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CONFIDENTIAL
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1. Introduction
This chapter outlines the authorities and responsibilities of senators in managing their staff; the
general terms and conditions which should govern employment in their respective offices; the
availability of training and professional development activities; and the Employee Assistance
Program. Terms and conditions of employment for employees who are hired for term periods of
six (6) months or more are also provided to assist senators in managing their human resources.
Under the Senate Administrative Rules, senators have the sole discretion to
cause employees to be hired to serve on their staff.
Although the Senate Administrative Rules do not impose limitations or
conditions in regard to senators sole discretion, the Rules reflect a common set
of values and ethical conduct in upholding the public trust. Fairness, integrity
and transparency should guide senators actions in serving the public interest.
These guidelines should assist senators in demonstrating these values when
carrying out their parliamentary role, including the hiring of staff and
contractors.
The Human Resources Directorate can provide assistance to senators in
identifying their staffing needs, advertising their vacancies and in providing
various assessment tools. A Guide on Hiring Senators Staff, which includes a
proposed Statement of Responsibilities and Competency Profile for each type of
position in a senators office, was approved by the Steering Committee of the
Standing Committee on Internal Economy, Budgets and Administration
(Internal Economy Committee) on October 24, 2006 and distributed to all
senators on November 29, 2006 (see Annex F Statement of Responsibilities
and Competency Profiles). Senators are encouraged to consult this Guide prior
to hiring staff or when setting salary levels for them.
Budget
In order to cause staff to be hired, senators must ensure there are sufficient
funds in their Senators Research and Office Expense Budget. Depending on the
category of employment chosen, the senator completes the Request for Services
Contract or a Human Resources Planner - Senators Offices form and sends the
required documentation to the Human Resources Directorate for initial
verification and processing.
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The services and costs of a contractor or an individual may be shared by two (2)
or more senators. In such cases, original signatures of all senators involved will
be required on the appropriate form to initiate the hiring process.
2.2 Responsibilities
Principles
In carrying out their parliamentary functions, senators have full discretion over
the choice of their staff and control of the work performed by them. However,
senators are subject to the law and to the rules, direction and control of the
Senate and its Internal Economy Committee.
There are a number of social considerations and institutional restrictions
regarding staff composition that senators should take into account for the
effective administration of their office.
Official
languages and
diversity
representation
When recruiting staff, senators should consider hiring some bilingual personnel
to reflect the linguistic duality of the country. As well, as an institution
promoting equal opportunity for every Canadian, senators should consider
hiring staff from a variety of cultural or ethnic backgrounds.
Restrictions on Senators may not hire a family member or a household member on their staff.
hiring
A family member means a person, other than someone excluded by the
Committee at the request of the senator, who is a spouse or common-law
partner, a child or grandchild, a parent or grandparent, a brother or a sister, or a
person in a relationship described above by virtue of an in-law or step
relationship.
Senators may not hire an individual who is also a full-time employee of the
Senate, the House of Commons, the Library of Parliament, a public servant in a
federal department, agency or a Crown corporation, or who is receiving fulltime employment income from the Consolidated Revenue Fund.
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The Consolidated Revenue Fund is defined as the general pool of all income of
the federal government.
Statement of
responsibilities
When senators choose to hire staff for a specified period under or over six (6)
months, they are invited to include a statement of responsibilities with their
initial Human Resources Planner Senators Offices form. A statement of
responsibilities is a description of the work to be performed by the incumbent
of a position and constitutes the foundation to evaluate the work activities and
to determine a salary. The statements of responsibilities found in Annex F are
proposed as benchmarks for positions in senators offices.
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All senators staff, regardless of the category of employment, are subject to the
Conflict of Interest Code. Persons governed by the Code must conduct
themselves in such a manner as to minimize the possibility of a real or
apparent conflict of interest arising between their duties to the Senate or a
senator and their private interests.
Security
accreditation
and ID cards
The Senate Protective Service will issue to all new staff a Senate photo
identification card that will grant them access to all Senate buildings. The
identification card will not be issued unless a Security Accreditation has been
performed.
On June 13, 1997, the Internal Economy Committee approved three (3)
categories of staff as follows:
Category I- Services Contracts for short periods of time;
Category II- Appointment for a specified period for less than six (6)
months; and
Category III- Appointment for a specified period for six (6) months and
more
3.1. Category I
Contracts for
services
Senators may use their Senators Research and Office Expense Budget to obtain
the services of contractors, including individuals, agencies and organizations.
This option is ideal for short-term purposes such as speech writing or
researching a project undertaken by senators in their parliamentary capacity.
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For a formal contract, a senator fills out a Request for Services Contract form
and sends it to the Human Resources Directorate for processing. The senator
signs the request for services contract and must indicate the start and completion
dates, the nature of the work to be done and the total dollar value of the contract.
If more than one (1) senator is sharing the costs of the contract, each senator
signs the request for services section of the form.
The contractor will sign the Services Contract Agreement and must indicate the
GST or HST registration number, business number or SIN. The signatures of
the Senate Administration representative and the contractor must be
countersigned by witnesses.
For very short and specific job assignments, a formal contract may not be
necessary and an invoice with a certification document may be accepted for
payment.
Contractors must also complete the Information Required for the Completion of
the T-1204 Government Service Contract Payment Slip form in keeping with
Canada Revenue Agency requirements, and the Security Accreditation form.
Contracts are valid only in the current fiscal year and cannot be extended
beyond March 31st. If the work is to continue, a new contract must be issued on
April 1st. Senators are to avoid any employer-employee relationship with
contractors.
Contractors have the right to enter into a contract at any time with more than
one (1) senator as long as the aggregate payment to the individual or firm will
not exceed $100 000 per fiscal year, exclusive of GST or HST.
Invoicing and
payment
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Termination
A contract can be terminated by either party by giving at least two (2) weeks
notice in writing.
The contract will be terminated if: the contractor is unable to provide the
services as required; the senator retires, resigns or dies; the contractor becomes
employed by the Senate, House of Commons, Library of Parliament, a
Government department or Crown corporation; or if the services of the
contractor are unsatisfactory or no longer required.
If the contract is terminated, the contractor will be paid for the work performed
to the date of termination and the contractor will remit to the senator all
completed work and all work in progress.
3.2. Category II
Terms less than
six months
Under this option, senators may hire individuals for a specified period of less
than six (6) months. Individuals may be retained on a full-time or part-time
basis.
These individuals will not receive employee benefits, but will be provided
with a record of employment and may be eligible to receive Employment
Insurance. They will also receive four percent (4%) of their total earnings in
lieu of vacation.
Their income will be subject to certain deductions at source such as premiums
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for the Canada or Quebec Pension Plan, Employment Insurance and for
Income Tax.
Remuneration will be made on a bi-weekly basis. The maximum annual salary
offered to any individual under this option should be in accordance with the
salary range detailed in Annex G.
Category II staff are not entitled to paid leave; however, they are paid for
statutory holidays (See subsection 4.1 Pay Administration in this chapter for a
listing of statutory holidays.)
In accordance with the Policy on Accumulated Time Off for Senators Staff,
senators personnel, other than those remunerated by the budgets of the
Speaker of the Senate, the Leader, the Deputy Leader and the Whip of the
Government, and the Leader, the Deputy Leader and the Whip of the
Opposition, are not entitled to overtime compensation in cash but are entitled
to equivalent time off. The accumulated time, which is registered on an Extra
Duty Pay/Shiftwork Report and Authorisation form must be taken before the
end of the six (6) month term. Unused accumulated time will not be paid
during, or at the end, of employment. The Human Resources Directorate does
not keep records of the accumulated time of senators staff. It is the
responsibility of senators to track and verify the overtime worked by their
staff.
Individuals whose services are retained under this option for a determinate
period of six (6) months or more will be considered employees of the Senate
and will be entitled to receive all benefits and entitlements. Employees may be
retained on a full-time or part-time basis.
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For the most part, their terms and conditions of employment will be similar as
those of non-represented employees of the Senate Administration. Deductions
for the Canada Pension Plan, Employment Insurance and Income Tax will be
made at source. Staff hired under this option will be eligible for benefits such
as the Public Service Superannuation Pension Plan, the Public Service
Management Insurance Plan, Public Service Health Care Plan and Public
Service Dental Care Plan. (See section 4 Terms and Conditions of
Employment for Staff Hired for Six Months Plus for more information.)
House Officers of the Senate are defined as the Speaker, the Leader of the
Government, the Leader of the Opposition, the Deputy Leaders and the
Whips.
House Officers staff can be hired on an indeterminate basis and have
additional entitlements such as the carry-over of annual leave.
House Officers must respect their salary budget allocations. Exceptions can
only be granted by the Committee on Internal Economy, Budgets and
Administration.
For more information, contact the Human Resources Directorate at 613-9928042.
4. Terms and Conditions of Employment for Staff Hired for More than Six
Months
Introduction
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compensation leave in lieu of paid overtime, and are also entitled to four percent
(4%) of their total earnings in lieu of vacation.
Deductions
Compulsory deductions are withheld from the salaries of full-time and part-time
employees provided they work a minimum 12 hours per week for:
Income Tax
Canada Pension Plan
Employment Insurance
Superannuation Pension Plan
Supplementary Death Benefit Plan
Long-Term Disability Plan
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For further information on the Transit Pass see the web site at:
http://publiservice.gc.ca/services/transit/.
Designated
holidays
Staff hired under Category II and Category III are paid for the following 12
holidays:
New Years Day
Good Friday
Easter Monday
Victoria Day
St. John the Baptist Day
Canada Day
First Monday in August
Labour Day
Thanksgiving Day
Remembrance Day
Christmas Day
Boxing Day
All employees must complete a monthly Application for Leave and/or Monthly
Attendance Report form.
Accumulated
time off
In accordance with the Policy on Accumulated Time off for Senators Staff
which was revised on October 24, 2006, senators staff, other than those
remunerated by the budgets of the Speaker of the Senate, the Leader, the
Deputy Leader and the Whip of the Government, and the Leader, the Deputy
Leader and the Whip of the Opposition, are not entitled to overtime
compensation in cash but are entitled to equivalent time off. The accumulated
time which is registered on an Extra Duty Pay/Shiftwork Report and
Authorisation form must be taken within the 12 months following the fiscal
year in which it was accumulated. Unused accumulated time will not be paid
out at any time. The Human Resources Directorate does not keep records of
senators staff accumulated time. It is the responsibility of senators to track the
overtime worked and the accumulated leave taken.
Vacation leave
Provided they earn 10 working days of salary in a month, employees with less
than 15 years of service accumulate vacation leave at the rate of 11.66 hours
per month (20 working days per fiscal year). Employees with 15 to 28 years
less a day of service accumulate vacation leave at the rate of 14.58 hours per
month (25 working days per fiscal year). Employees with 28 years or more of
service accumulate vacation leave at the rate of 17.5 hours per month (30
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The Senate requires employees to take their vacation leave in the year in which
it is accumulated, preferably during periods when the Senate is not sitting. If
available vacation credits are not all taken during the year, the employee may
carry over unused vacation credits to the next fiscal year, but only to a
maximum of one (1) years entitlement. Part-time employees accumulate leave
on a prorated basis. Accumulated vacation credits exceeding the carry-over of
the one year entitlement will not be paid out during or at the end of
employment.
Sick leave
without pay
When an employee has not accumulated sufficient leave credits to cover the
required period of sick leave, sick leave without pay may be granted at the
senators discretion.
Marriage
leave with pay
After completion of one (1) year's continuous employment in the Senate, with a
minimum of five (5) days' notice, an employee will be granted 35 working
hours (5 days) marriage leave with pay for the purpose of getting married.
For an employee with less than two (2) years of continuous employment, in the
event of termination of employment for reasons other than death or lay-off
within six (6) months after the granting of marriage leave, an amount equal to
the amount paid the employee during the period of leave will be deducted from
any monies owed to the employee.
Bereavement
leave with pay
For the purpose of this leave, immediate family is defined as spouse (including
common-law partner), children, father, mother, brother, sister, stepmother,
stepfather, stepsister, stepbrother, parents-in-law, stepchildren, grandchildren or
any relative living with the employee.
When a member of an employees immediate family dies, the employee is
entitled to bereavement leave with pay for five (5) consecutive working days,
to include the day of the funeral. Up to two (2) additional days for travel time
may be granted, if required.
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An employee is entitled to one (1) day's bereavement leave with pay for
purposes related to the death of a grandparent, son-in-law, daughter-in-law,
brother-in-law or sister-in-law. In the case of the death of the employees
grandparent, one (1) supplementary day of leave with pay will be granted.
Family-related
leave with
pay
Under this provision, an employee will be granted leave with pay to provide for
the immediate and temporary care of a sick member of the employee's family
and to provide an employee with the time to make alternate care arrangements
where the illness is of a longer duration.
Under this provision, an employee will be granted two (2) days leave with pay
for needs directly related to the birth or to the adoption of the employee's child.
The total leave with pay for family-related responsibilities which may be
granted will not exceed five (5) days in a fiscal year.
For the purpose of this leave, family is defined as spouse (or common-law
partner residing with the employee), dependent children (including children of
legal or common-law partner), parents (including step-parents or foster
parents), or any relative permanently residing in the employee's household or
with whom the employee permanently resides.
While employees are expected to make a reasonable effort to schedule medical
or dental appointments for dependent family members to minimize or preclude
their absence from work, when alternate arrangements are not possible
employees will be granted up to one (1) day for a medical or dental
appointment when dependent family members are incapable of attending the
appointments by themselves, or for appointments with appropriate authorities
in schools or adoption agencies. Employees requesting leave under this
provision must notify their senator or supervisor of the appointment as far in
advance as possible.
Maternity
leave
without pay
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An employee will inform the Senate in writing of her plans for taking leave
with and without pay to cover her absence from work due to the pregnancy at
least four (4) weeks in advance of the initial date of continuous leave of
absence during which termination of pregnancy is expected to occur unless
there is a valid reason why the notice cannot be given.
Maternity
allowance
Provided that the employee has completed six (6) months of continuous
employment before the commencement of her maternity leave without pay, a
maternity allowance shall be paid to maintain the employees salary at 93%
every week in which she receives maternity benefits pursuant to the
Employment Insurance Act or the Quebec Parental Insurance Plan, including
the waiting period applicable under the employment insurance plan.
A maternity allowance shall be paid to an employee who signs an agreement to
return to work for a period equal to the time during which she received the
allowance and who provides the senator with proof that she claimed maternity
benefits and was entitled to such benefits under the Employment Insurance Act
or the Quebec Parental Insurance Plan. If the employee fails to report to work
on the date determined by the senator for a period equal to the period during
which she received the maternity allowance for reasons other than death, layoff
or having become disabled within the meaning of the Public Service
Superannuation Act, all monies received by the employee as maternity
allowance will be recovered.
Parental leave
without pay
Parental
allowance
Provided that the employee has completed six (6) months of continuous
employment before the commencement of parental leave without pay, a
parental allowance shall be paid to maintain the employees salary at 93%
every week in which the employee receives benefits pursuant to the
Employment Insurance Act or the Quebec Parental Insurance Plan, including
the waiting period applicable under the employment insurance plan.
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Employees may also be eligible for leave with pay for injury on duty or for
court leave.
The amount of a pension is based on the average of the employees best five (5)
consecutive years of service. The basic pension benefit is two percent (2%) of
the average salary, multiplied by the number of years of pensionable service.
This will be adjusted proportionately for part-time employees.
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Supplementary The Supplementary Death Benefit Plan is part of the PSSA and is a means of
death benefit
providing a measure of decreasing term life insurance protection during the
years an employee is building up a pension. The Supplementary Death Benefit
Plan provides a benefit equal to twice the employees annual salary. For
eligibility restrictions and deductions refer to the booklet Your Pension PlanPublic Service Superannuation Pension and the Supplementary Death Benefit.
Part-time employees who work over 12 hours per week are eligible for
PSMIP; however their coverage under accidental death and dismemberment
insurance is limited.
For detailed information, refer to the booklet Public Service Management
Insurance Plan or visit the web site at: http://publiservice.tbs-sct.gc.ca/hrrh/bp-rasp/psmip_e.asp
Basic life
insurance
Employees may, at their own expense, apply for basic life insurance coverage.
A lump sum benefit equal to the annual salary of the employee, rounded to the
nearest $1 000, is provided to the named beneficiary in the event of death
from any cause while the employee is insured. Any employee over the age of
60 will have this amount reduced by 10% per year until the age of 70 when no
further payments are made to the Plan.
Supplementary
life insurance
Employees may, at their own expense, apply for supplementary life insurance
coverage equal to the sum of their annual salary. Combined with the basic life
insurance, this would increase their coverage to two (2) times their annual
salary adjusted to the nearest $1 000.
Generally speaking the terms spouse and common-law partner mean: spouse in relation to an individual is a
person who is married to that individual; and common-law partner is a person who has cohabitated with an
individual in a conjugal relationship for at least one year.
April 28, 2008
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Accidental
death and
dismemberment
Dependents
insurance
Life insurance and accidental death and dismemberment coverage for the
employees dependents are available at the employees expense.
Dependents are defined as the spouse or common-law partner and any
unmarried child over the age of 14 days but who is not yet 21 years old, is not
employed and is dependent on the employee for support. This also applies to
a child under the age of 25 who is a full-time student enrolled in a school or
university.
Long-term
disability
The Public Service Health Care Plan (PSHCP) reimburses plan participants for
reasonable and customary costs incurred for eligible health services or products
not covered by basic provincial or territorial insurance. The Plan is subject to
co-insurance and annual deductibles.
Part-time employees who work more than 12 hours per week are eligible for
health insurance.
Coverage
The PSHCP provides benefits relating to: prescription drugs; vision care;
services of a medical practitioner; miscellaneous expenses and hospital care.
The amount of, and eligibility for coverage, vary in each category, and a waiting
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period may apply. For more information, refer to the booklet Public Service
Health Care Plan or visit the web site at: http://publiservice.tbs-sct.gc.ca/hrrh/bp-rasp/pshcp_e.asp.
A Public Service Health Care Plan: Claim Form must be used for filing claims.
The Public Service Dental Care Plan (PSDCP) is a compulsory plan that covers
participants for a portion of costs for dental services and supplies not covered
under provincial or territorial health care plans. The cost of the PSDCP is fully
paid by the employer.
Part-time employees who work more than 12 hours per week are eligible for
dental insurance.
Coverage
Coverage begins three (3) months after the start of continuous employment.
The Plan is subject to co-insurance and annual deductibles. The coverage varies
by procedure. There is also a maximum yearly reimbursement for most
services.
For more information on the amount of and eligibility for coverage, refer to the
booklet Dental Care Plan Public Service of Canada or visit the web site at:
http://www.tbs-sct.gc.ca/pubs_pol/hrpubs/TB_866/dental_e.asp.
A Public Service Dental Care Plan: Claim Form must be used for filing claims
Employees of senators hired prior to January 1st, 1985 have the option of
accepting an appointment as support services employees managed by the
Human Resources Directorate. They become employees of the Senate
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Administration, and all the terms and conditions of the unrepresented employees
within the Administration apply, including the severance pay.
The House of Commons also offers afternoon and evening second language
training for small groups, including Senate staff, on a cost recovery basis. For
developmental purposes, fees for evening language courses may be reimbursed
by the Senate. However, funding for this activity is limited.
Training for senators staff is normally paid from their Senators Research and
Office Expense Budget (except for informatics, language and retirement
courses). However, when there are available places in other courses or
conferences, the Administration has accepted participation of senators staff as
well.
Reimbursement Employees may be eligible for partial- or full-tuition assistance from the
Senate Administration for training and development activities taken outside
working hours. The level of financial assistance will be based on availability
of funding and on the degree to which the training and development will
contribute to the immediate or future needs of the Senate. An Application for
Course or Training Program Reimbursement form must be filled out and
forwarded to the Human Resources Directorate for review and decision prior to
the commencement of the training activity.
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members, and to senators staff. As part of the Senates health care benefit
package, senators and their families can access a series of counselling sessions
for free. The Employee Assistance Program will also act as a referral service for
more specialized or long-term support.
Resolution
procedures
Whether the complaint is about the conduct of a senator or about the conduct of
a person other than a senator, there are three (3) types of resolution procedures
available to the person who feels harassed: informal in-house procedures;
formal in-house procedures; and external procedures.
Informal in-house procedures include: informing and discussing the complaint
with the alleged harasser; requesting that the conduct be stopped; seeking advice
from a trusted person such as a supervisor; and voluntary conciliation. The
conciliation procedure requires the consent of both parties.
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CONFIDENTIAL
F-1
Position Title
Current Senate
Salary Range
Min
Max
Policy Advisor,
Executive Assistant
$52 768
$66 541
Legislative/Research
Assistant
$39 621
$53 138
Special Assistant
$39 251
$52 768
Administrative
Assistant
$31 400
$39 250
Clerical Assistant
$20 954
$31 834
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