Mail Services Distribution Services provides the University with mail delivery of campus and federal mail. All federal mail is delivered at 7:00 am from Canada Post; it is sorted and combined with campus mail for delivery to over 300 stops on campus. Mail Services can be reached at 780 492 3231 or smsmail@ualberta.ca. Package Delivery Courier items are delivered to Distribution Services throughout the day from all courier companies. Items are received, processed and distributed to campus through our mail system. Distribution Services operates on an alternate day pick up and delivery service. To determine the correct pickup and delivery times for your area, please refer to the Delivery Schedule and Building List for Alternate Day Service on the Distribution Services webpage. To track an inbound package please access the Distribution Service Centre (DSC) package tracking system. The DSC package tracking system provides up-to-date information about your campus delivery once it has been received and processed by Central Receiving. Please see the DSC System User Guide for step by step information on how to use the package tracking system. If you have a technical question about the DSC package tracking system, please email techsupport@sclogic.com. For all other questions, please email DSC at receive@ualberta.ca and include the following information: Tracking number Carrier (Name of the company delivering the shipment) Vendor (Who you bought this from) Origin point (Where is it coming from?) PO number Type of package/shipment (Envelope, box, pallet, # of boxes, approximate weight)

The Academic Child Care Benefit reimburses eligible Faculty, MAPS and Academic employees up to 50 per cent of child care expenses to a maximum of $2,000 per eligible child per calendar year. Employees must be enrolled in the University health plan with family coverage to receive the child care benefit. If more than one parent is employed by the university in an eligible position, both may make a claim for the same child. Active employees submit a claim online annually for expenses incurred in the previous calendar year. If you terminate your employment, you must submit a paper claim to the Staff Service Centre within 30 days of your termination date. Child care expenses may be submitted for children under age seven, including expenses incurred in the month in which the child turns seven years old. If your child has a mental or physical disability please contact Staff Service Centre as further documentation is required. Additional eligibility information can be found on the Academic Child Care Benefit webpage. How to Apply: Active Employees Active Employees with eligible dependents on file will receive a notification from Shared Services each January. The notification includes instructions to submit your claims for expenses in the previous calendar year. The online application tool opens mid-January. You must submit your application via the online application tool before the posted submission deadline. Payments will be processed once per year in March. Unclaimed benefits cannot be carried forward to the following year. Terminated Employees Terminated Employees can claim expenses incurred up to the date of termination. The Child Care Benefit application form must be completed and returned to the Staff Service Centre within 30 days of your termination date. Receipts for all claimed child care expenses do not need to be submitted with your application. However, you must retain your receipts for a period of at least six years in case of audit. The university reserves the right to audit claimants. If you have questions about the Academic Child Care Benefit or your eligibility to apply please contact the Staff Service Centre.

Child Care The University has a corporate membership with Kids & Company, learn more by viewing the Kids & Company brochure. The Kids & Company corporate membership gives employees access to: full or flexible part-time child care spot at a centre (employee paid) a waived registration fee (savings of $200) the ability to purchase up to 5 backup days at a discounted rate of $80 per day, per child, per calendar year vetted partner organizations offering in-home family care Kidco at Home, an online resource with activities, songs, recipe cards, daily learning invitations, science fun and more Partner Perk program, offering discounts on family friendly brands and services - use code: kidcodiscounts The University is also affiliated with six non-profit day care centres surrounding our Edmonton campus community. These Accreditation of Early Learning and Care Services (AELCS) are governed by a volunteer board of directors composed of parents and community members. See the full list of affiliated day care centres at Affiliated Child Care. Elder Care The University’s corporate membership with Kids & Company includes access to elder care services through Bayshore Home Health. Bayshore provides customized care plans and solutions that allow clients to remain in the comfort of their own home, in a familiar environment. For more information and to purchase services, visit Bayshore Home Health.

All university financial transactions (actuals) are posted to the General Ledger (GL). Each transaction is assigned a general ledger journal entry (GLJE) number. Each journal entry will have an identifying journal mask. The journal mask is the first characters of the journal ID (example: CASxxxxxxx, APVxxxxxxx, TOSxxxxxxx etc). Journal masks are also assigned a contact that can assist with any questions related to the entry, You can find a complete listing of all GLJE masks and the corresponding contact information on the General Ledger Journal Entries (GLJE) webpage. If you require assistance with locating the correct contact for your journal entry please contact the Staff Service Centre.

In the event of an emergency it is important to report the emergency as soon as possible. Call 911 for any emergency situation that poses an immediate threat to safety or property. Upon contacting 911, it is also imperative to notify the appropriate campus emergency contact (phone numbers can be found in the table below). For situations that do not post an immediate threat to safety or property and do not require 911 intervention, please reach out to the appropriate campus emergency contact directly: Campus Emergency Contacts North Campus South Campus Campus Saint‑Jean Protective Services: 780‑492‑5050 Edmonton Police Service: 780‑423‑4567 Augustana Campus Protective Services: 780‑608‑2905 Camrose Police Service: 780-672-8300 Enterprise Square Building Security: 780‑428‑1541 or 780‑428‑2385 Edmonton Police Service: 780‑423‑4567 Field/International Locations Call local emergency services, then U of A Protective Services: 780‑492‑5050 For emergency building maintenance, non-emergency reporting information or access to campus emergency procedures please visit the Emergency Information + Procedures webpage.

The Payroll Deadlines document is designed to assist administrators in understanding and navigating the various deadlines for submitting HR related transaction requests to Shared Services. As the HR Services team receives thousands of different HR related requests each month, working together to understand why there are deadlines not only provides their team with reasonable timelines to vet and process your requests, it also helps you plan accordingly to minimize disruption to your staff or faculty pay and ensures the University is compliant with Collective Agreements, regulations, and federal and provincial legislation. The current Printable Payroll Deadlines schedule can be found on the right side of the Pay Period Schedules + Definitions webpage. A google calendar integration is also available. The Printable Payroll Deadlines document and Payroll Dates Calendar will both include information for the semi-monthly and monthly pay periods. When viewing the Printable Payroll Deadlines document, locate the semi-monthly or monthly payroll chart and look to the relevant Pay Period. The columns displayed to the right of the pay period will confirm the submission deadlines, pay confirm date, and pay date for that pay period. The payroll deadlines document and calendar both include the following dates: Pay Period: This is the period of time employees work and are being paid for. APS Deadline: Alfresco Process Services (APS) is the application used to submit requests for employee appointments and reappointments. APS submissions made before 6:30pm on the date indicated will be processed for payment on the corresponding Pay Date. Submissions made after this date will be paid in the following pay period. eForm/Pay Action Form (PAF) Deadline: eForms and Pay Action Forms (PAFs) are fillable request forms (electronic or PDF) that are approved and sent to Shared Services for new hires, re-hires, appointment extensions, re-appointments, status changes, promotions, resignations, retirements, etc. eForm and PAF submissions made before 6:30 pm on the date indicated will be processed for payment as of the Pay Date noted. Time Entry Deadline: Time worked (hourly employees) and exception time (salaried employees) should be entered daily; however the time entry deadline date is the last day that time entry for the current pay period can be entered. Time must be entered by 6:30 pm to ensure it is captured on the corresponding Pay Date. Time entered after this deadline will be processed on the following Pay Date. Time Approval Deadline: This is the last day in the current pay period for employees time worked to be approved by Supervisors. For salaried employees, time not approved by this 6:30 pm deadline will not be processed for payment on the noted Pay Date. Payroll Confirm Date: This is the date payroll is finalized for the current pay period and sent to the financial intuition for processing payments. This ensures employees receive their net pay on the Pay Date. Pay Date: This identifies the date employees are paid and can view their pay statement in Beartracks. Typically the Semi-monthly pay date is 10 days after the end of the pay period, and the Monthly pay date is the second last banking day of the month. Example: For a new casual employee starting February 3 (February 1-15 semi-monthly pay period), the department must submit the APS hiring request by the January 17 APS deadline. This allows Shared Services time to process the appointment before the February 12 time entry deadline, ensuring the employee can enter their time and receive their first semi-monthly payment on the February 25 pay date. If you have questions about the dates or deadlines found in the payroll deadline document please contact the Staff Service Centre for assistance.

Room booking services are provided for the convenience of University of Alberta staff and officially recognized student groups. Information and booking procedures specifically for these user categories can be accessed through the following links: University Staff Registered Student Groups All room bookings are centrally managed by the University's room booking system, accessible via the Room Bookings webpage. For any inquiries, technical assistance, or specific support related to room bookings, please contact the dedicated room booking support team at rocebook@ualberta.ca

Determining a worker's status as employee or independent contractor is a complex issue and absolute rules are difficult to establish. Failure to classify an employment relationship correctly can result in interest and penalties in the assessment of taxes, CPP, and EI by the Canada Revenue Agency (CRA) for both the university and the individual. The decision of whether an employee/employer relationship or contract for services relationship exists must be made before the work has begun. An individual is typically considered an employee when: The university directs and controls how the work will be done. The university provides the facilities and other resources. The university runs the risk of loss. The work is related to the university's core business of teaching and research. The work falls under a collective agreement. The person is already an employee of the university doing work outside of their home department or working additional hours for the same or another department (regardless of whether the work is consistent with their normal duties). The services being requested are currently being done by an employee of the University. An individual is typically considered a contractor when: The individual determines the work process to meet the university's established outcome. The individual provides the facilities, equipment and other resources. The individual runs the risk of loss. The work is not related to the university's core business of teaching and research. The individual is authorized to subcontract the work to another party. To determine the worker status of an individual: Review the UAPPOL Determination of a Worker's Status Procedure. Complete the Determination of Worker Status Checklist . Email the completed checklist to your HR Service Partner . Your HR Service Partner will review your checklist and make a determination about whether the worker in question has an employee or contractor relationship with the university. If it is an employee relationship, proceed with the Steps for Recruitment. If it is a contractor relationship, proceed with Contracting for Services. If you have any questions please contact your HR Service Partner directly.

Certificate of Insurance A certificate of insurance provides evidence of the levels of insurance that an organization carries. It provides evidence that coverage in force complies with the requirements of the requesting organization. Certificates may be requested by the University from off-campus organizations or other organizations may request a certificate from the University. To request a certificate of insurance from the University: Use the request form linked at the right side of the Certificates of Insurance webpage: Workers’ Compensation Board (WCB) Clearance Letter A WCB clearance letter indicates whether or not a contractor has coverage through WCB Alberta, and if their account is in good standing. To request a WCB clearance letter: Contact the WCB directly at 780 498 3999. The WCB will be able to confirm eligibility, check jurisdiction for out-of-province work and provide a clearance letter when one is available. Other Insurance Related Inquiries: The University Risk Management and Insurance team assesses various university risks, assists the university community with insurance and risk issues, and oversees insurance policies for the university. For contact information, assistance and access to quick link request forms please visit the Risk Management and Insurance webpage.