Notice to all Part-Time Employees And their Managers
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Validation and Update of Hours of Work for Part-Time Employees
June 2011
This notice serves as a reminder to all part-time employees and their managers. The number of hours actually worked by part-time employees must be monitored to ensure that these hours reflect the employee's Assigned Work Week (AWW). Assigned hours means the number of hours per week that a part-time employee will normally be expected to work. This is important because it directly affects how employee benefits and entitlements, such as pension, leave and insurance, are calculated.
Reference should always be made to the relevant collective agreement, as most provide that part-time employees are entitled to benefits applicable to full-time employees. These benefits are extended in the same proportion as the part-time employee's assigned hours to the normal weekly hours of work, defined in the applicable collective agreement, for a full-time employee.
It is imperative that assigned hours reflect the hours actually worked by part-time employees. If it is known, in advance, that an employee will be working increased hours for a certain period, due to operational requirements, the hours must be changed for that period. Also, if there is a persistent variance, where actual hours worked by part-time employees consistently exceed their assigned hours, the assigned hours must be formally revised to more accurately portray the actual hours. When the assigned hours are changed, there must be adequate documentation of the fact, including the manager's approval and written notice to the employee and a copy sent to Compensation to ensure the appropriate rate is used to proportion benefits and entitlements. Changes will not be made retroactively.
As an employee, it is your responsibility to discuss the change of hours with your manager, every time it happens.
As a manager, you are responsible for monitoring and, as necessary, formally adjusting the assigned hours for part-time employees to more accurately portray the actual hours worked.
Assigned work hours for part-time employees must be reviewed at least every three months to ensure there is no confusion regarding calculation of proportional benefits and entitlements.
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