Pay Codes
Below you can find the COVID-19 pay codes and when they are to be used.
| REG/EXT | TIME DEFINER REASON | NOTES - WHEN TO USE | |
|---|---|---|---|
| Regular Paid codes |
IK/RB
|
Sick Outbreak - pays at 1.0 (same rules as ID/XD) comes out of employee sick bank
|
· Employee is sick due to experiencing symptoms or positive testing of COVID-19. · Employee answers YES to any of the daily fitness for work screening questions regarding symptoms; the employee will be asked to contact the Health Care Worker Hotline (HCWH) and leave the workplace · Employee answers NO to all of the daily fitness for work screening questions regarding symptoms, however has a temperature >38C; the employee will be asked to contact the HCWH and leave the workplace. |
| Regular Paid codes | ID/XD | Sick - regular | · Employee is sick unrelated to COVID-19 criteria |
| Regular Paid codes | ZZ/XZ | Regular work/Reassigned |
· If an employee is working their regular shift and has been reassigned to do COVID-19 work including screening, they would code their time with regular time codes · If an employee’s work is to be charged to one of the COVID-19 departments – time is coded regular with a charge to the appropriate COVID department · If an employee has been told to self-isolate and is able to work from home · Regular shift replacements – non-COVID related · Cohorted “extra” staffed used to cover a vacancy at that site. |
| Regular Paid codes | ZK/RA | Outbreak Worked - pays at 1.0 (same rules as ZZ/XZ) |
· Additional staffing costs · Relief employee is covering an employee who is experiencing signs, symptoms or has tested positive for COVID-19. · Employees cohorted to a site, working their guaranteed hours from another site as additional staffing · Redeployed staff from Labour Pool working additional hours to backfill a shift |
| Overtime Paid codes |
OH/RH
OF/RF
OG/RG |
Overtime Outbreak - pays at 1.5/2.0 (same as OT/RT)
Overtime Outbreak shifts - pays at 1.5 (same rules as OW/RW)
Overtime Outbreak shifts - pays at 2.0 (same as OX/RX) |
Additional staffing costs, or an employee is replacing an employee who is experiencing signs, symptoms or has tested positive for COVID-19, and is entitled to Overtime to work. |
| Overtime Banked codes |
OK/RK
OP/RL
OM/RM |
Overtime Outbreak TIL - banks at 1.5/2.0 (same rules as T1/V1)
Overtime Outbreak TIL - banks at 1.5 (same rules as T2/V2)
Overtime Outbreak TIL - banks at 2.0 (same rules as T3/V3) |
Additional staffing, or an employee is replacing employee who is experiencing signs, symptoms or has tested positive for COVID-19, and is entitled to Overtime and is choosing to bank it. |
| Employer Directed Shift change | SQ/VQ | Pays at 2.0 |
· For the first 5 shifts: Employees shifts are changed due to redeployment – HSAS, SEIU, SGEU, SUN · For the first 7 shifts: Employees shifts are changed due to redeployment – CUPE · Note: as these shifts are part of the employees regular earnings and not deemed OT, these codes pay regular earnings at 1.0 plus a premium pay of 1.0 for the total pay of 2.0 |
| Paid Leave codes | DK/VJ | Paid LOA - pays at 1.0 |
· Employee is in self-isolation (w/o symptoms) as directed by MHO, Health line (811), or via the COVID-19 online self-assessment tool. · Employees not reporting to work due to department closure · Employee is asymptomatic, but was screened as unfit to work by answering “yes” to a question related to personal contact |
| Paid Leave codes | IW/XC | WCB paid | · Employee tested positive for COVID-19 and contracted while working they should notify their manager, who will be required to substantiate the exposure at work. The employee will apply to WCB by completing an incident form, and a W1 to start the WCB process |
| Unpaid Leave codes | LK/VK | Unpaid LOA - (same rules as LO/VB) |
· Employee is in self-isolation due to personal travel after March 16th · Employee refuses to be screened for daily fitness to work; the employee will not be allowed to work, and it can be discussed with Labour Relations or HR Business Partner · Employee has chosen to self-isolate |
| Unpaid Leave codes | LI | Unpaid sick | · Employees do not have paid sick time in their bank so will be placed on an unpaid leave |
| Unpaid Cohorting | MV (ESP) | Unpaid Move | · Employee needs to be removed out of a shift(s) to restrict the movement of staff (cohorting) between long-term care, personal care and other service areas (i.e. Acute Care, Home Care, etc.) |
COVID Department Code Summary
|
COVID Dept Code |
Notes - when to use |
|---|---|
|
O992 - COV Field/SWT |
· Used for non-SHA facilities that are set up as COVID hospitals should the need arise · Supplemental Workforce Team (SWT) will be hiring employees into this Dept as a placeholder or float |
|
O993 - COV OH&S Call Centre |
· Trained OH&S staff working to support Managers and employees on and OH&S questions, currently operational in Saskatoon |
|
O994 - COV HealthLine 811 Call Centre |
· Trained staff that have been deployed to assist with the 811 Call Centre – to date this is only in RQHR · Employees would sign in on their regular flow sheet and indicate charge to O994 |
|
O995 - COV Test/Assess Site
|
· Used by employees who have been deployed to the COVID test/assessment site · Employees will sign in on a flow sheet at the test site. The completed flow sheet is submitted to the payroll department for processing. Time will be entered on the home department and charged to O995 · All time to be coded using regular time definers |
|
O996 - COV Survey & Contact Tracing |
· Used by employees who have been deployed to do the survey and contact tracing. Time will be entered in the home department and indicate charge to COVID Survey and Contact Tracing – O996 |
Source: SHA
