HR info RH Bulletin

What about Official Languages during meetings?

We all have different job responsibilities that give rise to a wide range of obligations, whether to management or to our co-workers.

One of these is the obligation with regard to official languages when holding meetings. But what does this entail?

There are a number of factors that come into play in determining whether a meeting should be held in a bilingual or unilingual manner. What is important to remember is that all participants in the meeting have a right to the same quality of information. In order to do this, we can ask ourselves three things:

1. Where are we located (designated bilingual or unilingual region)?
2. Who is attending the meeting?
3. What is the language preference of the participants?

In Summary:

The meeting must be bilingual when:

• Participants work in a bilingual region and their preferred language differs;
• Participants work in different unilingual regions where the language of work is different.

The meeting can be unilingual when:

• The participants are all from the same unilingual region;
• The language preference of all participants is known, and is the same.

As chair of the meeting, you must ensure that participants have the option of communicating in the official language of their choice. This way, employees are more willing to participate, speak more fluently and feel respected.

Here are a few tips to help you do this:

• Send a bilingual invitation (*refer to the section on “official translations” below for virtual meetings);
• Invite participants to indicate their language preference by clicking on the 'vote' button when sending the invitation.
• Share all documents simultaneously (before, during, after) in French and English;
• Begin the meeting by welcoming participants in both official languages and mention that participants are free to use the official language of their choice.
• Repeat what participants say in the second official language so that all participants have the same information.

Note:It is important to note that the Teams invitation created by Outlook will appear in the language you have set for that interface. However, it is important to ensure that the invitation is bilingual. The meeting host must therefore manually translate the wording and ensure that the hyperlink is accessible in both languages (by copying and pasting the hyperlink).

Here are the official translations:

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The Human Resources Services Branch is working to simplify and standardize certain staffing transactions!

To better support departmental managers during the pandemic, the Human Resources Services Branch (HRSB) has researched and committed to automating transactions for simple, repetitive and high-volume staffing actions (e.g., for casual employments, deployments within the organization, student hiring and part-time workers).

Based on this new direction, certain letters of offers will have a new look:

• Simplification of the information included in the letter of offer (some sections will now be in an annex).
• Standardization of the signature block. All the titles presently used will be replaced by Sub delegated Manager.

For more information on these changes, managers can submit a request through the Human Resources Service Centre's General HR Enquiry Form.

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Labour Relations Information Bulletin on Unsatisfactory Performance

Managing employee performance, even under normal circumstances, can be a challenging exercise. Ongoing communication, employee recognition, and performance improvement or talent management plans are key factors that help make the performance management process effective and meaningful. The 2020-2021 performance management cycle, in light of the COVID-19 pandemic, may have additional challenges that must be taken into consideration.

In order to support managers effectively, the Labour Relations Update (Bulletin) on Unsatisfactory Performance explains the factors that should be considered when assessing performance issues. It also addresses how to balance the review between employee performance in a substantive position or assigned duties, and steps to take when dealing with poor performers.

Managers may contact a member of the Performance and Talent Management Branch and Regional Coordinator Network to obtain guidance and support on the performance management cycle.

For support in managing unsatisfactory performance, managers should contact Labour Relations through the Human Resources Service Centre.

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Upcoming Lunch and Learn: Managing Unsatisfactory Performance during COVID-19

Join Labour Relations for the next Lunch and Learn opportunity on Managing Unsatisfactory Performance during COVID-19. Employees with managerial and/or supervisory responsibilities are welcome to sign up and participate in discussions covering:

• Factors that may have impacted employee performance during COVID-19;
• Steps to undertake when managing unsatisfactory performance.

You will have an opportunity to learn from an experienced Labour Relations professional, participate in mini scenarios to apply your knowledge, and share your experiences with other managers who may have the same questions.

Topics to be covered include:

• What is unsatisfactory performance?
• How do I prepare for a discussion with an employee whose performance is unsatisfactory?
• When should a performance improvement plan be implemented?
• What do I do if my employee is still on probation?

Labour Relations are here to help answer these questions and more.

The Lunch and Learn sessions will take place from March 30 to April 22. Register today via SABA. We look forward to having you there!

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Mental Health and Wellbeing Sessions for Managers!

“This was the best two hours I have spent in years. Every manager at ESDC should attend this session.” Comment received from a manager, following a Mental Health and Wellbeing session.

As we tackle a second wave of COVID-19, mental health is at the forefront of many discussions for ESDC’s managers and their employees. As a result, the Human Resources Services Branch (HRSB) is offering short, focussed and live virtual sessions over the next few months to support managers, and in turn, their employees, in coping with work and life changes. These sessions will help managers connect with peers to share common experiences, and are in addition to HRSB’s Services to Assist You.

There are various sessions and dates throughout March. Of note, the following sessions are available throughout the week of March 8:

• A Wellbeing Check-in
• A group discussion on managing challenging workplace issues
• Strategies for building a culture of trust
• Group coaching for managers on mental health

To register, and for more information on these sessions, managers are encouraged to check out the Workplace Mental Health and Wellbeing Sessions for Managers infographic or visit the Workplace Mental Health and Wellbeing Sessions iService page.

Managers are encouraged to reach out to HRSB’s Mental Health team if they have additional questions.

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March: Global health is on the menu!

As March is Nutrition Month, take a few minutes to see the “menu” that the Dietitians of Canada have prepared for you: Dietitians of Canada – Nutrition Month 2021.

You’ll find a range of reliable and original food- and health-related ideas and information in just a few clicks.

Since it is well known that a healthy diet contributes to psychological health, a conference aimed at global health is also on the menu.

On March 18, take a moment for yourself and join the conference entitled “Improve Your Cognitive Function through a Holistic Health Approach” hosted by Roger Otis.

This session will show you how to improve your decision-making skills through the creation of overall health, and learn to master your thoughts through uncertainty.

Healthy eating looks different for everyone. Take some time to explore what it looks like for you.

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This bulletin will provide you with information on compensation and benefits and the resources available to you regarding the Phoenix pay system, including important information and tips to avoid pay issues.

Income tax slips for 2020 (T4 or Relevé 1)

ESDC employees have access to their tax slips as of Wednesday, February 24, 2021.

Employees can access 2020 tax slips through Compensation Web Applications, MyGCPay (under the Pay cheque tab) or Phoenix Employee Self Service using the menu paths:

• Main Menu ❯ Self Service ❯ Payroll and Compensation ❯ View T4/T4A Slips
• Main Menu ❯ Self Service ❯ Payroll and Compensation ❯ View RL-1/RL-2 Slips

The 2020 tax slips will also be available on the Canada Revenue Agency and the Revenu Québec websites as of February 22, 2021, for individuals registered with My Account.

Paper copies will be mailed to former employees and employees who are on leave and do not have access to Phoenix Self-Service by February 28, 2021.

After March 8, 2021, former employees or current employees on leave who have not received their 2020 tax slips can contact the Client Contact Centre at 1-855-686-4729 to request a copy.

Please take note of the following tax-related reminders for employees who were working remotely in 2020 due to the COVID-19 pandemic:

• The “province of employment” reported in box 10 on the T4 is the employee’s normal work location. The province of work, for taxation purposes, will not change.
• Employees will still receive a Relevé 1 where their province of employment is recorded as being located in Quebec.
• CRA has waived the requirement for employers to ensure their employees have access to a secure printer from which to print their T4 slips. As such, employees are responsible to print their tax slips through personal means, if required.

For more information on taxes, consult Tax slips for employees and How do I find more information on tax slips and the tax filing process?

Quebec taxable benefits: 2021 rates

Please refer to the Information Notice posted on Canada.ca/pension-benefits for more information regarding the 2021 rates for the Quebec Taxable Benefits.

PSAC – Phoenix general compensation damages payments

Following the signing of the Phoenix damages agreement with the Public Service Alliance of Canada (PSAC) in October 2020, Public Services and Procurement Canada (PSPC) will be starting to provide lump-sum payments, as provided for in the agreement, to eligible employees.

Employees that have been represented by PSAC or have been in an excluded PSAC position can expect to receive an additional lump-sum payment of up to $2,500 with their March 3, 2021 pay.

Employees may receive up to $2,500 ($1,000 for 2016-17 and $500 for each of the following three fiscal years) for general compensation for damages incurred by the Phoenix pay system and compensation for the late implementation of the 2014 collective agreements.

More detailed information will be shared once available about how changes to employee work situations and the leave credits employees may have received under the 2019 damages agreement may affect lump sum payment amounts.

New claims process for severe personal or financial impacts due to Phoenix

A new claims process has been launched by the Treasury Board of Canada Secretariat (TBS) to compensate eligible current and former employees who have experienced severe personal or financial impacts as a result of issues with the Phoenix pay system. This latest claims process is another element of the 2019 Phoenix Damages Agreement. Additional information with regards to this agreement will be communicated at a later date.

Claims for severe personal or financial impacts could include financial losses, mental anguish or other impacts attributed to Phoenix pay issues. Employees who took sick leave or other types of paid or unpaid leave because of an illness stemming from pay issues may also be eligible to apply for compensation through this new process.

This new claims process is in addition to existing claims processes for expenses, financial costs and lost investment income, as well as general compensation for former employees, which continue to be available.

For information on “How to submit a claim”, refer to the Claim damages caused by Phoenix: compensation for severe impacts procedure.

For additional information, consult: Claims and Compensation: Phoenix pay system.

Please note that processing times may be longer given the complex nature of these types of claims.

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Phoenix General Compensation Damages Payments

If you have been represented by the Public Service Alliance of Canada (PSAC) or have been in an excluded PSAC position, you can generally expect to receive an additional lump-sum payment with your March 3, 2021 pay. This payment is the compensation you are entitled to receive under the PSAC damages agreement that was finalized in October 2020.

You may receive up to $2,500 ($1,000 for 2016-17 and $500 for each of the following three fiscal years) for general damages incurred by the Phoenix pay system and compensation for the late implementation of the 2014 collective agreements.

Employees are encouraged to consult the General compensation for damages related to Phoenix page on Canada.ca to learn more about lump-sum payment entitlements under the 2020 (PSAC) damages agreement, and how changes to your work situation could impact the amount you receive.

For example, if you worked in a position represented by a bargaining agent other than PSAC or were in an unrepresented position (e.g. PE, OM , EX) for a period of time between April 1, 2016 and March 31, 2020, and, as a result, already received leave credits under the 2019 damages agreement, you will not receive a payment on March 3, 2021, for those specific fiscal years. You may receive another payment at a later date for any outstanding amounts owed to you under the 2020 damages agreement for the years you worked in positions under two separate agreements. It is important to note that you cannot receive duplicate damages entitlements if you were eligible under the two agreements.

A detailed breakdown of your damages compensation received to date is also expected to be available on MyGCPay starting on March 1, 2021.

If you have any questions or concerns about the lump-sum payment you receive on March 3, 2021 please contact Public Services and Procurement Canada’s Client Contact Centre.

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Department-wide Litigation Hold

A PROPOSED CLASS ACTION has been brought against the Government of Canada for systemic discrimination against Black employees across government, including in Employment and Social Development Canada (ESDC)/Service Canada. The claim alleges that the measures implemented by Canada to address systemic racism, discrimination and employment equity in relation to the hiring and promotion of Black employees have failed to adequately achieve substantive equality, and rather reinforce or perpetuate systemic barriers.

ESDC/Service Canada, and its employees have a legal obligation to take reasonable and good faith steps to protect all relevant documents from destruction or modification, and to preserve them in their original format. This obligation is effective immediately and applies to documents and information of all types that currently exist, as well as documents and information that may be generated in the future.

All inquiries regarding this Litigation Hold should be directed to ESDC/Service Canada’s Lead Coordinator, at EDSC.DGSRH.THOMPSONDIALLO-THOMPSONDIALLO.HRSB.ESDC@hrsdc-rhdcc.gc.ca.

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Health and Safety Info for Managers

Are you managing employees that are working remotely or in the office? Are you managing employees who are serving Canadians? Be sure to reference the Toolkit for Managers and the Coronavirus Disease (COVID-19) Hub page on iService.

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