VIP
The Department of Human Resources is excited to launch Trent's new Human Resources Information System (HRIS), called "VIP". Below you will find instructions on how to use/access VIP, FAQ's, Upcoming Training sessions as well as all previous communications. If you have any questions or feedback, please email humanresources@trentu.ca.
Employee VIP Training Guides:
How to Access VIP and View Your Paystub
How Employees Request a Leave in VIP
*NEW* Employment Equity Survey Now Available as of April 30, 2021
How Students Activate their Staff Account
Register for an upcoming Employee Timesheet Training session or Book a 1-1 VIP Training Session by choosing a time that works with your schedule: All new employees that fill out timesheets must attend a 15 minute online training to learn how to enter their time in VIP.
Supervisor/Manager VIP Training Guides:
How Managers Enter and Approve Leave Requests in VIP
How Managers Cancel / Refuse / Delete an Approved Leave Request
How to Review/Edit Timesheet Hours Submitted
General VIP Tips for Employees and Managers
*NEW* Generating Reports Using the Files Function
*NEW* Generating Reports Using the Metrics Function
Register for an upcoming Manager Timesheet Training session or Book a 1-1 VIP Training Session by choosing a time that works with your schedule: All supervisors/managers must attend a 15 minute online training to learn how to review/edit their employees timesheets in VIP.
Training Sessions:
Employee Timesheet Training registration: All new employees that fill out timesheets in order to be paid must attend a 15 minute online training to learn how to enter their time in VIP.
Supervisor/Manager Timesheet Training registration: All supervisors/managers must attend a 15 minute online training to learn how to review/edit their employees timesheets in VIP.
Book a VIP Training Session: Choose an available time that works with your schedule, or if you wish to book a separate VIP training for your department.
Frequently Asked Questions:
The Frequently Asked Questions page will help to explain the bi-weekly pay frequency change in more detail, as well as provide answers to questions about the new HRIS.
Communications:
April 30, 2021
The Department of Human Resources is pleased to launch the Employment Equity module in VIP. We strongly encourage all employees complete the survey, as the collection of baseline data is crucial in advancing Trent’s ongoing equity, diversity and inclusion efforts. Please be assured that the confidential survey data collected will be stored securely by the Department of Human Resources and only released or reported in an aggregate and anonymous basis.
To access the survey, log in to MyTrent, then click on the VIP icon found on the main toolbar. You will be prompted to fill out the survey automatically upon clicking on “My File” in your employee portal. You may opt out of answering specific items within the survey. You may review/update your survey response at any time by clicking on “My File” à “Employment Equity Survey”. Additional VIP training/access instructions can be found on the HR website.
We thank you in advance for participating. If you have any questions about the survey, please contact humanresources@trentu.ca.
February 24, 2021
2020 T4’s are now available in VIP. Active employees can log in to their employee portal on VIP, then click on the “My Pay” section, then “Year End Information”.
T4’s will also be sent by mail no later than February 28, 2021, for all employees (active and inactive), as well as for Pensioners.
Note – New this year, employment income was required to be reported for all employees that received income during the federal governments Covid-19 reporting period, which will be seen in Box 57 – 60. Do not report these amounts on your tax return as they are included in Box 14. They are for Canada Revenue Agency use only.
If you have any questions, please email payroll@trentu.ca.
November 12, 2020
We appreciate everyone’s patience with the transition to our new HRIS, VIP. We are happy to announce that all OPSEU Employees currently filling out email timesheets and/or Pay Adjustment Forms will be moved to electronic entry through VIP, starting next week (November 15).
As part of this transition, OPSEU Employees and Managers will be able to complete the following, as of November 15:
- Non-salaried paid employees (i.e. employees that are not paid automatically on a schedule) can enter their hours worked directly in VIP, instead of emailing.
- Salaried paid employees (i.e. employees that are paid automatically on a schedule) can make modifications to their worked schedule for the current week directly in VIP, including entering additional hours worked, overtime worked, call-in hours worked and on-call hours (and employees can choose whether to be paid out or bank the time). Note – if there are no changes to a salaried employees work week, they are not required to enter anything, and will continue to be paid.
- Shift Differential can be added to employees shift by the employee or manager directly in VIP.
- Sick time can be entered by employees or managers directly in the VIP timesheet, without having to submit a leave request in advance. All other leave requests (i.e. vacation, compassionate time etc.) will continue to follow the current process of being requested in advance of the leave, and will automatically be reflected in employees timesheets.
- Note – the deadline for any timesheet changes will still continue to be every Monday at Noon for the previous week.
In order to make a smooth transition to electronic entry, all OPSEU employees and Supervisors must review the email sent out on November 12, 2020 and attend training.
November 2, 2020
We are happy to announce that all Research Employees currently filling out email timesheets will be moved to electronic time entry through VIP, starting this week. Hours worked between Sunday, November 1 and Saturday November 7, 2020, must be entered in to VIP no later than Monday, November 9 at Noon. In order to make a smooth transition to electronic time entry, please review the email sent out to all research employees on November 2, 2020.
October 9, 20202
To All Employees,
As we approach the Thanksgiving Public Holiday on Monday, October 12, 2020, it is important to note that employees and supervisors may notice hours on the Public Holiday in employees schedules/timesheet in VIP (i.e. shown on the bar chart coloured in yellow, instead of green). This is normal to see and it is important that the hours are not deleted from employees schedules/timesheets. VIP automatically calculates Public Holiday pay for all employees based on their regular wages/vacation paid in the previous four work weeks, divided by 20, in accordance the Employment Standards Act.
When an employee works on a public holiday:
Most employees have the right to get the public holiday off and still get paid public holiday pay. However, if an employee works on the public holiday, they will receive public holiday pay, plus they will receive premium pay of 1½ times their regular rate of pay, for each hour worked on the public holiday. VIP will automatically calculate premium pay on all hours submitted on a public holiday.
When a public holiday falls on an employee’s normal working day, but the employee is not required to work:
Employment Standards Act (ESA) indicates that employees are entitled to the public holiday off of work and get paid public holiday pay. If an employee doesn’t have a consistent schedule, the system will calculate the amount of public holiday pay as outlined above consistent with the ESA.
When a public holiday falls on an employee's non-working day:
When a public holiday falls on a day that is not ordinarily a working day for an employee, the employee will automatically receive public holiday pay based on the calculation above.
If you have any questions about the Public Holiday, please reach out to payroll@trentu.ca.
September 17, 2020
The Payroll/Human Resources team would like to thank everyone for their patience as we work through the transition to electronic time entry through VIP. The team has been working very hard to get new employees set up in VIP, however the processing does take time to complete, especially during such a busy hiring month. There have been a large number of emails and phone calls from employees stating they do not have access to VIP. It is important to note that employees will not have access to VIP to enter their timesheet hours until after payroll has finished setting them up and to remember that there are Payroll Deadlines that must be adhered to, including when hiring paperwork must be submitted to the payroll office. For example, in order to be included on the next September 25th pay day, completed hiring paperwork must be received by Payroll no later than the deadline of Thursday, September 10 at 4:00 p.m. (Thursday prior to the start of the pay period).
Although payroll does try to process new hires as quickly as possible, it is not guaranteed that employees will be set up prior to their start date, even if received by the Payroll deadline. Employees will however, be set up in time to be paid. We are asking everyone to please be patient with the Payroll team, and be assured that you will be paid if your hiring paperwork was received prior to the deadline.
We understand this delay in set-up prevents timesheet employees from entering their hours directly in their timesheet in VIP and that they are unable to go back in to previous weeks to enter their hours. For employees who are not yet set-up to enter hours and are already working, please have your supervisor submit your hours using the email template process (Supervisors - see email sent with full instructions) by the weekly Monday at Noon deadline. Although it is not ideal to have to send in email timesheets, unfortunately this is the only way to ensure employees will be paid if they are not set up for electronic time entry.
We encourage all employees and supervisors to submit hiring paperwork as early as possible, and remind you that employees should not be working until hiring paperwork has been signed and mandatory training has been completed.
If you have any questions about the process, we encourage you to speak with your direct supervisor or email payroll@trentu.ca.
Thank you,
Payroll/Human Resources
September 10, 2020
The Department of Human Resources/Payroll are very excited to launch electronic timesheet entry for hourly paid employees (i.e. students, CUPE lab demonstrators, marker/graders, casual/other employees) directly in Trent’s Human Resources Information System, VIP. This new electronic process will replace the previous paper timesheet process and the current email process. Emailed timesheets will no longer be accepted, starting with the pay period that commenced September 6, 2020.
Timesheet Employees:
- All hourly paid timesheet employees will now enter their hours directly into VIP Timesheet weekly, starting with the pay period that commenced September 6, 2020 (weeks go from Sunday-Saturday).
- Hours are required to be submitted weekly, no later than Monday at Noon for the previous week. (i.e. hours worked between September 6 – 12 are due by Monday, September 14 at Noon).
- All timesheet employees are required to attend a 15 minute training session with HR/Payroll upon hire.
- Please Register for one of the Employee Timesheet Training sessions
- Employees must review the employee quick reference guide and the detailed employee step-by-step instructions before entering hours in VIP.
- If you plan to submit your hours using a mobile device, please review how to access/use the mobile friendly timesheet.
- Please note - VIP can only be accessed through your staff MyTrent Account, not your student account. If you do not have a staff account, please Activate Your Staff Account, or have your direct supervisor request a staff account from IT.
- VIP Timesheet is not currently available for OPSEU, Exempt or Research employees. Pay Adjustment Forms will continue to be emailed.
Supervisors/Managers:
- Direct supervisors/managers will be responsible for reviewing their employees Timesheets in VIP weekly.
- Hours must be reviewed in VIP, no later than end of day Monday for the previous week.
- VIP Timesheet is not currently available for OPSEU, Exempt or Research employees. Pay Adjustment Forms will continue to be emailed.
- All direct supervisors/managers of timesheet employees are required to attend a 15 minute training session.
- Please Register for one of the Supervisor/Manager Timesheet Training sessions.
- Please review the manager quick reference guide and the detailed manager step-by-step instructions before making changes to VIP.
- If you would like to request a separate training session for yourself, your department or a new employee starting after September 18th, please Book an Appointment with Danielle Hoogkamer in Human Resources.
- If your department requires an employee to have access to review/approve timesheets that is not the direct supervisor in VIP (and they have not already been contacted), please email Danielle Hoogkamer as soon as possible to ensure access is provided.
If you have general questions about VIP, please email humanresources@trentu.ca.
February 28, 2020: How to Access your T4
Employees must use their staff account to log in to myTrent to access VIP. Under the Employee Portal tab, click on “My Pay”, then click on “Year End Information”.
March 2, 2020
To Employee’s in the Trent University Pension Plan,
It has come to our attention that when the T4 slips were released late Friday afternoon, the Pension Adjustment amount in box 52 was not included. We are working with DLGL (VIP) to correct this, as it occurred as a result of the transition to VIP. We will be issuing you an amended T4, which you should see on VIP later today. This only affects employees who are members of the Trent University Pension Plan. Our apologies for any inconvenience this may cause and we thank you for your patience.
Furthermore, we are receiving a high volume of questions about T4’s. Below you will find answers to two common question.
Why is my income less in 2019 than 2018?
Employees will see less income in 2019 due to the change in pay frequency (monthly to bi-weekly). Time worked from December 15 - 28, 2019 was paid on January 3, 2020, and will be included as part of your 2020 income.
I took the optional pay loan, so wasn’t that supposed to make up the difference in income in 2019?
Yes, the optional 2 week (10 day) pay loan represented the overall difference in employees’ annual salary normally received on the monthly pay versus actual salary to be received in 2019/2020, as a result of switching from monthly to bi-weekly pay. The loan amount however, was processed as a separate payment on November 8, 2019, and is not considered income on your T4. Please note, the 0.5% one-time lump-sum payment was included as income on T4’s.
Where can I find my T4?
Employees must use their staff account to log in to myTrent to access VIP. Under the Employee Portal tab, click on “My Pay”, then click on “Year End Information”.
Our Frequently Asked Question website, will be updated as new questions come in. If you have any further questions, please email humanresources@trentu.ca.
Thank you,
Human Resources
February 18, 2020
To All Employees:
Did you know? T4’s will be available no later than February 28, 2020.
Active employees: Employees that are currently being paid through Trent payroll, can access their T4’s and paystubs electronically through the employee portal on VIP under the “My Pay” section. T4’s will not be distributed by mail for active employees. Please visit the HR website for instructions on How to Access VIP.
Student Employees: Please note, VIP is only available by using your STAFF myTrent account. If you only have a student myTrent account, please follow the instructions to Activate Your Staff Account. You will need to log out of your student myTrent account, then log in using your Staff account.
Inactive Employees: Employees that are not currently being paid through Trent payroll, will have their T4 mailed to their home address. If you need to update your mailing address, please email humanresources@trentu.ca no later than February 20, 2020.
Pensioners/Retirees: Pensioners/Retirees will have their T4 mailed to their home address. If you need to update your mailing address, please email humanresources@trentu.ca no later than February 20, 2020.
If you have any questions, please email humanresources@trentu.ca or call extension 1460.
Thank you,
Human Resources/Payroll
February 12, 2020
Prior to the implementation of the new HRIS, which was effective November 1, 2019, OPSEU and Exempt contract employees were paid out a percentage of earnings (either 4% or 6% if employees had greater than 5 years of service), at the end of their contract.
Human Resources/Payroll issued a letter dated October 10, 2019 to all OPSEU and Exempt contract employees advising that vacation pay would instead be paid as a percentage of earnings on each bi-weekly pay, starting November 1, 2019. It was subsequently discovered that the system has not been paying out the vacation pay on each bi-weekly pay, as communicated.
As of November 1, 2019, OPSEU and Exempt contract employees will accrue their vacation entitlement throughout the vacation year, which runs from July 1st to June 30th, and will be eligible to take their accrued vacation as paid vacation time off in the following vacation year (subject to supervisor approval). Upon completion of contract employment, vacation will be paid out as a percentage of total earnings, less any paid days taken from the accrued entitlement bank.
Human Resources/Payroll is currently reviewing vacation entitlement banks for contract employees and will issue an individualized letter to each impacted employee, no later than February 28, 2020.
We apologize for the confusion and any inconvenience this may have caused. We appreciate your patience during the transition to our new HRIS and encourage you to contact humanresources@trentu.ca or payroll@trentu.ca, if you have any questions.
Sincerely,
Human Resources/Payroll
December 13, 2019
To All Employees:
The Department of Human Resources/Payroll would first like to thank everyone for their patience while we transitioned to our new HR/Payroll system VIP.
We are receiving a lot of positive feedback on the new system, as well as many questions, which we are working hard to respond quickly to. We have developed standard responses to acknowledge receipt and to notify the requestor when their request will be handled. As a reminder, all previous communications and training instructions are all available on the HR website: www.trentu.ca/humanresources/vip.
There has been some confusion between Attendance Entry vs. Time Entry, please see the clarification below and some tips/updates:
Attendance Entry:
- Means the entry of time off from an employee’s normal work schedule in VIP.
- Is used only for exceptions to a normal work schedule, such as a vacation day or sick day. If no exception occurs, there is no need to enter anything- employee will get paid normal hours in their work schedule.
- Is only for those employees on a fixed work schedule (automatically paid) and not for employees currently filling out paper timesheets to be paid.
- Is currently required for OPSEU, Exempt and Research employees for all time taken off (i.e. sick, vacation, compassion etc).
- Must be submitted in VIP by Monday at Noon, for the previous week.
- Entries in previous pay periods are not permitted, and must be emailed to payroll@trentu.ca for processing.
Time Entry:
- Time entry means entering the hours actually worked, in VIP.
- Time entry is not currently available to employees or supervisors.
- Employees must continue to record time worked on paper timesheets or the paper Pay Adjustment Form (i.e. for over-time/lieu time) and submit to payroll for processing by Monday’s at Noon, for the previous week. If these are not submitted the employee will not get paid.
Tips/Updates:
- As a result of feedback, we have updated the paper Pay Adjustment Form to allow for multiple codes to be used for the same day. We have also updated the codes on the form.
- Employees are only able to enter leave requests in VIP that occur in the future.
- Supervisors must enter absences occurring in the past, up to the start of the current pay period.
- The “Submit” and “Save” buttons on the employee leave request screen have now been combined to one button “Save and Submit”, to avoid confusion.
- The “lieu time taken” request code, has been replaced with the “Paid from Overtime Bank” code.
- “Request sick time” is for regular/recurring employees that work more than 17.5 hours a week (have benefits). “Request sick time paid from bank” is for regular/recurring employees that work less than 17.5 hours a week (no benefits).
- The “My Pension” tab is now visible in the Employee Portal and displays pension membership status. Please note, beneficiaries will be populated in the new year.
- A communication regarding the roll-out of time-entry will be coming in the new year.
VIP has a lot of features and we appreciate how enthusiastic everyone has been with the potential of the new system. The HR/Payroll team is continuing to focus on ensuring employees are being paid accurately before implementing more features, and are working on moving forward with rolling out new features in the future.
If you have questions about your pay, please email payroll@trentu.ca. If you have questions about your benefits, please email benefits@trentu.ca. If you have general VIP questions or are not sure who to contact, please email humanresources@trentu.ca.
We appreciate everyone’s patience and understanding that it takes a lot of effort and time to ensure accurate payroll and to implement a new HR/Payroll system fully.
Sincerely,
Human Resources/Payroll
November 14, 2019
To All Managers/Supervisors/Chairs,
We have put together a VIP Tip Sheet, to help answer some of the common questions being submitted. Please circulate to your employees.
Additional drop-in training dates have also been set for anyone that has questions or needs assistance navigating VIP:
Monday, November 18 (All Employees)
9:00 am – 10:00 am
Blackburn Hall 126 (Computer lab)
Wednesday, November 20 (Managers/Supervisors/Chairs)\
9:00 am – 10:00 am
Blackburn Hall 126 (Computer lab)
Wednesday, November 20 (All Employees)
10:00 am – 11:00 am
Blackburn Hall 126 (Computer lab)
If you have any further questions, please email humanresources@trentu.ca.
November 7, 2019
We are excited to announce the new Human Resource Information System called “VIP” is now live and can be accessed using your MyTrent staff account.
- All employees should review the instructions on How to Access VIP and View Your Paystub.
- Current student employees without a separate staff MyTrent account, will be receiving an email to their current student Trent email shortly, with information on activating their new staff account.
- Employees who do not currently have a MyTrent staff account, will have instructions sent to their manager/supervisor today to activate their staff account.
- All OPSEU, Exempt and Research employees should review the instructions on How Employees Request a Leave in VIP. Starting today, all absences must be submitted through VIP (with the exception of employees filling out paper timesheets).
- All Managers/Supervisors/Chairs of OPSEU, Exempt and Research employees should review the instructions on How Managers Enter and Approve Leave Requests in VIP. Absences for Nov 1st and 2nd must be emailed to humanresources@trentu.ca for HR to enter. Absences from Nov 3 and going forward, must be submitted and approved by managers through VIP by every Monday at noon, for the previous week.
- Managers/Supervisors/Chairs wishing to delegate their Leave Request Approvals must email humanresources@trentu.ca no later than Wednesday, November 13 for this to be set up.
- A reminder, that all lieu time/overtime earned OR to be used from a lieu time/overtime balance, will need to be recorded on a paper Pay Adjustment Form and submitted to the Payroll Office by Monday at noon, for the previous week.
- Everyone is encouraged to review their personal and employment information on VIP, and if corrections are required, email humanresources@trentu.ca.
FAQ Drop-in Session:
| Date | Time | Location | For |
|---|---|---|---|
|
Friday, November 8 |
1:00 p.m. - 2:00 p.m. |
Blackburn Hall Room 126 |
ALL Employees |
|
Monday, November 11 |
3:00 p.m. - 4:00 p.m. |
Blackburn Hall Room 126 |
ALL Employees |
|
Tuesday, November 12 |
10:00 a.m. - 11:00 a.m. |
Blackburn Hall Room 126 |
Managers/Supervisors/Chairs |
We appreciate your patience during this transition. If you have any further questions, please contact humanresources@trentu.ca or call extension 1460.
Sincerely,
Stephanie Williams
Associate Vice-President Human Resources
October 9, 2019
To All Employees,
As the university prepares to go-live with new the Human Resource Information System (HRIS) on November 1, 2019, we are writing to all employees to provide an update on the progress and to communicate important changes that may affect you.
What to expect on November 1?
- Current monthly paid employees will receive their final full monthly pay on October 28, 2019.
- Effective November 1, all University employees will be paid bi-weekly through the new HRIS called “VIP”.
- The first bi-weekly pay through VIP, will be received by all employees on Friday, November 8, 2019.
- Current monthly employees that don’t normally fill out paper timesheets and get paid a fixed salary amount automatically will continue to be paid automatically, but on a bi-weekly basis.
- Current hourly bi-weekly employees that normally fill out paper timesheets, will continue to fill out paper timesheets and submit them to the payroll office. New paper timesheets will be sent out next week, and will be due every Monday by noon, for the previous week.
- Over the next few months, HR will work with departments to move to electronic submission of timesheets and phase out paper processes.
- Employees that currently fill out paper “Salaried Staff Overtime Timesheet” will be required to submit the new “Pay Adjustment” form and follow the bi-weekly timesheet deadline.
- As of the first pay day in VIP (November 8), pay-stubs and T4’s will be only available via the employee self-service portal in VIP.
For more detailed information on the new payroll submission deadlines, the distribution of deductions, the new forms, and Frequently Asked Questions, please visit www.trentu.ca/humanresources/VIP. We appreciate your patience during this transition. If you have any further questions, please contact humanresources@trentu.ca or call extension 1460.
Sincerely,
Stephanie Williams
Associate Vice-President Human Resources
August 14, 2019
To All Monthly Paid Employees:
Further to previous communications, all current monthly paid employees are switching to a bi-weekly pay frequency on November 1, 2019. Employees starting July 1, 2019 or later will begin being paid on a bi-weekly pay frequency immediately. To help employees prepare for the upcoming change, current monthly employees will be receiving individualized letters this week to demonstrate how this change will impact their pay, as well as offer eligible employees transition options to facilitate the change.
Answers to Frequently Asked Questions about changing pay frequencies can be found on our website www.trentu.ca/humanresources/VIP. In addition, we are inviting monthly employees to drop-in to an FAQ session to help answer any questions they have about making the switch to a bi-weekly pay frequency. Registration is not required.
Dates: August 20, August 22, September 3 and September 6
Time: 10:30 a.m. – 11:30 am and 2:30 p.m. – 3:30 p.m. each day
Location: Human Resources Meeting Room, Blackburn Hall Suite 119
Trent’s Employee Assistance Plan (EAP), Lifeworks, will also be providing training sessions on Personal Budgeting[1]. These training sessions will allow employees to:
- Assess their financial situation and set financial goals
- Discover the control they have over their money
- Track their expenses and create a spending plan
- Take steps to save money and pay down debt
- Identify public and other benefits and resources that can help
Date: Wednesday, September 4, 2019
Time: 9:00 a.m. – 10:30 a.m. or 11:00 a.m. – 12:30 p.m.
Location: Bata Library 102
As space is limited, employees are asked to register in advance for these training sessions by visiting www.trentu.ca/humanresources/VIP or calling Human Resources at extension 1460.
The University recognizes that the transition to a bi-weekly pay may be difficult for some employees; however the University is committed to making it as smooth as possible. We encourage employees to review the information in their individualized letters fully, attend a FAQ session, attend a training session, and reach out to Human Resources if you have further questions or concerns.
Monthly employees are also reminded again to review their financial situation, including when payments are made from their bank account, such as payments for bills, loans, mortgages, rent, insurance, daycare, automatic withdrawals/transfers etc., and make necessary adjustments to accommodate the new bi-weekly pay schedule. It is employees responsibility to ensure sufficient funds are in their bank account during the transition and pay any related fees incurred, if applicable.
A final email reminder of the pay frequency change will be sent to all Trent employee email accounts in October. The updated communication timeline is as follows:
- August 20, August 22, September 3 and September 6: FAQ Drop-in sessions
- September 4, 2019: Personal Budgeting Training Sessions
- September 13, 2019: Transition Option Selection Form Due to Human Resources (for eligible employees)
- October 1, 2019: Final reminder via email of the switch to a bi-weekly pay
- October 28, 2019: Final monthly pay for all employees received
- November 1, 2019: All employees switched to bi-weekly pay frequency
- November 8, 2019: First bi-weekly pay received for all employees
We encourage employees to visit www.trentu.ca/humanresources/VIP for answers to frequently asked questions, attend a FAQ drop-in session, register for a training session and view previous communications. If you have further questions, please reach out to humanresources@trentu.ca or call extension 1460.
Stephanie Williams
Associate Vice-President, Human Resources
[1] Disclaimer: Trent University is not responsible for the information provided by Lifeworks and anyone using the information does so at their own risk.
May 17, 2019
To All Monthly Paid Employees:
The Department of Human Resources is moving forward with the implementation of a new Human Resource Information System (HRIS) called “VIP”, developed by the Canadian company DLGL Technologies. This system will replace the current outdated paper system for bi-weekly pay and will automate employment related processes into one single integrated system. The intent is to improve efficiency and productivity for everyone. The new system will also provide for user-friendly employee self-service, creating greater autonomy and transparency for all employees.
A Go-Live date of November 1, 2019 has been set, where the new system will be rolled out in two phases. In phase one, all university employees will be paid through the new system as of November 1, 2019. Employee self-serve and manager self-serve, including time and attendance features will be rolled out to select test departments starting November 1, 2019, then to all other departments, to allow for a successful transition. In phase two, the university will implement other human resources services through the new HRIS, including Recruitment, Job Evaluation, and Training etc., which is expected to begin in 2020.
Upcoming Changes to Your Pay
In order to utilize the new HRIS to its fullest capability, effective November 1, 2019 all university employees will be required to be paid on a bi-weekly pay frequency. Employees starting July 1, 2019 or later will begin being paid on a bi-weekly pay frequency immediately through our current payroll system, and current monthly employees will all be switched as of November 1, 2019.
What does this mean for current monthly paid employees?
Employees that are currently paid monthly will receive their final monthly pay on October 28, 2019, which will include working time up to October 31, 2019. Effective November 1, 2019, everyone will begin on the bi-weekly pay frequency. The bi-weekly pay schedule starts on a Sunday and ends on a Saturday (includes 2 weeks), with pay being deposited on the Friday following the last Saturday of the pay period. The first bi-weekly pay day will be November 8, 2019, which is for the pay period October 20 – November 2, which will capture time worked from November 1 - 2, 2019.
No action is required by employees at this point in time. Monthly paid employees may consider reviewing their financial situation in the next couple months to start preparing for the change in pay frequency. Employees may wish to review the bi-weekly pay schedule below and consider when payments are made from their bank account each month, such as payments for bills, loans, mortgages, rent, insurance, daycare, automatic withdrawals/transfers etc.
Communication / Timeline
The University recognizes that the transition for some employees may be difficult; however the University is committed to making it as smooth as possible. Early and frequent open communication to employees is very important during this change. In addition to email communications, the Department of Human Resources will be providing individualized letters mid-August to monthly employees, detailing the exact impact this change will have on their pay in November, as well as offer transition options to facilitate the change. The following is the expected schedule of changes/communications with regards to the bi-weekly pay change:
- May 17, 2019: Initial communication to all employees via email.
- July 1, 2019: All new hires / re-hires will begin being paid bi-weekly through the current payroll system.
- August 15, 2019: Individualized letters sent to monthly employees detailing the exact impact this change will have on their pay in November.
- August 15 – 31, 2019: Information and FAQ sessions to be held about making the switch to a bi-weekly pay frequency. Dates/times to be determined.
- October 1, 2019: Final communication to all employees via email reminding them of the change to bi-weekly pay.
- October 28, 2019: Final monthly pay for all employees.
- November 1, 2019: All employees switched to bi-weekly pay frequency on the new system. Select test departments to begin using employee self-serve, time and attendance features.
- November 8, 2019: First bi-weekly pay received for all employees.
- 2020: Phase 2 implementation begins, such as Recruitment, Job Evaluation, and Training etc
Frequently asked questions can be found on our website. We will also be holding information session’s late-August (dates/time to be determine).
If you have further questions, please reach out to humanresources@trentu.ca or call extension 1460.
Stephanie Williams
Associate Vice-President, Human Resources
April 11, 2019
A message from Human Resources:
As previously communicated, the Department of Human Resources is excited to be moving forward with the implementation of a new Human Resource Information System called “VIP”, developed by the Canadian company DLGL Technologies. This system will replace the current outdated paper system for bi-weekly pay and will automate employment related processes into one single integrated system. The intent is to improve efficiency and productivity for everyone. The new system will also provide for user-friendly employee self-service, creating greater autonomy and transparency for all employees.
The Implementation Team has been working hard on data conversion / testing since September 2018 and will be starting parallel testing by July 2019. A Go-Live date of November 2019 has been set, where the new system will be rolled out in two phases (payroll, time and attendance to start, then Human Resources functions, such as recruitment, job evaluation etc.). Between now and then, HR will provide regular updates on the team’s progress and information you will need to know as a user. As part of our communication strategy, a new website has been developed to keep employees updated on the process: www.trentu.ca/humanresources/vip. We hope that all employees will take the time to check in and provide feedback.
The Implementation Team (Carley Brook, Danielle Hoogkamer, Denise Fernandes, Pauline Johnston, Rob Campbell and Rosanna Grims) have now committed two days a week (Tuesday’s and Thursday’s) going forward to focus on the project and will be out of the office for 3 weeks from April 15 – 26 and May 13 – 17, while members of DLGL Technologies are visiting Trent to conduct training.
We would appreciate your patience as services may be impacted temporarily. Team members will continue to check email daily, and will respond or forward your query to someone who can help within 24 hours. If you have any concerns, do not hesitate to contact me, and I will try my best to address your issue promptly.
Stephanie Williams
Associate Vice President, Human Resources
January 7, 2019
A message from Human Resources:
We are very pleased to share that the University is moving forward with the implementation of a new Human Resource Information System (HRIS). This system will replace the current outdated paper system for bi-weekly pay and will automate employment related processes into one single integrated system. The intent is to improve efficiency and productivity for everyone. The new system will also provide for user-friendly employee self-service, creating greater autonomy and transparency for all employees.
Using an external review as a guide, the Selection Team, representing users from across the University, helped in the selection of the new system, “VIP”, developed by the Canadian company DLGL Technologies.
The Implementation Team comprises members from HR, the Office of the Deans, and IT. The team has been working on data conversion since September. Implementation is projected to take one year, with a “go-live” date of November 2019. Between now and then, HR will provide regular updates on the team’s progress and information you will need to know as a user. As part of our communication strategy, a new website will be developed over the next few weeks as a way to keep employees updated on the process. Further details will be provided when available and we hope that all employees will take the time to check in and provide feedback.
Lastly, we wanted to advise you that during the weeks January 7 to 11, and January 21 to February 8, the Implementation Team (Carley Brook, Denise Fernandes, Pauline Johnston, Nicole McKeen and Rosanna Grims) will be travelling to Quebec to begin the testing phase. We would appreciate your patience as services may be impacted temporarily. Team members that are away will be checking email daily, and will respond or forward your query to someone who can help within 24 hours.
If you have any concerns do not hesitate to contact me, and I will try my best to address your issue promptly.
Wishing you all a happy and successful New Year.
Stephanie Williams
Associate Vice President, Human Resources