General Questions

The University of Saskatchewan transitioned all payment of earnings from a monthly to a semi-monthly pay cycle.  Employees, including faculty, staff, casual appointments, and those in paymaster groups, are included in this change which took place on January 1, 2018.

If your vacation request is for the current pay period, enter your vacation time, add a comment for your supervisor indicating that you are requesting vacation, and click the 'Submit' button.  Your supervisor will approve the vacation time as part of the normal vacation approval process; however, there is no authorization or email that is sent to your supervisor when in the current pay period.  You should discuss the request with your supervisor if it was not previously known.

If your vacation request is for a future pay period, enter your vacation time and select Request Vacation.  Your supervisor will receive an email notification and will either authorize or deny the vacation request.  Please remember to submit your authorized vacation time during the pay period it is in.

There is no save button for time entered in the current pay period. Any time you enter or change is required to be submitted at that time.  You are able to make multiple changes to your timesheet within a pay period and submitting time allows your supervisor to approve this time as you submit it, to ensure you receive payment for all submitted hours.

For future pay periods, if you enter any leave time you will see a save button as the pay period is not yet open for time submission.

The system is designed to send a reminder email to all employees who have an active timesheet within the pay period.

Salaried Employees

Salaried employees are required to enter exceptions to regular hours (absences and premium time).  It is recommended that salaried employees submit time semi-monthly to ensure your accrual balances are up-to-date and all time away from work is correctly accounted for.

With semi-monthly payroll, balances are updated based on working days within the semi-monthly pay period, rather than as a defined standard amount each month.  Please refer to your collective agreement for further information.

Each month is divided into two pay periods: the first period is from the 1st to the 15th of the month with salary payments on the 15th; the second period is the 16th to the end of the month, with salary payments at the end of the month. 

If pay dates fall on a weekend or a holiday, pay date will be the preceding working day.

Additional payments for overtime pay, shift differential, shift premium, stand by premium and others are paid on the pay date following the pay period when the service was perfomed.

Example: You worked OT within the January 1-15 pay period, you will receive your OT pay on January 31.

Your pay is calculated as monthly salary multiplied by 12 months divided by 24 pay periods less applicable deductions.  

(monthly salary x 12) / 24 pay periods - applicable deductions = semi monthly salary

For pay consistency, benefit deductions, pension contributions, and all voluntary deductions like charitable donations, computer loans, parking fees, are split and will be deducted from your salary every semi-monthly pay day.  The same will apply to your contribution to the Canada Pension Plan (CPP) and Employment Insurance (EI).

Employer-paid benefits will likewise be split between the two pay periods within each month. 

If your salaried position and casual position are coming from the same funding source (any one among University, Research, or Paymaster) your salaried position will be considered as your primary position.  You will be paid every 15th and end of the month in the same manner as all salaried employees.  

Your salary payments will be structured as follows:

January 15 - payment only for your salaried position, for pay period Jan 1 - 15
January 31 - payment for your salaried position for pay period Jan 16 - 31 and also your earnings for your casual position for period Jan 1-15
February 15 - payment for your salaried position for pay period Feb 1 - 15 and also your earnings for your casual position for period Jan 16-31
February 28 - payment for your salaried position for pay period Feb 16 - 28 and also your earnings for your casual position for period Feb 1-15

This payment structure allows for the accurate calculation of your salaried position income, ensures the time worked for your casual position has been entered, reviewed and approved by your supervisor, and ensures accurate calculations of deductions such as taxes, CPP, and EI are appropriate to both your salaries for both your positions.

SalariedCasualSame

If your salaried position and casual position are coming from different funding sources (University, Research, or Paymaster), your salary payments will be structured as follows:

January 15 - payment for your salaried position for the pay period Jan 1-15
January 21 - payment for your casual position for the period of Jan 1-15
January 31 - payment for your salaried position for the period of January 16-31
February 6 - payment of your casual position for the period of January 16-31

SalariedCasualDiff

Your sick and vacation hours will be calculated at the end of each semi-monthly pay period.  Refer to the Accruals Reference Sheet for accrual amounts.
EDO (Earned Days Off) calculations are run on a semi-monthly basis.  Refer to the Accruals Reference Sheet for accrual amounts.

Casual/Hourly Employees

Each month is divided into two pay periods: the first pay period is the 1st to the 15th of the month, payments for this period will be made on the 21st of the month; and the second pay period is the 16th to the end of the month, payments will be made on the 6th of the following month.

Pay dates are the 21st and 6th of the month. If a pay date falls on a weekend or holiday, the pay day will be the preceding working day.  In the example below, the 21st is a Sunday, therefore the pay day will be moved to the preceding working day which is the 19th.

JanFebPayCalendar

This allows time for submission and processing of employee time transactions to ensure accurate pay while complying with provincial legislation.  Activities such as employee submission of hours, supervisor review and approval, payroll processing, and bank disbursement is performed during this time.

Overtime is paid in the same manner as regular work. If you work overtime within the period of the 1st and 15th of the month, your overtime pay will be on the 21st.  Overtime work performed within the 16th and end of the month, will be paid on the 6th.  If a pay date falls on a weekend or holiday, the pay day will be the preceding working day.

It is important that accurate hours are submitted and approved to ensure timely payment. Payroll only processes approved reported hours.

The number of hours worked for the pay period multiplied by your hourly rate, less applicable deductions.

(number of hours worked x hourly rate) - applicable deductions = pay period salary

Your income tax, contributions to Canada Pension Plan (CPP) and Employment insurance (EI), as well as voluntary deductions like parking fees are deducted from your earnings every semi-monthly pay day.

Part-time benefits, if applicable, are split between the two pay periods within each month.

If your salaried position and casual position are from the same funding source (any one among University, Research, or Paymaster) your salaried position is considered as your primary position - you are paid every 15th and end of the month in the same manner as all salaried employees.  

Your salary payments are structured as follows:

January 15 - payment only for your salaried position, for pay period Jan 1 - 15
January 31 - payment for your salaried position for pay period Jan 16 - 31 and also your earnings for your casual position for period Jan 1-15
February 15 - payment for your salaried position for pay period Feb 1 - 15 and also your earnings for your casual position for period Jan 16-31
February 28 - payment for your salaried position for pay period Feb 16 - 28 and also your earnings for your casual position for period Feb 1-15

This payment structure allows for the accurate calculation of your salaried position income, ensures the time worked for your casual position has been entered, reviewed and approved by your supervisor, and ensures accurate calculations of deductions such as taxes, CPP, and EI are appropriate to both your salaries for both your positions.

SalariedCasualSame

If your salaried position and casual position are coming from different funding sources (University, Research, or Paymaster), your salary payments will be structured as follows:

January 15 - payment for your salaried position for the pay period Jan 1-15
January 21 - payment for your casual position for the period of Jan 1-15
January 31 - payment for your salaried position for the period of January 16-31
February 6 - payment of your casual position for the period of January 16-31

SalariedCasualDiff

Your scholarship/bursary funding is paid out every 15th and end of the month, and is divided by two.  As an example, if your funding is a monthly amount of $1000, you will receive $500 on the 15th of the month, and $500 at the end of the month.  If a pay date falls on a weekend or holiday, the pay day will be the preceding working day.

Vacation and statutory pay calculations are based on number of hours worked.