Additional Hours for Part-Time Employees

A part-time employee is one who works more than one third but less than the normally scheduled daily or weekly hours of work of a full-time employee of the same occupational group and level. A part-time worker is one who works one third or less of the normal weekly hours of work of a full-time employee. Eligibility to various benefits and entitlements will differ depending on employee status.

Part-time employees are subject to the terms and conditions of employment specified in their respective Collective Agreements. Entitlements are determined by pro-rating the full-time entitlement in accordance with the number of hours in the assigned part-time schedule. Part-time employees are not eligible for statutory holiday pay, but instead receive a premium in lieu each pay period. It is important to note, however, that if you are scheduled to work on a designated holiday and receive payment for the day, those hours will be recovered from your salary.

Part-time employees may be authorized to work additional hours in excess of their normal weekly work schedule, however only the hours worked in excess of the standard (7.5 or 8.0) hours per day or (37.5 or 40.0) hours per week are compensated as overtime.

Additional hours for part-time employees that do not exceed the standard (7.5 or 8.0) hours per day or (37.5 or 40.0) hours per week are paid at straight time, must be paid in cash and cannot be accumulated as compensatory leave credits.

Review the example and follow the procedures below if you are a part-time employee reporting additional hours, noting that these hours must be reported and approved in both MyEMS (PeopleSoft) for the calculation of leave entitlements and in Phoenix for payment. Refer to Leave with Pay and Overtime for information on how to submit requests for overtime hours.

  • Example: Additional / Overtime Hours

    A part-time employee works Monday to Friday; 5.50 hours per day for a total of 27.50 hours per week. The employee is authorized to work 12.00 additional hours as follows:

    Monday:
    two (2) additional hours (7.5 hours, weekly total = 27.50 hours)
    Tuesday:
    two (2) additional hours (7.5 hours, weekly total = 31.50 hours)
    Wednesday:
    three (3) additional hours (8.5 hours, weekly total = 34.50 hours)
    Thursday:
    two (2) additional hours (7.5 hours, weekly total = 36.50 hours)
    Friday:
    three (3) additional hours (8.5 hours, weekly total = 39.50 hours)
    Example: Additional / Overtime Hours
    ItemMondayTuesdayWednesdayThursdayFridayTotal
    Regular Schedule - # of hours 5.50 5.50 5.50 5.50 5.50 27.50
    Additional Hours - Straight time 2.00 2.00 2.00 2.00 2.00 10.00
    Additional Hours - Overtime     1.00   1.00 2.00
    Total Hours Worked 7.50 7.50 8.50 7.50 8.50 39.50
  • Requests submitted within six (6) months of day worked / current fiscal year

    Employees and Section 34 Managers should submit and approve all requests in Phoenix in a timely manner and according to the entry deadlines outlined in the Timesheet Entry / Approval Cut-off Schedule .

    • Employee Responsibilities
      1. Review that you have established the appropriate Section 34 Manager in Phoenix prior to submitting your request.

      2. For leave entitlement purposes, you must report your additional hours in MyEMS (PeopleSoft), using the Additional Hours – P/T empl absence name. For step-by-step instructions on requesting full, partial or half days, refer to the employee procedures found in the PSGuide - myEMS (PeopleSoft).

        Employee Self-Service > Time > Request Absence

      3. For payment, you must report your additional hours per day using time reporting code 260. Refer to Phoenix Self-Service for procedures on completing timesheets for approval.

        Main Menu > Employee Self-Service > Time Reporting > Report Time > Timesheet

    • Section 34 Manager Responsibilities

      1. Approve or deny the additional hours request in myEMS (PeopleSoft). You may also forward the absence request for alternate approval, if required. For step-by-step instructions, please refer to the manager procedures found in the PSGuide - myEMS (PeopleSoft).

        Manager Self-Service > Approvals

      2. In situations where the employee does not have access to myEMS (PeopleSoft), you must enter the leave on the employee's behalf.

        Manager Self Service > Team Time > Request Absence

      3. After confirming accuracy and entitlement, approve, deny or push back your employee's requests in Phoenix. For step-by-step instructions, refer to the Phoenix Procedures (UPK).

        Main Menu > Manager Self-Service > Time Management > Approve Time and Exceptions > Payable Time

      4. If your employee does not have access to Phoenix, you must enter the request on their behalf.

        Main Menu > Manager Self-Service > Time Management > Report Time > Timesheet

  • Requests submitted over six (6) months after the day worked OR for prior fiscal year(s)

    Manual input is required when additional hours are reported over six (6) months after the day worked or for hours worked in a prior fiscal year. In addition, this process may be used when a Section 34 Manager cannot enter the request in Phoenix Self-Service. A comment to this effect should be noted in the portal request.

    • Employee Responsibilities

      1. Report your hours by completing an Extra Duty Pay/Shiftwork Report and Authorization (GC-179), using the time reporting code and noting the following requirements:

        • If you are submitting an amendment to a previous GC179, you must complete a new form (clearly indicate on the form that it is an amendment). Crossing off information and resubmitting the same form will not be accepted.
        • Complete all personal and work schedule information, ensuring it matches your MyEMS (PeopleSoft) profile.
        • In the top right corner, enter the month and year the hours were worked. Separate forms are required for each month.
        • Enter your group and level. Separate forms are required if at a different group / level, eg. Acting assignment.

          Note: Students have no specific group / level, therefore, should enter "student" in this field.

        • Enter the date, eg. 1, 2, 3; day worked, eg. Mon, Tues, Wed.
        • Enter the type of payment as cash.
      2. Sign the GC179(s) and forward to your Section 34 manager for approval and submission for processing.
    • Section 34 Manager Responsibilities
      1. After confirming accuracy and eligibility, approve and sign the GC179 and open a Pay Related Action request via the HRSC Portal:
        • Complete the Employee Information section
        • Category: select Hours of Work
        • Sub-Category: select Additional Hours (Part-Time Employee) – Manual Input
        • Attach the GC179
        • Submit your request

      Note: There is no need to complete a Pay Action Request (PAR) form. This will be done by the Compensation Services Directorate team when the request is sent to the Pay Centre for processing.