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Janet Chan psu-hris@lists.umanitoba.ca Important legal documents required when hiring ellen_cianflone@umanitoba.ca, tvoss@ms.umanitoba.ca Thu, 08 Feb 2007 14:00:55 -0600
Greetings, Everyone! As you are aware, it is against the law to hire someone without a valid legal document. Although the practice to verify the required legal documents has been in place, we still come across problems from time to time. Attached is a memo dated February 7, 2007 from Jan Spak, Director, Human Resources Services to the Deans, Directors and Department Heads, describing the types of legal documents along with when and how they should be checked. It is an important document for you if you are involved in hiring, scheduling work or initiating appointment paperwork. The attached memo also mentions about copies of SIN to be forwarded to Human Resources Department for records. I would like to draw your attention that copies are required of all types of SIN cards (in the past, we only asked for copies of the 900 series SIN). Please attach a copy of the SIN to the appointment form whenever you are hiring a new employee. In the case where an employee has a 900 SIN changing to a 600 SIN, please help us identify the change by: either - having both the 900 and 600 SIN copied on the same page if the 900 SIN is still available (highlight both the 900 and 600 number in yellow); or - write on the copy of the 600 SIN a statement: "changing from 900 to 600" (highlight this statement in yellow) We need your assistance and co-operation in order to process the appointment promptly. Please pass on the information to all staff members involved in hiring, scheduling work or initiating appointment paperwork in your department/unit. If you have any questions, please call either Karen Kaluzny at 474-7160 or myself at 474-6343. Janet Chan HR Systems Administrator Human Resources Department Room 309 Admin Bldg University of Manitoba Winnipeg, Manitoba R3T 2N2 Tel. 474-6343 Fax 474-7505 email: Janet_K_Chan@Umanitoba.ca
February 7, 2007
To:
Deans, Directors and Department Heads
From: Jan Spak, Director, Human Resource Services Subject: Important legal documents required when hiring
It is against the law to hire someone without a valid legal document. The University of Manitoba, as an employer, has the obligation to verify the required legal documents before an employee begins work. Please bring to the attention of all staff members involved in hiring, including administrative personnel, grantees and professors of the importance of checking legal documents. The ensuing paragraphs describe the type of legal documents, along with when and how they should be checked. SIN (Social Insurance Number) A SIN card is required for all employees hired in paid appointments. Staff member involved in hiring must ask all potential employees to show their SIN card prior to start work. A copy of the SIN card should be made and forwarded to Human Resources Department along with the appointment form for processing. Failure to attach a copy of SIN card to the appointment form may cause delay in pay. A 900 series SIN is issued to foreign workers working in Canada. It has an expiry date on the SIN card – the old card without an expiry date is not a valid legal document and will not be accepted. Therefore the individual cannot start work until he/she has acquired a new SIN card with an expiry date. A foreign worker who arrives in Canada should be directed to apply for a SIN number immediately upon arrival. More information is available at the Government web site: http://www.servicecanada.gc.ca/en/sin/apply/how.shtml. Once a SIN number has been provided, the individual may start work. Pending the actual SIN card to be issued, a copy of the receipt for the application of a SIN should be submitted to Human Resources Department for processing pay. Once the SIN card is available, a copy should be made and forwarded to Human Resources Department for our records.
If an error has been made having hired someone without a SIN, please call Human Resources Department for advice. Work Permit/Study Permit A foreigner worker must have a valid work permit or a study permit to start work in a salaried or nil-salaried appointment. Please check the effective and the expiry dates of the permit. A foreign worker working on campus with a study permit must be registered as a full time student in the University of Manitoba. A foreign worker is not allowed to work outside the validity period shown on the work/study permit unless he/she is on an “Implied Status” (Please see the paragraph below). Please also check the terms and conditions on the permit to ensure that the individual is legally permitted to perform the work. A copy of the work/study permit must be forwarded to Human Resources Department along with the appointment form for processing. A foreign worker is considered to be on an “Implied Status” when he/she has applied for renewal of his/her work/study permit prior to the expiry of the permit. A receipt issued by Citizenship and Immigration Canada (CIC) is required as a proof that the application for renewal has been received by CIC prior to the expiry date of the work/study permit. A foreign worker is permitted to continue to work on an “Implied Status” and a copy of the receipt should be submitted to Human Resources Department to avoid interruption of pay. As soon as the new permit is available, a copy must be submitted to Human Resources Department for records. Employment Permit for Young Employees An employee under the age of 16 must have an Employment Permit issued by Employment Standards of Manitoba. For more information, please visit web site: http://www.gov.mb.ca/labour/standards/factsheet,doc,young-workers.html#q144.
If you have any question regarding this memo, please call Janet Chan at 474-6343.