Payroll Operations Frequently Asked Questions (FAQs)

Easily find answers to questions you may have for our UBC Payroll Operations team. 

Have questions about your T4? Visit the T4 FAQs page.

When will I get paid?

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.

The 2022 pay dates are available in a list format and in PDF format.

How will I get paid?

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.

How do I add or update my pay-related information in Workday?

If you are an existing employee and wish to change your bank account details in Workday, search 'Payment Elections' or select Pay and click on the Payment Elections tab. Refer to the Change My Direct Deposit or Payment Elections guide in the Workday Knowledge Base for detailed instructions.

Please also ensure that your home address is accurate on your record in Workday as this information is needed for your T4 and T4A tax forms, and will be used to send important documents by mail. Update your Contact Information by clicking the Personal Information application on the Workday homepage, then selecting the Contact Information option on the following page. Refer to the Change My Contact Information guide in the Workday Knowledge Base for detailed instructions.

Why should I enter my payment elections for Direct Deposit?

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.

What should I do if I have not received my pay?

Do we have your banking information? UBC's preferred method of payment is direct deposit, which promotes timely payments, compliance requirements, cost reduction, and environmental awareness.

If you have not entered your banking information in Workday, 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 submit a Workday support request through the UBC Self Service Portal

Why might my net pay be lower at the beginning of the year?

Canada Pension Plan (CPP) and Employment Insurance (EI) deductions have yearly maximum contribution amounts. Once these limits are reached during the calendar year, the deductions stop for the rest of the calendar year.

Contributions to CPP and EI will commence again in January of each year which will reduce net pay.

2022 rate and limits:

  • CPP has increased from 5.45% to 5.7%
  • The maximum annual pensionable earnings (YMPE) has gone from $61,600 to $64,900
  • EI has stayed the same at a 1.58% premium rate but the Maximum EI Insurable Earnings has increased from $56,300 to $60,300
What are the Employment Insurance Maximum Earnings?

Employment Insurance (EI) is a federal income security program that is funded through premiums paid by employers and employees. 

Canada Pension Plan Contribution Rates    
  2021 2022
Annual Maximum Insurable Earnings $56,300.00 $60,300.00
EI Premium Rates 1.58% 1.58%
Annual Maximum Employee Premium $889.54 $952.74
Annual Maximum Employer Premium (unreduced) $1,245.36 $1,333.84
What are the Pension Adjustment (PA) limits?

Employers who sponsor a registered pension plan (RPP) must calculate a PA for each plan member.

Canada Pension Plan Contribution Rates    
  2021 2022
Defined Contribution (DC) or Money Purchase Plan $29,210.00 $30,780.00

Defined Benefit (DB) RPP

  • Maximum Benefit Accrual
  • Pension Adjustment

 

  • $3,245.56
  • $28,610.00

 

  • $3,420.00
  • $30,180.00
Registered Retirement Savings Plan (RRSP) $27,830.00 $29,210.00
Do I need to submit a new TD1/TDBC, Personal Tax Credits Return electronic form in Workday? 

All employment income is subject to an income tax deduction, which is deducted from your earnings. How much income tax is deducted from your pay is dependent on your personal situation. Based on your personal situation, there are tax exemptions that you can claim to reduce your income tax deduction amount immediately at the source, or you may choose to wait to claim tax exemptions when you file your personal tax return each year.

  • For employees who claimed amounts other than the Basic Personal Amount (BPA) Credit on the TD1 and TD1BC Form during the tax year — please update your tax elections in January each year within Workday. 
    ​​​​​​
    ​Employees should consider completing a new form each year if they: 

    • are a higher earner and claim a lower BPA value 
    • are entitled to other credits (e.g., spouse or common-law partner) 
    • had claimed exemption from tax in the previous year and this no longer applies
    • had requested additional voluntary income tax deductions and wish to change this amount

Please note that an employee should submit a new TD1 form at any time during the tax year if there is a change to their situation. Incorrect TD1 exemptions may lead to the inaccurate calculation and remittance of federal and provincial/territorial income tax deductions.

  • For employees who wish to claim tax credit amounts other than the Basic amount — please update your TD1 through Workday in the 'My page' portal or complete a new electronic TD1 form.
  • For employees who claim only the Basic Personal Tax Credit — you do not need to complete a new TD1 every year. If a change occurs with tax implications, a new electronic Workday form must be completed no later than seven days after the change.

For instructions on how to update your tax elections in Workday, refer to the Change My Tax Elections guide in the Workday Knowledge Base.

Note: The tax credits that you are claiming appear on your pay statement.

Who can help me with filing my income tax return? 

UBC staff cannot offer tax advice. Please contact the Canada Revenue Agency if you require assistance filing your income tax return. For more information, visit the CRA website.

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.

Why should I update my primary address in Workday?

In anticipation of issuing the T4 Statement of Remuneration tax slips on or before February 28, UBC payroll operations would like to ensure that your address on file is correct. To ensure your address is updated in time, please update your primary address in Workday by February 14.

For step-by-step instructions on updating your contact information in Workday, please refer to the Change My Contact Information knowledge base article.

What is a Record of Employment (ROE)?

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 job
  • Is laid off or terminated
  • Is on a Leave of Absence (eg. 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 record of employment 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 Record of Employment, please submit a Workday support request through the UBC Self Service Portal

Why is there a Record of Employment (ROE) Issued for me in October 2020?

UBC implemented a new Enterprise Resource System which included Payroll. Service Canada requires an employer to issue a Record of Employment (ROE) when there is a change in payroll software using reason code K.

How do I request a Record of Employment?

If you require a Record of Employment, please submit a Workday support request through the UBC Self Service Portal.

All ROE's are submitted electronically to Service Canada. You can log into the Service Canada website to start your claim or print your own copy of the ROE.  

How do I request a verification or confirmation of Employment?

Payroll Operations will provide a standard verification of employment letter upon request. The signature can be signed by hand or electronically. If you would like to sign electronically, make sure to download the form to your device to enable the digital signature feature. 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 Workday support request with a completed Verification of Employment and Earnings form attached through the UBC Self Service Portal.

When will my T4 Statement of Remuneration Slip (T4 slip) be available?

T4 Slips will be available on or before February 28 each year. T4 slips are available electronically through the Employee Self Service portal on Workday.  

For step-by-step instructions on locating your T4 in Workday, please refer to the Find My T4 guide in the Workday Knowledge Base.

For more information about T4, please refer to the T4 FAQs on the UBC Finance website.

What does Payroll Operations require to process a Maternity or Parental Top-up Payment?

Please submit a Workday support request through the UBC Self Service Portal with a copy of your Service Canada “My Latest Claim", that includes your full name, start date of the claim, and EI benefit rate.

Am I able to claim work from home expenses (T2200s)?

To continue to support Canadians working from home, the Canada Revenue Agency has extended the simplified rules for deducting home office expenses and increased the temporary flat rate to $500 annually. These rules apply for the 2021 and 2022 tax years.

Eligibility: You worked from home full time or part time for more than 50% of the time for a period of at least four consecutive weeks in the year.

Option 1: Simplified Method

You can claim $2 for each day worked from home due to the COVID-19 pandemic. This excludes days off, vacation days, sick leave days, and other leaves or absences from your count.

Advantages:

  • Claim up to $500 for the taxation year. $500 is the equivalent of 250 days working from home.
  • No need to maintain a record of supporting documents, expenses, or receipts for an audit. 
  • No need to calculate the size of your workspace.

By using this method, you cannot claim any other employment expenses (for example motor vehicle expenses) on your taxes. The T2200S short form will be available through Workday for employees claiming the simplified method of home expenses only.

Option 2: Detailed Method

If you have documentation for eligible expenses in excess of $500, you can obtain a Form T2200 from the Canada Revenue Agency Website. It’s your responsibility to ensure accuracy. Claim the full amount of your expenses on your taxes and keep your documentation and form in case you’re audited. 

Before requesting a T2200S form, we suggest you use the tools that the CRA has created to assist you in estimating a detailed claim:

Note that the university cannot advise about what expenses you’re eligible for — please seek advice from a tax consultant or accountant.

For more information, please refer to the Claiming Home Office Expenses page on the UBC Finance website.

What do I need to do if I am leaving Canada?

If you are leaving Canada, please do not close your bank account or cancel your direct deposit prior to receiving all wages, salary, overtime, vacation and any other earnings that you are entitled to receive from UBC.

  • Ensure your bank account remains open in order for Payroll to process all earnings owed and direct deposit the funds to your account.
  • Leave advance instruction with your bank to close your account on a specific date. You can advise the bank you are expecting your final incoming payroll direct deposits and choose a date after the final deposit date to close your account.
  • Ensure your bank has your new contact information, forwarding address and new bank account number in the event they need to connect with you after you have left Canada. If you are opening a new account upon arrival at your new destination, you can simply transfer your account balance via online banking.
  • Remember to keep your CWL log in so you can access the Workday portal to obtain your T4/T4A for preparation of your Canadian Income Tax Return. The Workday portal is available to you for 18 months after your last pay period worked. T4/T4As are issued by February 28th each year.
  • Ensure your personal profile in Workday is accurate and up-to-date in the event UBC needs to contact you.