Dalhousie Human Resources Payroll/Information Systems: Staff Payroll Profile Instructions for Completion

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1 Pull this form into Excel or print a copy, complete and forward to Payroll Services This form is to be used for ALL NEW STAFF APPOINTMENTS including: Full-Time and Part-Time Staff IUOE Appointments and Transfers Temporaries Students Casuals For NSGEU and Administrative Group employees the appointment is loaded from the information obtained as well as the Letter of Appointment that we receive from Staffing. There are four sections to this form which must be completed: Identification Employment Information Salary Information Authorization Use the tab key to move through the form or a mouse to click on each field. If you are using Excel there are some drop-down menus for you to select from. Identification Section: It is important that we know if the employee has had an affiliation with Dalhousie, Kings or the former TUNS to avoid duplication of Ids. Each field within the Identification Section must be completed. SIN - If the employee does not have a SIN, an application must be made. If an application has been made, please indicate and attach a copy. The SIN must be forwarded to us upon receipt. Do you have a spouse/partner and/or dependant children? This question must be completed as it is required information for Dalhousie University' Life Insurance Plans. Permanent Mailing Address - We will not accept a department as a mailing address. Please ensure that the Postal Code is provided. Page 1 of 5

2 Citizenship: Please check one of the following options: o Canadian o Landed Immigrant - Please specify Citizenship o Employment Authorization - Please enter the Expiry Date and Specify Citizenship. A copy of the Employment Authorization must be attached to this form. Employment Information Section: Each field within this section must be completed. Hire/Job Begin Date - Enter the Start Date of this job. Job End Date - Enter the End Date of this job if applicable. There must be an End Date entered for those Employee Classes below marked with an asterisk. Employee Class: Please select one of the following: o AC* Affiliate of - Visiting Appointments requiring an Affiliated Id o BM* Allowance (Monthly Payroll) o CB* CUPE Stipend - Teaching Assistants (BW Payroll) o CT* CUPE Hourly Rate - Markers and Demonstrators (B1 Payroll) o GM Unpaid Staff o IB IUOE (BW Payroll) o IT* IUOE Term (B1 Payroll) o KM Staff Other (Paid from Operating Funds - Monthly Payroll) o MM Professional (Monthly Payroll) o OM Post Retirement (Monthly Payroll) o PM Pensioners (Monthly Payroll) o SS* Student Salary (Monthly Payroll) o TM* Temporary (Monthly Payroll) o TT* Casual (Paid from Operating Funds - B1 Payroll) o VB Contract (Fleet School - BW Payroll) o XM Senior Administration (Staff - Monthly Payroll) Classification - Select from the drop down menu. The classifications are listed with their Employee Class to make your selection easier. Department - Enter the Department Description and Code. Cheque Locator - Enter only if the employee requests their Deposit Advice go to a different location. Page 2 of 5

3 Position Number/Suffix: There are three types of positions: Single, Pooled attached to your Organization and Institutional Pooled. For Employee Classes IB, KM, MM, TM and XM a Single Position Number is used. For Employee Classes CB, CT, IT, and TT the Pooled Position number attached to your Organization is used. For Employee Class AC the Institutional Pooled Position Number is For Employee Class BM the Institutional Pooled Position Number is For Employee Class GM the Institutional Pooled Position Number is For Employee Class SS the Institutional Pooled Position Number is For Employee Class VB the Institutional Pooled Position Number is For Employee Class OM either a Single Position or a Pooled Position attached to Organization can be used depending on the status of the appointment. For those students paid through the Student Employment Programme the Institutional Pooled Position Number is In most cases the suffix will be 00. The exceptions would be CUPE - CB/CT and any Institutional Position, where initially the suffix is 00 and for every subsequent appointment the suffix will increase by one, e.g., 01, 02, etc. Contract Start and Contract End: Enter the dates for CUPE appointments only. FTE: Enter the Full Time Equivalent, e.g., 1,.8,.75, 0, etc. Page 3 of 5

4 Salary Information Section: This section will not be completed for Employee Classes AC and GM. Pay Basis: You have several choices - Salary: A Annual - Actual Annual Salary H Hourly - Hourly Rate S Stipend - Stipend for the period (E.g., CUPE TA) Vacation %: Enter the percentage for those that receive 4% Vacation Pay in addition to their Hourly Rate. These would include IT - IUOE Terms, SS - Student Salary, TM - Temporaries, and TT - Casuals. Salary Amount: If you have selected A Annual enter the monthly amount here. If you have selected S Stipend enter the stipend amount here. If you selected H Hourly and the Employee Class is IB enter the biweekly amount here. For all other hourly paid, please leave it blank. Type: Regular earnings When the Distribution is entered the Percentage of Annual Salary for that distribution is automatically calculated for you. Other Examples of Earnings: 150 CUPE - Employee Classes CB & CT 133 Pensioners - Employee Class PM 153 Student Regular Earnings - Employee Class SS Distribution: Please ender the Organization/Account where the salary is to be charged. Please make sure that the Salary Account agrees with the Employee Class, FTE and Organization. Page 4 of 5

5 Special Instructions: If there are any special instructions or you feel you need to give us further information, please use this area. Authorization: Once you have completed the Payroll Profile, print, authorize, date and forward to Payroll and Information Services by the appropriate cut-off dates. These dates are available on the Personnel Services website under Payroll Schedule. Page 5 of 5