COVID-19

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Employee Resources

Manager Resources

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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 payroll@flemingcollege.ca, 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 payroll@flemingcollege.ca

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 payroll@flemingcollege.ca

Payroll will authenticate prior to processing the form

Other important information:

  • Signed Continuing Education Teaching Contracts must be signed and scanned to payroll@flemingcollege.ca
  • Payroll deadlines remain the same
  • Do not use internal mail or Canada Post to return documents to Payroll; scanning/emailing to payroll@flemingcollege.ca is the best way to get all documents to the Payroll department
  • Record of Employment (ROE) requests continue to be accepted through payroll@flemingcollege.ca 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 (suzanne.vesnaver@flemingcollege.ca).

 

REVISED ACCOUNTS PAYABLE PROCESSES

Vendor Invoices:

Accounts Payable staff (accountspayable@flemingcollege.ca ) 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 ap-creditcard@flemingcollege.ca 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).

Expense reports:

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 ap-expenses@flemingcollege.ca 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 (mark.morden@flemingcollege.ca).