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Human Resources Manual - 201 - Documentation

Contents

Introduction

  1. Documentation is an information session for new employees about their pay, benefits and terms and conditions of employment. During documentation, new employees complete forms for compulsory and optional benefits and are provided with information on Government policies that affect their employment.
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Application

  1. These guidelines and procedures apply to all employees, except those employed by the NWT Power Corporation.
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Definitions

  1. HRIS is the Human Resource Information System.
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Guidelines

  1. The Department of Human Resources is responsible for setting out all information and documentation required from employees when they are hired.
  2. Each employee is required to submit prescribed documents to the Department of Human Resources as soon as possible after the start of employment. Failure to provide the requested documents may result in delays in processing employee benefits.
  3. New employees who are members of the Union of Northern Workers (UNW) bargaining group are given leave with pay to attend a presentation by the UNW for up to one hour. If a teacher orientation is provided, it may include a presentation of up to one hour by a NWT Teachers' Association (NWTTA) representative.
  4. Employees are either informed of website access or provided with copies of the following during the job offer and/or documentation process:
    1. Applicable collective agreement or handbook;
    2. Public Service Health Care Plan booklet;
    3. Public Service Management Insurance Plan booklet (if applicable);
    4. Disability Insurance booklet;
    5. Superannuation booklet;
    6. Dental booklet;
    7. Employee information request;
    8. Direct deposition request;
    9. TD1NT and TD1;
    10. Use of Electronic Mail and the Internet Guidelines for Employees of the GNWT;
    11. Workplace Conflict Resolution Policy;
    12. Code of Conduct;
    13. Employee benefits summary;
    14. GNWT website sheet on how to access the applicable collective agreement or handbook;
    15. Employee Family Assistance Program; and
    16. Benefits phone number and email address.
  5. Employees are provided with information and instructions on how to use self service with HRIS.
  6. Employees are advised of the pay process (i.e., hold back of pay), pay periods (i.e., when first pay will be received) and the need to suppress the pay advice.
  7. Employees are advised of compulsory benefits where a deduction is automatically taken from the employee's pay including:
    1. Superannuation;
    2. Supplementary Death Benefits (SDB);
    3. Canada Pension Plan (CPP);
    4. Employment Insurance (EI);
    5. Disability Insurance (DI) or Long Term Disability (LTD);
    6. Income taxes; and
    7. Employee union or association dues.
  8. Employees are advised of optional benefits and the rates or premiums that apply for the following:
    1. Public Service Health Care Plan (PSHCP);
    2. Public Service Management Insurance Plan (PSMIP)– available to non-union employees only; and
    3. Dental insurance.
  9. Employees are given an overview of the appropriate collective agreement or handbook, highlighting the sections of common interest such as:
    1. Medical travel assistance (MTA); and
    2. Leave entitlements.
  10. Employees are provided information on the following that also may require completion of applicable forms for enrolment, understanding of terms, etc.:
    1. Use of Electronic Mail and the Internet Guidelines for Employees of the GNWT;
    2. Code of Conduct and Oath of Office and Secrecy;
    3. Employee Identification (ID) Card;
    4. Tax Deduction Information (TD1NT and Federal);
    5. Superannuation Screening Form;
    6. Designation of Beneficiary (Superannuation);
    7. Waiver of Participation (an optional benefit);
    8. Public Service Health Care Plan (PSHCP);
    9. Public Service Management Insurance Plan (PSMIP)– excluded and management employees only;
    10. Direct Deposit Application;
    11. Common Law Statutory Declaration (If applicable); and
    12. Canada Savings Bonds (optional).
  11. Employees are required to bring the following certificates and information to documentation:
    1. Employee information request (pages 1-3 completed);
    2. Certificates of birth, adoption, marriage and other legal documentation relating to custody or access to dependent(s);
    3. Copies of degrees, certificates and diplomas; and
    4. Blank voided cheque OR savings bank statement for direct deposit if self service is not available.
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Procedures

  1. New employees are advised in the letter of offer about the requirement for a documentation session.
  2. Benefits staff in Human Resource Service Centres provide and outline the pay and benefits package to new employees during the documentation session.
  3. Employees who miss their documentation appointment must contact the Department of Human Resources to reschedule.
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Authorities and References

Main Collective Agreement with the UNW
Article 15.05, Provision of Bulletin Board Space and Other Facilities

Collective Agreement with the NWTTA
Article 7.08, Information

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Last Updated: May 2007