Updated: May 20, 2020
- All MtA employees should expect to work remotely unless explicitly told otherwise by their supervisor.
- All employees who are scheduled to work or on an approved leave will be paid as usual.
- All buildings on campus will remain locked until further notice. Access to any building is restricted to critical services only or to retrieve items. If you need access to a building, seek permission, during business hours, from your dean or director. Please do not request access to buildings unless it is absolutely essential.
- Employees who are conducting research and require the use of campus facilities may now work on campus under the guidelines in the University's Operational Plan. For more information on the required procedures, see the return to campus activities page.
- Shipping and receiving is a critical service and will continue, but mail/package services will be provided on an as-needed basis and items will not be delivered to other buildings on campus unless necessary. Please e-mail firstname.lastname@example.org if you require these services.
For more information:
- Return to campus activities information and procedures
- Employee FAQ
- COVID-19 FAQ
- Employee absences and special caregiver leave
- Information for employees who are working
- Support for employees
- Modified services for employees
- Modified services for students
- Resources (videos, posters, and links to government information)
Information for employees who are unable to work
This information is in effect as of March 15, 2020 and is subject to change.
Although on-campus classes are suspended, University operations and student services will operate to the degree possible over the next several weeks.
For employees who are unable to attend work, we wish to provide you with the following information.
Absences due to health-related reasons
- If you are sick or have flu-like symptoms, do not come to work. Contact your supervisor directly to advise of your absence due to illness.
- If you have been mandated to self-isolate because of travel-related restrictions or by a medical professional, do not come to work. Contact your supervisor directly to advise of your absence due to illness.
If you are a staff member, you will enter your time into Connect as “Sick Leave” at the time of your absence or when you return to work.
CUPE 2338 members should contact their supervisor to report their absence using the normal procedures.
Employees will not be asked to provide medical documentation of suspected COVID-19-related absences until further notice; however, for absences related to other conditions the typical documentation requirements remain in place.
Special Caregiver Leave
- If you are caring for a family member who is sick or in self-isolation, you must advise your supervisor of your intent to be absent for this purpose, and you may request a “Special Caregiver Leave with pay” from your supervisor in order to stay home with pay for an initial maximum of 20 workdays.
CUPE 2338 members should contact their supervisor to report their absence using the normal procedures and to request a “Special Caregiver Leave with pay”.
Absences due to childcare requirements
If you are unable to come to work because of childcare requirements, contact your supervisor to discuss the option of implementing a possible temporary work-from-home arrangement or a temporary change to your hours of work. If these type of arrangements are not feasible, you may request a “Special Caregiver Leave with pay” from your supervisor in order to stay home with pay for an initial maximum of 20 workdays. In the case of childcare requirements, “Special Caregiver Leave with pay” will be granted to only one employee per family unit.
CUPE 2338 members should contact their supervisor to report their absence using the normal procedures, and to request a “Special Caregiver Leave with pay”.
Information for employees who are working
For employees who are at work, depending on the work that you do and the operational needs of your department, your supervisor may discuss alternative work arrangements with you that may include the opportunity to work from home, to work from a different location on campus, or to work different hours.
The purpose of these alternate arrangements is to protect the health of employees by limiting their exposure to others (social distancing) and so we ask that you consider these suggestions and that you make some suggestions of your own if you have any.
Support for employees
This is a stressful time and all employees are reminded that our Employee and Family Assistance program (Morneau Shepell) is available 24/7 to provide support and assist you with any challenges that you may have at: 1-844-880-9142 or https://www.workhealthlife.com/
Take care of yourself and reach out for assistance if you need it!
Modified services for employees
The bookstore is operating for shipping/receiving services only for University purchased items and student parcels. Hours are Monday to Friday, from 8 a.m. to 12 p.m. only. If you are expecting a shipment, please contact email@example.com. Outgoing mail and packages are for University-related work only.
Helpdesk employees are working remotely, ready to assist employees Monday to Friday between 8:30 a.m. to 4:30 p.m. excluding holidays. Voicemails left at (506) 364-2473 are being monitored, as well as e-mails to firstname.lastname@example.org. The Samanage ticketing system is also being monitored. If you require immediate assistance during open hours, please contact (506) 224-0505 or (506) 224-0544. If there is no answer, we are currently on the line assisting other customers.
Microsoft Teams Support
Training documents have been prepared with information about how to use Teams for remote instruction and meeting. The documents can be downloaded. Contact the CSD Helpdesk for direct assistance.
Additional training materials have been prepared for Moodle. Log into Moodle to access the materials. Contact the CSD Helpdesk for direct assistance.
The Research Office is working remotely. Research Ethics Board: Protocol Reviews will occur remotely (e.g. Microsoft Teams). For the meeting schedule, please refer to the ORS website. Animal Care Committee: Protocol Reviews will occur remotely (e.g. Microsoft Teams). The next meeting is scheduled for April 29, 2:30 p.m.
Changes to processing of purchase requisitions, payment requests and reimbursement forms effective Wednesday, March 18, 2020
During remote working conditions, changes to the below functions and processes are required. These are designed to protect the health and safety of staff, faculty, and students, while allowing everyday functions of the University to continue.
Please note these changes are a pilot and temporary exception to existing policies and procedures to manage the impact of COVID-19. If there are any issues with documents submitted to Financial Services, they will be returned to the approver for resolution.
Until further notice:
- Goods and services with a pre-tax value of greater than $2,000 and less than $10,000 (including all costs) require an external quote
- Goods and services with a pre-tax purchase value of between $10,000 and $24,999 (including all costs) will require 3 competitive quotes.
- Goods and services with a pre-tax purchase value of between $25,000 and $105,700 (including all costs) will require working with Procurement Services for assistance and processing.
- Goods and services with a pre-tax purchase value of greater than $105,700 (including all costs) will require a competitive bidding process (i.e RFP). Construction, where the pre-tax purchase value (including all costs) of greater than $100,000, will require a competitive bidding process (i.e RFP).
To ensure that your purchase request is received by procurement for processing, please use the online requisitioning tool following the instructions for using the online requisitioning tool. If you experience issues or difficulties, please reach out to email@example.com. Due to staff working from home, paper requisitions will be difficult to process and cannot be guaranteed.
Reimbursements to employees and other individuals forms
Reimbursement forms (travel, cheque requisitions, pre-paid travel, etc.) and supporting documentation should be submitted electronically to firstname.lastname@example.org. E-mail routing for approval is acceptable. Signatures are not required. Financial Services will consider an e-mail from the appropriate approver’s e-mail to be evidence of approval by that individual.
In an effort to minimize contact points, you do not need to forward the paper documents to Financial Services. We recommend you maintain the originals (including electronic copies) until the reimbursement form is processed. They can be destroyed after that. A clear image will be required for processing of the reimbursement form and supporting documentation. It is recommended that small receipts be taped to a blank piece of paper to facilitate scanning.
To save the cheque requisition, travel, or other Financial Services forms, you should first choose File/Print to a pdf, then send that saved form and the scanned receipts to email@example.com.
Invoices for which a PO has been issued
Invoices for which a PO has been issued should be submitted electronically to AccountsPayable@mta.ca. E-mail routing for approval is acceptable. Signatures are not required. Financial Services will consider an e-mail from the appropriate approver’s e-mail to be evidence of approval by that individual.
Invoices for which a PO has not been issued
Until further notice, we are suspending the use of the cheque requisition form to pay external vendors.
Invoices for which payment is requested should be submitted electronically to firstname.lastname@example.org beginning March 18, 2020. Please provide the appropriate general ledger account and distribution of the amounts (if more than one general ledger account). E-mail routing for approval is acceptable. Signatures are not required. Financial Services will consider an e-mail from the appropriate approver’s e-mail to be evidence of approval by that individual.
Payments to employees, students, vendors, suppliers
Cheque runs will be done every two weeks beginning the week of March 30 and then every two weeks following.
P-card holders should ensure they have updated their online P-card account in “CentreSuite” and that all transactions are properly recorded with a general ledger account assigned and a description added for each purchase.
Receipts/supporting documentation can be held until our return to campus or submitted to Financial Services through the bookstore (please e-mail ahead email@example.com). E-mail routing for approval to firstname.lastname@example.org is acceptable. Signatures are not required. Financial Services will consider an e-mail from the appropriate approver’s e-mail to be evidence of approval by that individual.
Select “Print your PCard statements” in Centresuite, which will open Adobe. You can select the envelope icon in the tool bar and this will allow you to forward it as a PDF by e-mail. The approver can provide their approval by e-mail, sending it to email@example.com.
Where can I find out more information about using Microsoft Teams or Moodle?
Computing Services has pulled together training resources for faculty and staff who are working from home or delivering course content remotely. Links to the content can be found on CSD's working & learning from home resources page.
How can I access my voicemail remotely?
Instructions for accessing your voicemail remotely can be found on the Computing Services website at the following link: https://www.mta.ca/uploadedFiles/Community/Administrative_departments/Computing_Services/FAQ/Eastlink_voice_messaging/Eastlink%20Voice%20Messaging_MTA.pdf
What are best practices for using VPN?
In order to prevent the VPN servers from becoming overloaded, VPN usage should be limited to Colleague and network share (M drive and departmental share) access only. There are a few special cases, e.g. lab equipment remote control, that are also acceptable also.
VPN is not required for Office 365 use and should be avoided when using video of any kind. Please disconnect from your VPN before beginning any video sessions.
In order to facilitate working remotely, Computing Services suggests copying files that are on network shares to your OneDrive or a Team. Please ensure the files have finished uploading before deleting them or disconnecting the VPN. Uploading can take a considerable amount of time, but once the files are in the Microsoft cloud they can be accessed from anywhere without using VPN.
What are best practices for using Microsoft Teams?
In order to have the best possible experience:
- Only turn on your camera if necessary
- Keep your microphone muted unless you need to speak (conference organizers can also mute all attendees)
- Only turn your speaker volume as high as needed for you to hear - the higher the volume, the harder the device has to work at echo cancellation
- Disconnect after your session is over so no unnecessary sessions are running
Microsoft is ramping up capacity as quickly as possible to accommodate the many people currently working from home. Following the advice above helps with the load so everyone is better able to connect with one another as needed.
How do I send a purchase order requisition (POR) to Financial Services?
To ensure that your purchase request is received for processing, please use the online requisitioning tool. Instructions are included in the link below. If you experience issues or difficulties, please reach out to firstname.lastname@example.org so that we can investigate the problem and help move things along. Due to staff working from home, paper requisitions will be difficult to process and cannot be guaranteed.
How do I get reimbursed for travel and other expenses now that most people are working from home?
You should send your claim to email@example.com. Please ensure any personal information, such as credit card numbers, are not visible. Reimbursements may be a little slower than normal. If you have questions or problems doing this, you can send your question to firstname.lastname@example.org.
I booked and paid for travel in advance that was refundable or exchangeable but the event/conference has been cancelled.
You should obtain a refund where possible, otherwise obtain a credit to be used against future travel.
I booked and paid for travel in advance that is non-refundable, nor can I receive a credit for future travel, but the event/conference has been cancelled.
Non-refundable fees due to cancelled travel resulting from a cancelled conference, travel advisory, or personal choice health-related concern can be claimed according to Tri-Council; travel funded from other sources will follow the same guideline.
I am considering going to a conference but am worried it may be cancelled. Should I book my travel?
You should monitor travel advisories and only book refundable or exchangeable travel and accommodations. You should ensure conference fees are refundable and only book once assured a conference will run.
I have unspent travel funds in my PER, internal research account, award, or other fund, excluding external grants or funding.
An extension of one year will be granted to all such unspent internal accounts.
I have been reimbursed for travel that was cancelled and I received a refund from the travel provider.
The University should be reimbursed and the money will be put back in the account it originally came from. A cheque can be given to Financial Services for deposit. The University cannot accept e-transfers.
I haven’t been reimbursed for travel that has been cancelled but have been able to receive a credit.
You should keep the credit for future use and advise Financial Services of the details. If another business trip is not expected, but the airline credit will be used for personal travel, the amount of the credit minus the change fee will need to be refunded to the University. Please document this on any claim.
I bought non-refundable travel and not claimed it yet and the event has been cancelled.
You should claim the expenses as originally intended against the original funding source.
I have a finance-related question not answered here.
Send your question to email@example.com
Travel insurance information
Does the University’s employee travel insurance cover COVID-19?
For employees enrolled in the University’s health plan, any such related personal travel claims will be processed as per the emergency travel health policy held by the University.
If an employee is quarantined and contracts COVID-19, will the travel insurance cover the medical expenses?
For employees enrolled in the University’s health plan, claims related to the coronavirus (COVID-19) will be processed as per the emergency travel health policy held by the University.
Am I covered if I decide to travel to a country for which a travel advisory was issued by the Canadian government?
The University’s policy does not contain exclusions for travel to countries for which the Canadian government has issued a travel advisory. Emergency medical expenses are therefore covered. It’s important to know that in regions affected by COVID-19, local public and governmental health authorities have priority over international assistance services. Therefore, our emergency provider, AXA Assistance, is limited with respect to the level of emergency assistance it can provide.