary cheques.)

1. Pay Office number (08 = Halifax, 25 = Montreal, 34 = Toronto, 36 = Ottawa, 62 = Edmonton, 66 = Vancouver)

2. Departmental acronym

3. Your paylist number

4. Your Personal Record Identifier (PRI)

5. Your name and initials

6. Gross pay

7. Total deductions found in sections 9-15 and 18-29

8. Net pay

9. Federal Income Tax

10. Québec Provincial Income Tax

11. Superannuation (PSSA)

12. Canada or Québec Pension Plans

13. Employment Insurance

14. Supplementary Death Benefit

15. Disability Insurance

16. Province of Work (income tax is deducted based on province of work) [10 = NF, 11 = PE, 12 = NS, 13 = NB, 24 = QC, 35 = ON, 46 = MB, 47 = SK, 48 = AB, 59 = BC, 60 = YK, 61 = NT]

17. Work Week - the number of hours you work in a week.

18. Provincial Health Insurance (BC, Alberta)

19. Public Service Health Care Plan (PSHCP)

20. Charitable Donations

21. Canada Savings Bonds

22. No longer in use

23. Credit Union

24. Association/Union Dues

25. Taxable Allowance Benefits - employer paid benefits for reporting on your T4

26. This area describes the period covered by a payment followed by the name of the entitlement being paid. Also, certain deductions (example: PSMIP, parking) and other information will appear in this section (example: Québec Taxable Benefits - this is the amount added to your gross pay to arrive at the deduction for Québec provincial income tax and Québec Pension Plan premiums). Your deduction adjustment (when applicable) will appear in this area

27. Used to describe the number of units or hours being paid for certain entitlements (usually overtime).

28. The rate used for the entitlement or deduction.

29. The actual amount paid or deducted.

PRI:

Paylist:

Name:

Branch:

Note: Any changes require an amended schedule to be submitted to compensation.