Part-time Worker

A part-time worker is a person who is not ordinarily required to work more than one third of the normal scheduled daily or weekly hours of work (i.e., 12.5 hours) established for persons doing similar work (i.e., 37.5 hours).

  • Why consider this staffing action
    • To cover non-conventional hours (i.e., to cover extended business hours from 4:00pm-6:00pm);
    • To fill unforeseen temporary vacancies;
    • To work on short term projects;
    • To work on backlogs or meet temporary increases in workload;
    • To hire employees with specialized skills or require minimum training.
  • What you need to know
    • Difference between a part-time worker and a part-time employee

      Part-time worker: Means a person appointed under the Regulations Respecting Part-Time Work in the Public Service who is not ordinarily required to work more than one-third of the normal scheduled daily or weekly hours of work established for persons doing similar work.

      Part-time employee: Means a person employed to work less than the normally scheduled daily or weekly hours of work established for a full-time employee of the same occupational group and level but more than one-third.

    • Classification Group and Level
      • Sub-delegated managers determine the duties to be performed and the associated group and level for which a part-time worker will be compensated. If the duties are not reflected under the manager's organizational structure, refer to the National Work Description Bank or submit a request in the HRSC Portal to help determine the appropriate group and level.
    • Merit and Recourse
      • Part-time workers are not 'employees' under the Public Service Employment Act and are not subject to merit (i.e., not required to meet the SOMC, qualification standards, and linguistic requirements) or recourse to the Federal Public Sector Labour Relations and Employment Board (FPSLREB).

      However:

      • Sub-delegated managers are to ensure that the part-time worker possesses the necessary skills (including language) to meet the operational requirements of the work to be performed.
    • Security
      • Employees must have a valid security clearance that meets the security level required for the position being staffed.
      • For new hires to ESDC, submit security clearance requests to the appropriate Regional Security Office (RSO) as early as possible to avoid delays in the processing of your staffing action.
      • Refer to the Validation Of Security For Staffing Requests Chart to know the security confirmation process for your staffing action.
    • Vaccination Requirement
    • Employment and Schedule
      • The start and end dates cannot be on a statutory holiday or on a weekend (unless the person is actually required to work on that day). Further, the start date must be a day worked.
      • When the required hours regularly go over one third of the normal scheduled hours, contact your HR Consultant to consider other staffing options.
      • Part-time workers are not subject to a probationary period but their employment may be ended for reasons such as for unsatisfactory performance causes requiring disciplinary measures, as well as for lack of work with a minimum notice period of one day.
      • May be hired with a set or shift work schedule. Part-time workers cannot be hired on an "as required" basis. For more information on work schedules, consult the Guidance Document on Work Schedules for Employment Offers.
    • Pay
      • Part-time workers are paid with salary dollars.
      • As per Part 2 of the Appendix of the Directive on Terms and Conditions of Employment, on appointment from outside the Public Service:
        • The rate of pay is to be the minimum rate of the pay scale applicable to the position to which the person is appointed.
        • The sub-delegated manager has the discretion to appoint a person above the minimum salary only when one of the following conditions applies:
          1. shortage of skilled labour in the field involved, as evidenced by local or regional labour market surveys from recognized institutions;
          2. unusual difficulties in filling the position with properly qualified candidates (for example, the minimum rate of pay is not competitive with the rates offered by local or regional employers for similar duties); or
          3. operational conditions require the presence of a highly skilled or experienced person who can assume the full duties of the position immediately upon taking employment (for example, there is no alternative but to pay above the minimum because training a novice person would impose an unacceptable burden on the employing organization).
    • Retirees

      An employment contract with a continuous employment period of more than 6 months has consequences for employees already receiving a pension. Retirees should always consult the Pension Centre before accepting a new job. Note that a period of leave without pay does not constitute a break in the continuous employment period.

    • Travel

      When an employee is required to work in another city or region, outside his regular workplace, they could be deemed to be in travel status. This movement is covered by the National Joint Council Travel Directive. For questions related to travel, contact the Finance and other Related Services Sector on the Gateway for Travel Support.

    • Entitlements
      Part-time workers Are entitled to:Part-time workers are Not entitled to:
      • Less than 3 consecutive months:
        • Terms and Conditions of Employment
      • 3 consecutive months or more:
        • Covered by a collective agreement - with some restrictions
      		 Performance Pay or Bilingualism Bonus
      Apply to external advertised appointment processes Apply to internal advertised appointment processes (appointments or deployments)
      Overtime pay – Overtime should only occur in exceptional circumstances
      • Less than 3 consecutive months:
        • Overtime in compensatory days off
      • Less than 3 consecutive months:
        • 4% vacation pay in lieu of paid vacation leave
      • 3 consecutive months or more:
        • Paid vacation leave - credits are prorated to account for the reduced work week
      • Less than 3 consecutive months:
        • Earn leave credits or vacation with pay
      • 3 consecutive months or more:
        • Paid sick leave - earned sick leave can be used and are prorated to account for the reduced work week
      • Less than 3 consecutive months:
        • Paid sick leave but earn sick leave credits as prescribed in the relevant collective agreement

      Bereavement leave up to 3 consecutive calendar days - paid leave after 3 months of continuous employment

      Health Care and Dental Care - unless they complete 6 months of continuous employment (or are offered employment of 6-months or more in one contract in which case they are eligible immediately)

      Compensation of 4.25% of their salary in lieu of pay for statutory holidays - rate determined by the relevant collective agreement

      Pension Plan - unless they complete 6 months of continuous employment and work an average of at least 12 hours per week
      Leave without pay  

      Acting Pay (if assigned to perform duties of a higher classification level)

      		  
  • Required documents
    • Initial Hire
    • Extension
    • If Applicable
      • Dual remuneration: A written certification from the delegated authority of the organization in which the person occupies their substantive position that the performance of additional service in another organization does not impair the person's effectiveness in their substantive position.
  • Submitting a request
    • Step 1: Obtain the following
      • Consult the Terms of Reference of your branch/regional Workforce Management Committee (WMC) to determine if WMC approval is required.
      • Employee PRI: If the employee is new to the Public Service, obtain a PRI.
      • If a temporary resident or temporary foreign worker is hired, ensure they have a valid work permit for the duration of the employment
    • Step 2: Complete the request form
    • Step 3: Submit your request
      • The staffing sub-delegated manager with financial signing authority, for the identified cost centre, under the Financial Administration Act (FAA) assumes full responsibility for the request.
    • Step 4: Contract and signatures
      • After HR review, a contract or letter of offer will be issued through the HRSC Portal request for signature.
      • Read the contract/letter carefully and return it once signed by all parties as per the provided instructions.
        • If any amendments are required, please advise HR. Do not make handwritten amendments or use a PDF editor.

    Tip for Initial Hire:

    If the part-time worker is new to ESDC or has a break in service with ESDC of one workday or more, the following pay documents will be requested with the signed letter of offer. You can provide them to the part-time worker in advance while you wait for the letter of offer.

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