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Human Resources Frequently Asked Questions

HIRING

1. How do I hire a nurse/research assistant/coordinator, etc. for my study?
In order to hire for your study you first need to determine what role you require and that you have the appropriate budget available for the position. Please ensure that the department/account has been set up through finance and admin. If you are unsure of the position descriptions/templates you can contact Human Resources, Susan Ercole (905-521-2100 ext.40335) who can provide you with some examples to ensure that you are hiring for the correct role and rate. Once you are ready to hire you then need to post the position in the HHS recruitment system-Taleo. This process takes approximately 2-3 weeks to complete so please plan accordingly.
2. How do I post a position on Taleo?
To post a position in Taleo you need to be an HHS employee and have access to the system. If you do not have access to Taleo you will need to contact Susan Ercole. Susan will work with you to get the position posted. If you have access to Taleo, the icon can be found in your Business folder on Citrix. If you require training you can sign up for training sessions which are offered monthly; to register, please complete the registration process on the HHS Learner Management System. Alternatively, if you do not require the full training session but have a question or need a quick refresher you can sign up for a 15 minute training session where a member of the Talent Solutions team will call you. To register, please complete the registration process on the HHS Sharpoint Site within the Human Resources section-Talent Solutions-Taleo Training Schedule.
3. I have a person in mind for this position, how do I hire them?
If you have a person in mind for the position you have the ability to hire them without going through the full recruitment cycle. The position will still require approval and will have to be put into Taleo as a Do Not Post (DNP). A DNP in Taleo allows you to make a particular person successful to the posting without it going live on the job board for others to apply. Although you have the ability to create a DNP, remember that it is good practice to post positions, receive resumes and interview candidates. By doing this you are creating a larger applicant pool and you may find a candidate that is a better fit for the role.
Note: Any request to waive the posting of a vacant position (DNP) must be approved by Human Resources.
4. How can I hire this person for only 3/6/9/12 months?
When you are determining the role that you require, you will also determine if it is a permanent or temporary position. Both types of positions have to be posted in Taleo; this is where you identify the status and length of assignment if temporary. Note: The length of the study/funding should determine whether employees are brought on as permanent or temporary.
5. Can the successful applicant’s hours be variable based on time required each week? (Some weeks require more hours than others depending on recruitment).
An applicant can have a varied amount of hours but you must note the following based on their employment status:

  1. Permanent Part-Time status: the applicant can have a varied amount of hours each week. Part-time is anything from 0 to less than 37.5 but anything over 20 hours has benefits implications
  2. Permanent Full-Time status: Hours must remain consistent every week as other employment items are tied to the hours that are established at time of hire.
  3. Temporary status: Temporary status can either have Part-time or Full-time hours.
  4. Casual Status: Casual employees are not regularly scheduled, they are called in to work as needed.
6. How do I determine this selected applicant’s wage?
All positions within research fall on Corporate Salary Scale therefore, the range for a candidate’s wage is provided. You can find this on HHS intranet website under Human Resources/The Services/Compensation. Typically an employee is placed on step 1 of the salary scale, however based on previous experience the candidate may be eligible to be placed on a higher step. If you feel that the candidate should be placed between steps 1-3 you can indicate this when completing the hiring documents. If however you feel that the employee should be placed at step 4 or higher approval would need to be given by the Human Resources Business Partner and the candidates employment history and experience would be reviewed.
7. How much are employer paid benefits?
We advise to budget approximately 27.45% of the employees rate for fringe benefits. This includes all employer related payroll costs as well as lieu benefits for the employee.
8. My grant is only $XX, how many hours can my employee work to deplete this?
In order to determine this you will need calculate the total employer cost for the employee (hourly rate + approximate percentage of employer paid benefits) and then calculate how many hours at that rate will deplete the amount of money allocated within the budget for employee costs; This is only an estimate.
9. How do I hire a research fellow for a fellowship, a student for a studentship, or a student as part of their work term?
If you are looking to hire a student you would go though the same posting process as you would when hiring for another role. If you have received a certain amount of funds to be used for the student then you will need calculate the total employer cost for the employee (hourly rate + approximate percentage of employer paid benefits) and then calculate how many hours at that rate will deplete the amount of money provided. Refer to #6 on how to determine an applicant’s wage.
10. My nurse/RA etc. will be completing Case Report Forms (CRF’s), is it possible to pay them a piece-meal rate rather than an hourly rate? $X per CRF completed.
You are not able to pay employees a piece-meal rate. All employees must be paid an hourly rate based on their position.
11. I want pay a person who’s not an employee for work they’ve performed. What do I need to do?
You should not have anyone performing work on a project that is not an employee. Therefore, if you require work to be done, you must hire an employee to perform this work. Employee health clearance, pay equity and WSIB are just some of the many reasons this cannot be done.
12. Can I use a part time employee from my clinical unit to do work on my research study?
No. Although this may appear to be an easy solution to get extra work done it is not authorized by HHS. HHS Policy indicates that an employee cannot work in two positions or areas within the hospital. Example: A RN Nurse who is unionized with ONA working in the Cardiac Health department can not then work on a Research Study; regardless of the hours needed.

TRANSFERS

13. My employee works on several different studies, how can I allocate time accordingly?
Employees should only belong to one cost centre and have a formal reporting relationship to one PI. If an employee needs to work on additional studies then you need to work with the other studies to coordinate the employees’ schedule. The employees salary will be allocated to one cost centre and therefore time will need to be charged back to other studies through finance.
14. When I log into Peoplesoft will all of the cost centers’ I manage show so that I can pick certain cost centers’ to allocate time to for my employees?
When you log into Peoplesoft the costs centres you manage do not appear. You need to know the cost centre in order to enter the hours to the employee.

PAYROLL

15. How do I input my employee’s hours so that they get paid?
If you have access to Peoplesoft then you will need to enter their hours in the Time and Labour section of the system. If you do not have access to Peoplesoft, you will need to complete and submit the PeopleSoft Access Request Form. In the meantime, you can determine if someone in your area has access to PeopleSoft to assist on a temporary basis.
16. Can I have access to Peoplesoft if I’m not an HHS employee?
On occasion Peoplesoft access is granted to those who are not HHS employees however this is not common practice and typically is only done for those who are involved with HHS on a regular basis for an extended period of time.

TERMINATIONS

18. The work is complete on my study, how do I terminate this employee?

Temporary/Contract employee:
Ideally you would have hired the employee in a temporary role knowing that it was not a permanent position. Therefore, when the study is coming to an end it should line up with the end date given to the employee and you can advise the employee with as much notice as possible (i.e., 2 weeks). Once the employee is finished working, you will need to complete the Termination Form on HHS intranet.

Full-time/Part-time Permanent employee:
If the employee is in a permanent position and the study is closing or there is no longer work available you should reach out to your Human Resources Business Partner to discuss the situation before moving forward.

OVERSIGHT

19. If the PI and Research Coordinator are both McMaster University employees, who is the direct supervisor for the employee hired at HHS?
If there are no other senior level HHS employees involved in the study then the employees’ direct supervisor would be the McMaster University employee. We can set up the supervisor on PeopleSoft as the hiring manager.
20. Do McMaster employees need to clear employee health before working with patients at HHS sites?
If researchers are coming from McMaster university (not the medical centre) they will need to have Health clearance forms completed as they have not had any kind of immunization clearance done prior (as they are from a university). Once completed the forms are to be sent to HHS Employee Health Services (EHS) However, if an employee is coming from the Medical Centre or St. Joseph’s Healthcare then they are not required to complete these forms as they are already employed in a health care facility that we know follows the same guidelines for their health care workers.