Work Schedules / Hours of Work

Employee schedules are managed in myEMS (PeopleSoft) and flow directly to Phoenix in near real time. Certain transactions, such as leave and extra duty pay, are determined based on work schedules and calendar details. To minimize negative effects on pay and entitlements, it is very important that an employee's work schedule is reflective of their actual hours worked and that their MyEMS (PeopleSoft) and Phoenix schedules match.

A full-time employee works either 37.50 or 40.00 hours per week, while a part-time employee works less than 37.50 or 40.00 hours per week, subject to the terms and conditions of employment as well as the terms set out in the relevant collective agreement (if applicable). 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.

Below are examples of work schedules available to federal public service employees, as well as the processes for amending your work schedule, if needed in cases of alternate working arrangements.

  • Types of Schedules

    Types of Schedules

    • Regular Schedule

      Regular Schedule

      As prescribed by your Collective Agreement or Terms and Conditions of Employment (37.50 or 40.00 hours per week for a full-time employee):

      • The normal work week begins on a Monday and ends on a Sunday; and
      • The normal work day is either 7.50 or 8.00 hours and usually scheduled between 7:00 am and 6:00 pm.

      Example of Regular Full-time Schedule

      • Standard work day is 7.50 hours; and
      • Standard work week is 37.50 hours (75.00 hours for a 2 week pay period):
       
      WeekMonTuesWedThuFriSatSunTotal
      Week 1 7.50 7.50 7.50 7.50 7.50 0.00 0.00 37.50
      Week 2 7.50 7.50 7.50 7.50 7.50 0.00 0.00 37.50
      Total hours worked in the two week period: 75.00
    • Flexible Schedule

      Flexible Schedule

      Employees may have the option to vary their start and end times within the core business hours as specified in the applicable Collective Agreement (found under 'hours of work'), subject to manager approval and operational requirements.

      Example of Flexible Full-Time Schedule

      A full-time employee with core business hours from 7 a.m. to 6 p.m. and a standard work day of 7.50 hours and a standard work week of 37.50 hours (75.00 hours for a 2 week pay period) may request to work with:

      • A start time between 7 a.m. and 10 a.m., and
      • An end time between 3 p.m. and 6 p.m.
       
      WeekMonTuesWedThuFriSatSunTotal
      Week 1

      9:00
      -
      5:00

      8:30
      -
      4:30

      8:00
      -
      4:00

      9:00
      -
      5:00

      9:00
      -
      5:00

      		 0.00 0.00 37.50
      Week 2

      9:00
      -
      5:00

      8:00
      -
      4:00

      8:00
      -
      4:00

      8:00
      -
      4:00

      9:00
      -
      5:00

      		 0.00 0.00 37.50
      Total hours worked in the two week period: 75.00
    • Variable Schedule

      Variable Schedule

      Employees may request a different schedule than the standard five-day work week, commonly referred to as a "Compressed Work Week" or "Alternate Work Arrangement (AWA)", subject to manager approval and operational requirements.

      Example of Full-Time Variable Schedule

      • Standard work day is 7.50 hours; and
      • Standard work week is 37.50 hours (75.00 hours for a 2 week pay period):
       
      WeekMonTuesWedThuFriSatSunTotal
      Week 1 8.50 8.50 8.50 8.50 7.00 0.00 0.00 41.00
      Week 2 8.50 8.50 8.50 8.50 0.00 0.00 0.00 34.00
      Total hours worked in the two week period: 75.00
  • Change your work schedule (when there is a change to weekly hours of work)

    Employees who request changes to their weekly scheduled hours are required to submit this as a Pay Action Request to the Public Service Pay Centre. This includes going full-time to part-time, part-time to full-time and changes in part-time weekly hours. Employees on a gradual return to work after a period of leave will also need to submit a request to change their work schedule

    • Required Documents

      HRB 5026 - Work Schedule Form (PDF, 96 KB) (opens new window)

    • Employee Responsibilities
      1. Complete, sign and submit the new HRB 5026 - Work Schedule Form (PDF, 96 KB) (opens new window) to your manager for approval.
        • Name: as it appears in MyEMS (PeopleSoft)
        • Assigned weekly hours of work: your normal weekly hours
        • PRI: mandatory
        • Paylist: optional
        • Schedule Type: indicate if change is to your regular schedule or AWA/compressed
        • Check appropriate box: only if applicable
        • From / To: start date of Week 1 (must be a Monday); end date if known or may be left blank if recurring
        • Complete the weekly schedule for the number of weeks of your choosing, ie. 1-4 weeks (schedule will repeat if recurring)
        • Total Hours for this Schedule: must equal the assigned weekly hours of work multiplied by the number of weeks in the cycle.

        Note: Your manager will inform HR of the change who will in turn advise the Pay Centre.

      2. After allowing sufficient processing time, ensure your new work schedule updated accurately in myEMS (PeopleSoft).

        Employee Self-Service > Time > Monthly Schedule

        Note: myEMS (PeopleSoft) only allows you to view the work schedule of your "substantive record". Your Section 34 manager can view all your schedules and will be able to confirm schedules for additional records, if necessary.

      3. You should also verify that your schedule in Phoenix accurately matches your myEMS (PeopleSoft) schedule. If it does not, you should report this issue by opening a PeopleSoft related request via the HRSC Portal with the Category "Employee Work Schedules" and Sub-Category "Phoenix work Schedule".

        Main Menu > Self-Service > Time Reporting > View Time > Monthly Schedule

    • Manager / Section 34 Manager Responsibilities

      Approve and sign the HRB 5026 - Work Schedule Form (PDF, 96 KB) (opens new window) submitted by the employee as soon as possible.

      Note: Ensure all necessary fields are complete. The effective date must be a Monday and the total hours for the schedule must equal the assigned hours multiplied by the number of weeks in the cycle.

      1. To notify the Pay Centre of the change of hours, you must submit a request via the HRSC Portal.

        • Section: I am a Manager…
        • Select: "Pay-Related Action"
        • Complete the Employee Information section.
        • Category: "Hours of work"
        • Sub-category: "Change in Hours part time/full time."
        • Comments: Specify the new schedule and the effective date. (Ex. Employee will keep his part-time status, please amend the scheduled hours of work from 30 hrs/week to 20 hrs/week (4 hrs/day) effective January 15, 2018).
        • Attach the completed and signed HRB 5026 - Work Schedule Form (PDF, 96 KB) (opens new window)
        • Submit the request

      2. As soon as you receive confirmation that the employee's hours of work are amended in Phoenix, you must change the employees work schedule in myEMS (PeopleSoft).  Certain leave transactions are processed based on the schedule and calendar details. For step-by-step instructions please refer to the PSGuide - myEMS PeopleSoft.

        Manager Self-Service > Manage Employee Schedules > Modify Personal Schedule

      3. If you encounter scheduling issues in myEMS (PeopleSoft) or Phoenix, you can open a PeopleSoft related request via the HRSC Portal with the Category "Employee Work Schedules" and choose the applicable Sub-Category.
  • Change your work schedule (no change to weekly hours of work)

    Employees may request a change to their regular schedule or request a flexible / variable schedule other than the standard five-day workweek, often referred to as an alternate working arrangement (AWA).

    Note: Employees who work a variable schedule must revert to a regular schedule before taking Leave without Pay more than 5 days.

    Part-time employees, such as students, often request changes to their weekly schedules, without a change in total weekly hours, depending on their academic schedules.  These types of changes do not need to be sent to the Public Service Pay Centre, however still require an amended work schedule form submitted to your manager for input in MyEMS (PeopleSoft).

    • Required Documents

      HRB 5026 - Work Schedule Form (PDF, 96 KB) (opens new window)

    • Employee Responsibilities

      1. Complete, sign and submit a HRB 5026 - Work Schedule Form (PDF, 96 KB) (opens new window) to your manager for approval.

        • Name: as it appears in MyEMS (PeopleSoft)
        • Assigned weekly hours of work: your normal weekly hours
        • PRI: mandatory
        • Pay List: optional
        • Schedule Type: indicate if change is to your regular schedule or AWA/compressed
        • Check appropriate box: only if applicable
        • From / To: start date of Week 1 (must be a Monday); end date if known or may be left blank if recurring
        • Complete the weekly schedule for the number of weeks of your choosing, ie. 1-4 weeks (schedule will repeat if recurring)
        • Total Hours for this Schedule: must equal the assigned weekly hours of work multiplied by the number of weeks in the cycle.

        Note: Your manager will inform HR of the change who will in turn advise the Pay Centre.

      2. After allowing sufficient processing time, ensure your new work schedule updated accurately in myEMS (PeopleSoft).

        Employee Self-Service > Time > Monthly Schedule

        Note: myEMS (PeopleSoft) only allows you to view the work schedule of your "substantive record". Your Section 34 manager can view all your schedules and will be able to confirm schedules for additional records, if necessary.

      3. You should also verify that your schedule in Phoenix accurately matches your myEMS (PeopleSoft) schedule. If it does not, you should report this issue by opening a PeopleSoft related request via the HRSC Portal with the Category "Employee Work Schedules" and Sub-Category "Phoenix work Schedule".

        Main Menu > Self-Service > Time Reporting > View Time > Monthly Schedule

    • Manager / Section 34 Manager Responsibilities

      1. Approve the HRB 5026 - Work Schedule Form (PDF, 96 KB) (opens new window) submitted by the employee as soon as possible.

        Note: The effective date must be a Monday and the total hours for the schedule must equal the assigned weekly hours of work multiplied by the number of weeks in the cycle.

      2. Follow the step-by-step instructions in the PS Guide - myEMS (PeopleSoft) to modify the personal schedule for your employee.

        Manager Self Service > Manage Employee Schedules > Modify Personal Schedule

      3. If you encounter scheduling issues in myEMS (PeopleSoft) or Phoenix, you can open a PeopleSoft related request via the HRSC Portal under the Category "Employee Schedule", choose the applicable Sub-Category.
  • Submit a Pay Escalation Request
    • Employee responsibility

      If you are experiencing a pay issue related to your schedule, you must refer to the Pay Escalation Process and, if deemed appropriate, submit an escalated pay issue request using the category Escalated Phoenix account issue, sub-category Incorrect Phoenix schedule.

    • Manager / Section 34 Manager responsibility

      If an employee is on leave or has been terminated and is experiencing a pay issue related to their schedule, you must refer to the Pay Escalation Process and, if deemed appropriate, submit an escalated pay issue request on their behalf using the category Escalated Phoenix account issue, sub-category Incorrect Phoenix schedule.

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