Former Employees

All employees at UBC will be paid on the 15th and last day of the month. If you are paid hourly, your payday on the 15th will include hours worked from the 24th day of the previous month to the 8th day of the current month. Your end of the month pay will include hours worked from the 9th to the 23rd of the current month. Paydays falling on holidays or weekends are moved to the preceding non-holiday day.

Typically, you will be paid by direct deposit—the electronic transfer of payment directly from UBC to your designated Canadian bank account. It may also be a requirement of your collective agreement to be paid by direct deposit.

Participation in Direct Deposit is strongly encouraged as it is the most effective and efficient way to ensure you receive your pay in a timely manner.

Your pay will be deposited directly into your designated eligible Canadian chequing or savings account. Completing and submitting your banking information will now be one of the onboarding tasks for new employees at UBC, and existing employees can update this information at any time.

Direct deposit allows UBC to credit your pay directly to your designated Canadian bank account on a regular basis and in a timely manner. The amount deposited is net pay, after deductions.

Please note that UBC only allows direct deposit into one bank account.

Former UBC employees can update their payroll information by submitting a ticket to the Integrated Service Center (ISC). Be sure to include a copy of a void cheque or a direct deposit bank form that contains the following details:

• Institution Number
• Bank Name
• Transit Number
• Account Type (Chequing or Savings)
• Account Number

Once submitted, your ticket will be forwarded to the UBC Payroll team for review and identity verification.

UBC’s preferred method of payment is direct deposit, which promotes timely payments, compliance requirements, cost reduction, and environmental awareness.

Is your information in Workday? If no, please enter your banking information in Workday as likely a cheque has been mailed to your address on file. If you don’t receive a cheque within 3 weeks from the date you expect payment, please contact the Integrated Service Centre (ISC).

UBC Payroll Operations will provide a standard verification of employment letter upon request. The letter will confirm the following information: 

• Name
• Faculty/Department
• Title/Appointment position
• Current salary
• Start date
• End date (if applicable)

Further information, if required, should be provided in a separate verification letter by the employee’s department administrator or supervisor.

To request a verification of employment letter, submit a ticket to the Integrated Service Centre (ISC) with the following information:

• Full Legal Name
• Employee ID Number (if known)
• Department(s)
• Positions held
• Start and End Date of employment

Once the ISC receives your ticket with the completed information, a representative will reply with a security question confirming your identity before releasing the letter. For questions or support with this process, please contact the ISC.

A Record of Employment (ROE) is used by Service Canada to determine whether an individual qualifies for Employment Insurance benefits, the benefit rate, and the duration of the employee’s claim.

A ROE is produced when an employee:

• Quits his/her/their job
• Is laid off or terminated
• Is on a Leave of Absence (e.g., Maternity, Parental or Sick leave)
• Has had within the last 52 weeks or since the last ROE, seven consecutive calendar days without work and insurable earnings from the employer

If your UBC employment has been terminated and you plan to make a claim for Employment Insurance, Service Canada requires a record of your employment history and earnings. A ROE is only issued to terminated employees with a minimum of a 7-day break between employments. No paper record is produced. Electronic submissions go directly to Service Canada. 

If you require a ROE, please submit a ticket with the Integrated Service Centre (ISC).

All ROE’s are submitted electronically to Service Canada. Alternatively, you can log into the Service Canada website to print your copy of the ROE. You will need to start your claim on the Service Canada website.

A Record of Employment (ROE) is issued when an employee leaves a position or experiences a significant interruption in earnings. This document is submitted electronically to Service Canada and is used for Employment Insurance (EI) claims and other government reporting purposes. It includes key details such as employment dates, insurable earnings, number of insurable hours, and the reason for issuing the ROE.

An Employment Verification Letter is issued upon request by the employee. This document serves to confirm employment details for third-party purposes such as mortgage applications, rental agreements, or financial institutions. It typically includes the employee’s name, job title, employment start and end dates, salary information, and employment status (full-time or part-time).

UBC staff cannot offer tax advice. Please review the Canada Revenue Agency (CRA) website if you require assistance filing your income tax return.

If you are a student, senior, person with a disability, a newcomer to Canada, or a low-income earner with a simple tax-filing situation, you can contact the Community Volunteer Income Tax Program (CVITP) at: 1-800-959-8281 to ask for help. CVITP volunteers work with members of local community organizations who can help you complete and file your return.

Learn more about the Community Volunteer Income Tax Program on the CRA website.