Employment Under Externally Funded Grants and Contracts

Employment Under Externally Funded Grants and Contracts
EMPLOYMENT UNDER EXTERNALLY
FUNDED GRANTS AND CONTRACTS
1.
2.
University Policy No.: HR6305
Classification: Human Resources
Approving Authority: Board of Governors
Effective Date: May/95
Supersedes: December/81
Last Editorial Change:
Mandated Review:
DEFINITIONS
1.1
For the purpose of these regulations, the term 'grantee' means the holder of a
specific purpose grant or contract.
1.2
The 'grantee' is the employer of individuals employed to work on specific purpose
grant or contract supported projects.
GENERAL
Employees whose salaries are paid from externally funded specific purpose grants and
contracts shall be known as Research Assistant, Research Fellow, Research Associate,
Research Scientist, Research Programmer, Research Technician and such other titles
as may be appropriate in the circumstances.
3.
REGULATIONS
The grantee may, in accordance with the provisions of the grant, use the grant funds to
employ personnel in a manner consistent with the following guidelines:
3.1
Selection and employment of individuals will be at the discretion of the grantee,
in keeping with grant and relevant University regulations.
3.2
The grantee will ensure that his/her employees are advised, in advance, of the
terms of employment, which shall not be longer than the lesser of twelve months
or the duration of the grant or contract.
3.3
Terms and conditions of employment, including salary levels, shall be determined
by the grantee and shall be consistent with the policies and regulations in effect
under the grant and at the University of Victoria for similar types of employment.
3.4
The grantee is responsible for the direction of the work of his/her employees,
their performance and discipline.
3.5
The grantee is responsible for ensuring that all employer contributions are made
and employer obligations are met, including those associated with Canada
Pension Plan, Unemployment Insurance, provisions of the Employment
Standards Act of B.C. and all other statutory requirements including Workers'
Compensation. Contributions are to be charged to the research grant or
contract.
3.6
4.
The grantee shall be responsible for the employer's share of premiums for any
University benefit plans in which their employees are eligible to participate.
Subject to requirements set out in 5.5, employees under these grants and
contracts may apply to participate in benefit plans provided that the grantee has
agreed that the employer's share of the premiums will be paid from the grant or
contract funds.
PROCEDURES
The Department of Human Resources shall process all employment and related
documents at the instruction of the grantee in accordance with the following procedures:
5.
4.1
'Instructions to Pay' forms are required from the grantee when an employee is to
be hired. The only exceptions are for short term employment for less than one
month or for a total of $1,000.00 or less per year, in which case a 'Payroll
Timesheet' should be forwarded directly to the Payroll Office.
4.2
Each 'Instructions to Pay' form shall be acknowledged by the Chair, Director, or
other appropriate University Officer.
This acknowledgment constitutes
confirmation that appropriate space and facilities are available to accommodate
the grantee's employee.
4.3
Upon receipt of a completed authorized 'Instructions to Pay' form, a 'Confirmation
of Employment Status' letter will be prepared for the grantee by the Department
of Human Resources. The grantee will sign the document, give a copy to the
employee together with a copy of these regulations, send a copy to Payroll, and
keep a copy for his/her records.
TERMS AND CONDITIONS OF EMPLOYMENT
5.1
An individual who is employed to work on a specific purpose grant or contract is
the employee of the grantee who is the employer.
5.2
The term of employment of an individual by a grantee shall not be longer than the
lesser of twelve months or the duration of the grant or contract.
5.3
Working hours of full-time employees shall average 35 hours per week as
determined by the grantee. Provincial statutes governing hours of work, overtime
and period of payment of wages and salaries apply in all cases.
5.4
Employees shall contribute to Canada Pension Plan and Unemployment
Insurance.
5.5
Where appropriate and subject to the provisions of 3.6, the following conditions
shall apply to employees under grants and contracts who wish to apply to
participate in benefit plans:
5.5.1
Medical Services and Extended Health Benefits
Voluntary participation provided employment term is for a minimum of 3
months at half time or more.
5.5.2
Pension Plan
Voluntary participation in the appropriate University Pension Plan for
employees holding Confirmation of Employment Status after 12
consecutive months of employment at half time or more. The Pension
Benefits Standards Act requires that the grantee pay the employer's
share of Pension contributions for eligible employees wishing to
participate.
5.5.3
Basic Group Life Insurance
Voluntary participation upon becoming eligible for a University
Pension Plan.
5.5.4
Optional Group Life Insurance
Voluntary upon joining the Basic Group Life Insurance Plan.
5.5.5
Dental Plan
Voluntary participation upon becoming eligible to join a University
Pension Plan.
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