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This page has been updated with the new payroll process’ information. The old process was no longer applicable as of January 18th, 2013.If you have any questions, please contact yvr_payroll. General InformationAndrew Lau Karim Essabhai is the Payroll Administrator in Vancouver; please contact him HYPERLINK "mailto:yvr_payroll@" yvr_payroll should you have questions regarding payroll.Here is a direct link to the EZ Labor site, please recall that you must use Internet Explorer or Fire Fox for the system to work.For coding questions and requests please email the yvr_payroll. alias, this group consists of members from our Culver team who manage coding in Timekeeper and EZ Labor.Questions regarding company policies may also be directed to our ADP Employee Call Center (password resets, pay statement inquiries, tax inquiries, reporting shortages in pay, ROE inquiries, requesting copies of pay statements, and any other general inquiries).Payroll is processed on a weekly basis.The pay period starts on a Sunday and ends on a Saturday.Pay is deposited on Thursdays at midnight.There is a 1 week processing lag, for example the hours you work this week (including OT) is paid the following week.Payroll data is inputted either through Timekeeper or EZ Labor; it depends on the type of employment status (more on this below).All data input into Timekeeper must be completed before Saturday midnight, the system will lock after this point and you will not be able to make any adjustments. Failure to input may result in reduced or no pay!All employees are encouraged to register with Total Access to receive online pay statements. For instructions on how to registers with Total Access please click here.All users will use EZ Labor to check vacation, sick, and floating holiday balances, please see the quick reference guide for your group on further instructions.Back to top.Timekeeper UsersTimekeeper (TK) users you will not need to use EZ Labor to submit hours, the time entered in TK is automatically transferred to EZ Labor on Saturdays at midnight.? It is therefore crucial to make sure all TK entries are done prior to midnight on Saturdays as the system locks after this point and no further changes can be made.? We strongly recommend that TK entries are done on a daily basis.For more information about the payroll process for TK users, and how to access accrual balances, please refer to the QUICK REFERENCE GUIDES. Please note there is one reference guide for Artists (eligible for Premium Pay) and another for the Development group and Artist Supervisors (salary group not eligible for Premium Pay):QRG Artists TimeKeeper Users (updated: 01/18/2013)QRG Artist Sup – Dev Group? TimeKeeper Users (updated: 01/18/2013)For Timekeeper questions please visit the the Timekeeper Help Twiki page. Also, this?link will take you to a training video on how to use Timekeeper if you need a refresher.Any users who still need assistance should open a Helpdesk ticket.Back to top.EZ Labor UsersEZ Labor users are the group that does not user Timekeeper; primarily this includes hourly employees, the Systems group, the PST group, and salaried employees.The hourly employees, the Systems group, and the PST group will use EZ Labor to input worked hours and non-hours worked in to EZ Labor on a daily basis. The QUICK REFERENCE GUIDE provides step by step instructions on the time entry process, as well as how to check balance accrual totals.QRG EZLabor Users (updated: 01/18/2013)Salaried employees do not need to enter the regular worked time each week, the only time a salaried employee will need to use EZ Labor is when they have Non-Worked hours to record.? Non Worked hours include vacation days, sick days, floating holidays, and absence unpaid time. The QUICK REFERENCE GUIDE provides step by step instructions on the time entry process, as well as how to check balance accrual totals.QRG Overhead Salary EZLabor Users (updated: 01/18/2013)Back to top.EZ Labor ApproversSupervisors will be required to approve time for their employees in the ADP EZ Labor system.? This is very important, since unapproved timecards could trigger a reduced or no pay result for employees located in Vancouver.You will also need to make sure you have a back-up approver in case you are not available to approve your employees’ time.? For this transition, please email Tyge Loudon HYPERLINK "mailto:yvr_payroll@" yvr_payroll who your back-up approver will be so they can be set-up properly in advance in EZ Labor.? Once they are set-up, you will need to let your back-up approver know anytime that you need them to approve timecards on your behalf.? Please ensure that your back-up approver receives the attached Quick Reference Guide to perform approvals on your behalf.The deadline for you to approve timecards each week is?Monday at 12 noon.Please note that your User ID to log into EZ Labor is the same as your SPI User ID that you use to log into the network.? For your first log-in, your password equals your User ID.? You will be prompted to change your password after you log in.For holiday weeks, we will have an adjusted schedule which will be communicated to you in advance.The QUICK REFERENCE GUIDE provides step by step instructions:QRG EZLabor Timecard Approvers (updated: 01/17/2013)Back to top.ADP Total AccessTotal Access will allow you to view, download and print your Pay and Tax Statements securely on-line,. We do not issue paper statements. Below the?registration?steps are listed in?point form, this may be enough information to walk you through the process, if not then have a look at the?Registration?Guide Book for detailed instructions.Total Access will only function on a Windows platform using either Internet Explorer or FireFox. If you do not have access to a Windows machine at home please feel free to use the Windows machine in the 2nd floor Multipurpose room, S202-MP in Van South, or the Windows machine in the 4th floor Breakout Space, N407 in Van North.Point form?registration?steps:Go to? the Login screen, click?Register?Now (red button on the right hand side).Read the “Terms and Conditions of Use” (the system won’t let you check the box if you don’t go through the entire content by scrolling to the bottom of the text).To agree to the Terms and Conditions,?select the checkbox and click?plete the?Personal Information section; all of the fields are required.? Note: you can use a personal email address if you plete the?Employment Information section; this is what you will need to complete this section: Your last pay statement, which will have your?employee ID number located on the bottom right hand corner of the page to the right of “R0FU” code, most of you will have an employee ID number starting with either 007 or 006.The Client ID Number:?310EC1 (31*zero*EC1) make sure to use capital letters.The Company Code:?R0FU (R*zero*FU)?make sure to use capital letters.Your start date. Once you have completed the?registration?close the browser. ?You will need to open a new browser to login for the first time; this will finalize the?registration?process.When you login for the first time?please select the option to receive both your pay and tax statements online under ‘Statement Setup’.After you have?registered?with?Total?Access?you will no longer receive paper statements.? Please reference the View Pay Statements user guide for further instructions.When you enter your personal information into?Total?Access, it will be processed by?ADP?Canada for the purpose of providing you with online?access?to your pay statements, processing payroll, and in accordance with applicable legal requirements.??ADP?will not use this information for any other purpose.Back to top.FAQsBelow are a few frequently asked questions (FAQs) regarding payroll…Q: When do I get paid?Employees are paid every Thursday at midnight through direct deposit.Q: How many sick days do I get?10 per calendar year (after 30 consecutive days of employment)Q: How many vacation days do I get?Max 10 days per year. 1 day of vacation is accrued at the end of each month until the maximum amount of days are accrued. You may only use a vacation day after 3 months of employment.Q: How many personal/floating holidays do I get?Max 2 per calendar year, 1 if your employment begins on or after July 1st, and 0 after Sept. 30th. Floating days do not carry over to the next calendar year.Back to top.BC and Canadian TaxesHere are a couple of links to help you determine which tax bracket you fall under:Canada Revenue Agency’s site on income tax rates in Canada.You can find the CRA’s Payroll Deductions Online Calculator (PDOC) here.Back to top.Work AbsencesIn order to book time off, you will have to gain your show’s approval. To do this, you have to use the Absence Request tool on the SPI Home Page. The following are instructions to do this:Go to the?SPI homepageClick on “Absence Request” under the?Time Capture section and input your SPI username and password information when prompted.Click on “Click here for New Request”In the Department field, select your correct code, ie. 3550 for Digital Production (artists) or 3552 for Development group (dev). In the Show field select the show that you are working on (when applicable). If you are unsure of your department or show, please ask your supervisor.Select the type of Absence which applies to your request. Select the start date, end date, and input the number of work days that you will be absent. If you are only absent for one day, the start and end date will be the same. You may also request multiple absences on one form. Click “Next.”Review your request and select the coordinator whom you would like to send the request to. Add any comments and submit your request. An e-mail will then be sent to both you and your coordinator.You can track the progress of your request from the?Absence Home Page. Here you can also cancel a request by clicking “Cancel”. You will be notified by email of the status of your request through each approval phase, until final approval. If your request is not approved, the final email will contain the reason.Please be aware, all vacation requests are subject to change or cancellation during peak production periods. Every effort will be made to honor the dates you’ve requested.*Note that the Department may be different if you are not working for a specific show.Also, when filling out Absence requests, please make sure to be familiar with BC’s Statutory holidays.A Leave of Absence is a different type of work absence. You will find detailed information about Leave of Absences on page 8 of the?Vancouver Employee Handbook.Click here to download the Leave of Absence Request Form.More information in the paragraphs below:“Notify your Artist Manager and the Vancouver Director of P+O as soon as you know you will require a Leave of Absence. Written certification (i.e. doctor’s note) may be required depending on the type of leave. When you are ready to return to work or if extending your leave you must notify your Artist Manager and the Vancouver Director of P+O. If your leave is needed for a work-related illness or injury, please also immediately notify your Artist Manager and the Vancouver Director of P+O. For further information regarding your leave, please review the Employee Handbook, Addendum A.”Common reasons to have to fill out a Leave of Absense request are maternity leave, paternity leave, etc…Back to top.Personal ReimbursementsThere are two current ways that expenses are submitted…1. The first is ONLY for Work Permit Reimbursements.If you have been approved to submit your Work Permit for reimbursement to SPI, then please follow these instructions:1. Submit the receipt, with the transaction receipt (if applicable), to one of the Facility PAs or to the Studio Coordinator.2. An expense report will be created on your behalf.3. The expense report will be submitted to you in order to obtain your signature on the document.4. This document will then be submitted for supervisor approval. For artists, this would go to Lydia Bottegoni. For Feature Production Crew, this would go to Suzanne Labrie.5. Once a supervisor’s approval has been obtained, this document will be submitted to SPE Finance, as well as the Canadian Payroll group.6. You will receive a deposit for the Work Permit expense through your payroll.2. For submitting all other types of expenses, you will use an online application called Concur.Concur is an SPE run application, so you will need the following before you will be able to submit expense reports through this program:Your SPE (Novel) ID and password – This may be different than your SPI log in, especially if this is your first time logging in to the mySPE site.Please note: For obtaining your mySPE credentials, please refer to the e-mail you received from Kenny Guan when you started, or contact the Global Service Desk.An ACH Enrollment form and W-8ben form– This will need to be filled out and submitted back to Tracey and Kayla in order for you to be set up for reimbursement through Concur. To get these forms, please e-mail the yvr_facility group.Access to the Concur website - A request will be submitted on your behalf to Thomas Bray of the SPR Financial Division.Once you have access to Concur, you can use this instruction guide to submit your expenses. This will be paid out to you through wireless transfer to the bank account information you provided in the ACH Enrollment form.If you have any questions about Concur, please contact Kayla Berger.If you are unsure whether or not you have been approved to be reimbursed through either of these methods, please clarify with your supervisor.If you have any questions concerning payment or which method applies to you, please contact Tracey or Kayla. ................
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