Validation and Update of Hours of Work for Part-Time Employees
Date:
To: Heads of Human Resources, Directors/Chiefs of Labour Relations and Compensation
The purpose of this bulletin is to remind departments of the importance of validating and updating hours worked by part time employees, and the resulting effect on employee benefits and entitlements.
Most collective agreements provide that part-time employees are entitled to benefits applicable to full-time employees. These benefits are extended in the same proportion as the part-time employee’s assigned hours to the normal weekly hours of work, defined in the applicable collective agreement, for a full-time employee. “Assigned hours” means the number of hours per week that a part-time employee will normally be expected to work (Assigned Work Week (AWW)) . Reference should always be made to the relevant collective agreement.
It is imperative that assigned hours reflect the hours actually worked by part-time employees. The assigned hours must be formally revised if:
- it is known, in advance, that due to operational requirements an employee will be working increased hours for a defined period; and
- there is a persistent variance, where actual hours worked by a part-time employee consistently exceed the assigned hours.
When the assigned hours are changed, there must be adequate documentation of the fact, including the manager’s approval and written notice to the employee. A copy must be sent to the Compensation Unit to ensure the appropriate rate is used to proportion benefits and entitlements. The change should not be made retroactively.
It is requested that departmental Heads of Human Resources remind managers of the importance of having the pattern of hours align with the AWW for part-time employees. We have developed the attached message for your consideration.
All questions should be directed to your Departmental Corporate Labour Relations or Corporate Compensation Official who, if required, will direct their questions to the following email address: Contact Interpretations by E-mail Interpretations@tbs-sct.gc.ca
Original signed by
Marc Thibodeau
Senior Director
Compensation Management
Core Public Administration
Compensation and Labour Relations
Office of the Chief Human Resources Officer