Please visit our COVID-19 Information page for the latest information.
Please note the following regarding Payroll:
Students: No change to digital timesheet process
Automatically Paid Employees: No change to process, no timesheet’s required
March 17, 2020 – Revised Payroll and Accounts Payable Processes and Changes to Out-of-Country Coverage (Group Benefits)
This was a joint message from Cathy Bailey (Vice-President, Corporate Services) and Sherry Taylor (Vice-President, Human Resources & Organizational Development).
To All Staff:
As a result of the current situation and until such time that the College is open as usual, please be advised that Payroll and Accounts Payable processes will be revised as follows.
Please also note changes to out-of-country coverage for those covered by group insurance benefits (attached).
REVISED PAYROLL PROCESSES
Payroll forms: timesheets (including curriculum development timesheets), overtime forms, shift premium, footwear-eyewear claim form, exception reports, etc.
Employees to access forms available on the Human Resources Website, complete the form electronically, and send via their Fleming College email account to their Manager for approval (please do not copy payroll)
- No requirement for a physical signature; the email from the employee’s Fleming College email account will act as approval
Managers to review and ensure the form is complete and accurate (e.g., account, department, rate of pay), save and email the document to firstname.lastname@example.org, adding to the body of the email that the form is approved
- No requirement for a physical signature; the email sent from the manager’s Fleming College email account will act as approval
Payroll will review and process the form
- If the form is incomplete, it will be sent back to the Manager for clarification
Change of Information Form
Employees who wish to change their personal information must complete the Change of Information Form on the Human Resources Website
Employee to print and sign the form, then scan and email from the employee’s Fleming College email account to email@example.com
Payroll will authenticate prior to processing the form
New Employee Information Forms (Employee Personal Data Form, Void Check, TD1 Form, TD1ON Form)
New employees will receive New Employee Information forms with their appointment letter or they can access them on the Human Resources Website
Employee to complete the forms electronically, print and sign, then scan and email to firstname.lastname@example.org
Payroll will authenticate prior to processing the form
Other important information:
- Signed Continuing Education Teaching Contracts must be signed and scanned to email@example.com
- Payroll deadlines remain the same
- Do not use internal mail or Canada Post to return documents to Payroll; scanning/emailing to firstname.lastname@example.org is the best way to get all documents to the Payroll department
- Record of Employment (ROE) requests continue to be accepted through email@example.com and ROEs will continue to be submitted electronically to Service Canada
- Potential for delayed response from the Payroll team during this time
If you have any questions, please contact Suzanne Vesnaver, Payroll Supervisor (firstname.lastname@example.org).
REVISED ACCOUNTS PAYABLE PROCESSES
Accounts Payable staff (email@example.com ) will be emailing all invoices instead of distributing through intercampus mail. Please make best efforts to have all invoices coded, approved and provided back to Accounts Payable by April 1st.
Invoices which do not have a Purchase Order:
Within each email sent by Accounts Payable the vendor name, invoice number(s) and invoice amounts(s) will be stated. The individuals receiving the email are to review the invoice(s) attached and if the goods and services have been fully received/completed by the end of Mar 31st the 1st approver is to respond to the email approving the invoice and providing the account(s) and department(s), then the 2nd approver (the budget manager) is to respond to the 1st approvers email approving the invoice and account/department. Accounts Payable will then process the invoice as usual and best efforts will be made to pay within payment terms.
Invoices which do have a Purchase Order:
Within each email sent by Accounts Payable the vendor name, invoice number(s) and invoice amounts(s) will be stated. The individual receiving the email is to review the invoice(s) attached and if the goods and services have been fully received/completed by the end of Mar 31st the Purchase Requisitioner is to receive the Purchase Order/Requisition within Evolve just as they normally would and they are to respond to the email from Accounts Payable advising that they have completing the receiving within Evolve.
Note: the “Year-End Purchase Order and Payment Exception Form” will NOT be required for invoices which would usually require a Purchase Order due to the current extenuating circumstances.
March VISA reports (available March 26th):
For staff and management which are not working on campus, please make best efforts to complete March VISA reports by April 1st (after entering the account, department and comments the VISA report can be saved as a PDF file) and email the VISA report PDF file and the applicable scanned/JPEG files (pictures from phone/etc) back-up to firstname.lastname@example.org and the appropriate budget manager. The budget manager can then review the VISA report PDF file and back-up and reply all to the email if they approve the VISA report. Due to the above, original copies of VISA reports and back-up DO NOT need to be provided to Accounts Payable.
For staff and management which are working on campus, please make best efforts to complete March VISA reports by April 1st following the normal processes (printed signed copies with back-up provided to Accounts Payable).
For staff and management which are not working on campus, please make best efforts to complete expense reports relating to expenses up to March 31st by April 1st and email the excel file stating the total of the expense report in the body of the email and the applicable scanned/JPEG file (pictures from phone/etc) back-up to email@example.com and the appropriate budget manager. The budget manager can then review the expense report and back-up and reply all to the email if they approve. Due to the above, original copies of expense reports and back-up DO NOT need to be provided to Accounts Payable.
For staff and management which are working on campus, please make best efforts to complete expense reports relating to expenses up to March 31st by April 1st following the normal processes (printed signed copies with back-up provided to Accounts Payable).
Please note all expense reports which were received by Accounts Payable as of Monday Mar 16th in which follow-up was not required will be paid this Friday Mar 20th
If you have any questions, please contact Mark Morden, Manager – Accounting Operations (firstname.lastname@example.org).
March 15, 2020 – Important COVID-19 Update for the Fleming College Community
This message was sent to all staff on behalf of Sherry Taylor, Vice-President, Human Resources & Organizational Effectiveness.
To All Fleming Employees:
Fleming College’s Senior Management Team (SMT) is monitoring developments related to COVID-19 and implementing preventative and responsive measures.
Further to President Adamson’s message dated March 15, 2020 regarding Fleming’s plans for alternative delivery for the remainder of the winter 2020 semester, Fleming College has determined that only required services will be provided and remain open effective Monday, March 16, 2020 and we will continue to monitor the situation as it evolves. Ultimately, we wish to minimize the number of students, staff and faculty on campus with the goal of having as few people on campus as possible during this period.
The College will be promoting and making available to all staff the ability to work remotely (“telework”) wherever possible. A telework guideline is attached.
The College will determine required services and will communicate directly to you, or through your manager (or their designate). If you are unsure whether you should attend campus and you have not heard from your manager, you should assume that your attendance on campus on Monday morning is not required and you should follow up with your manager (or their designate) to receive directions for the remainder of the week.
- Employees who have travelled outside Canada since a pandemic was declared on March 11, 2020, even if they provide a required service, will be required to telework for an elapsed period of 14 calendar days. If you have travelled outside Canada or plan to do so, please contact your manager to discuss alternative work assignments.
- The Province’s decision to close elementary and secondary schools for two weeks after the March break will raise child care requirements for some employees. If you are personally affected by this decision, please discuss with your manager. If you are unable to telework or provide required services, you will be able to use vacation time to cover this period.
Due to these exceptional circumstances, all staff (full-time, partial load, part-time, sessional and student employees including work study students) who normally are scheduled to work will receive pay consistent with their regular schedule. The College is endeavouring to assign telework to those who are not required to come on-site with the intention that no one will suffer a loss of pay of their regular earnings as a result of the College limiting on-site work during absence due to COVID-19 precautionary measures.
Further decisions regarding appropriate staffing levels and attendance will be made on a daily basis. Updates will be provided by your manager and/or available through Fleming email announcements. Please review these communications daily.
All information related to academic delivery and College operations is located here:
We want to take the opportunity to reassure you that we are continuing to monitor the situation closely and are taking active steps to ensure the health and safety of all employees.
Thorough cleaning has been occurring across campuses in all classrooms and public areas. Individual work stations and work locations may not be able to receive the same level of cleaning and we therefore ask all employees to take necessary steps to keep their work area clean.
If Fleming is notified by the local Public Health Unit that an employee has tested positive or been advised that they have been exposed to COVID-19, we will follow all directions from the Public Health Unit and you will be notified appropriately and accordingly.
We appreciate that these may be difficult times for all staff, managing a range of emotions and uncertainty. Fleming is committed to the well-being and safety of all our employees and the wider community. Care and compassion will be at the core of all decisions made as this situation unfolds.