- Fax number
- Documents and forms
- Holidays and holiday benefits
- Maternity, Paternity, and Parental Leave
- Change of address
- Letters of attestation
- What is your fax number?
- Human Resources & Payroll: (514) 848-2844
Employee Relations: (514) 848-4229
Documents and forms
- I need a copy of a document or a form. Who do I contact?
For your convenience, many of the HR forms and documents are available on the intranet in a portable data file (PDF) format or in an electronic format you can complete electronically. Please login to Carrefour to see our Forms page.
If you require paper copies of documents or forms, please call the department receptionist at 3666.
Holidays and holiday benefits
- As a Concordia employee, what are my benefits, vacation, etc.?
Vacation entitlements and benefits coverage are explained in the collective agreements and in the HR policies of the University. Should you require additional clarification, please call the Human Resources general number at extension 3666. The department receptionist will transfer you to the appropriate contact person.
- What statutory holidays should employees on time sheets (casual employees) be paid for?
Statutory holidays are in accordance with the Provincial legislation, as described in the Employment Standards Act and the Loi sur la fête nationale: Time sheet employees are entitled to each of the listed holidays and are paid for each holiday at the rate of 1/20 of the wages earned in the four weeks preceding the statutory holiday, excluding any overtime pay. This pay will be calculated by the HR system for payment to time sheet employees.
- Do time sheet (casual) employees get paid for the Christmas break?
Casual employees are not paid for days that are not designated as holidays under Provincial legislation. Only Christmas and New Year’s Day are defined statutory holidays. Please refer to the preceding question, as to payment of the holidays.
Change of address
- I've moved... How do I inform you of my change of address?
- Your contact information can be conveniently updated online through the Concordia Portal.
Confirmation of employment
- I need a letter of attestation of employment for my mortgage (or any purpose you may need it for), where can I get one?
- Simply e-mail your request, with the exact information needed in the letter (title, salary, dates of employment, etc.) to:
- Lyse Jean-Baptiste at firstname.lastname@example.org for full-time faculty members;
- Suzanne Downs at email@example.com for part-time faculty members;
- Brenda Grant at Brenda.Grant@concordia.ca for Continuing Education (GR15);
- All other employees (non-faculty staff members, Research, Short-Term Contracts, TRAC-RA, TRAC-TA and Casual employees) can e-mail their requests to firstname.lastname@example.org
- What is our policy plan number for Health Insurance?
- Our policy plan number for Sun Life Health Insurance is 103424.
- Is our Vision Care covered on the Extended Health Claim Form?
- Yes, eligible employees are covered under the Sun Life plan #103424.
- What is our policy plan number for the Dental Plan?
- Our policy plan number for the Sun Life Dental Plan is 103424.
You can obtain a copy of the Dental or of the Extended Health Claim forms from our forms section on the intranet (Carrefour), or by accessing the Sun Life Financial web site.
- What is covered?
- For detailed information on your coverage under the dental, vision and health plan, please consult eligible expenses under the Health Plan or Dental Plan on the intranet (Carrefour).
- I am traveling out of the country... does our health insurance cover this and do we have health coverage cards?
- Our health insurance covers medical emergency expenses incurred abroad. For detailed information on your coverage, call Sun Life at 1-800-361-6212. To obtain a Health coverage card, please contact Sun Life or log into your mysunlife.ca portal.
- I would like to change my health coverage from single to family, from family to single, etc. How do I go about it?
- Please e-mail your request to email@example.com. They will send you appropriate forms to be filled. You can also take advantage of our drop-in times on Tuesday mornings or Thursday afternoons.
- I would like to change my beneficiaries. How do I go about it?
- Please email your request to firstname.lastname@example.org. Pension Services will send you the appropriate forms. You can also take advantage of their drop-in times on Tuesday mornings and Thursday afternoons.
If applicable, you may change your beneficiary designation for your Basic and Optional Life Insurance Plans offered through Sun Life at any time, provided your designation is not irrevocable (subject to provincial legislation). For further information please contact email@example.com. They will send you the appropriate forms.
- How is the value of a job determined?
- The job content is thoroughly reviewewd, and graded against a job evaluation plan with factors and sub-factors. Each factor and sub-factor is assigned a value. The final grade is based on the total value of each factor.
- Additional tasks have been added to my profile. Will my grade change?
- It depends on the complexity of these additional tasks, how significant they are in relation to the other job duties and responsibilities.
- I acquired additional education while employed at Concordia, would I be entitled to any compensation?
- Please refer to your respective collective agreement on how it treats educational increases. Should you be eligible please provide your Compensation Advisor with a copy of your transcript reflecting that your degree has been conferred or the number of successful credits completed, along with a letter from your supervisor supporting your request. Should your request be approved, the effective date that will be used for your educational increase will be the date that we received your request.
- Why is my job paid differently when compared to another University?
This can be due to various factors such as:
- Title may be similar but content may differ.
- Concordia's Pay Policy may differ from another employer.
- You may be referring to a specific employee's salary in which he/she may have more experience or years of service therefore, earning a salary positioned closer to the maximum.
- Hours of work may differ and this could have an impact on salary
- What if there is a disagreement with the job content?
- The departmental Manager or Director is held accountable for determining the final job content and description. The Manager should be approached if an employee has any issues or questions with the job content.
- I would like to ask one of my employees to take on additional duties for a temporary basis. How do I go about requesting additional compensation (stipend) for my employee?
- Eligibility is determined in accordance with the respective collective agreement. You will need to fill out an Additional Compensation Form approved by you and your Immediate Supervisor and then should be submitted to HR Compensation Unit for assessment.
- Where can I find information pertaining to pay equity?
- Information can be found on the following link: equity.concordia.ca
- What is the right of Association?
- Every employee has the right to belong to the association of her/his choice, and to participate in the formation, activities and management of such an association.
- What is a certified association?
- An employee association grouping a majority of the employees of an employer, or a majority of the employees in a distinct group with similar interests may be certified by the Commission des relations du travail as the sole representative of those employees, for the purpose of negotiating and applying a collective agreement.
- Are Concordia's employee associations certified?
- Most are. Of the associations that represent Concordia's faculty and employees, only The Association of Concordia University Management and Administrative Employees (ACUMAE) is not a certified association. This is because it includes persons employed as managers, supervisors, or representatives of the University in its relations with its employees. These people may not, under the provisions of the Quebec Labour Code, be part of a certified association.
- Who are the bargaining agents for the different unions?
- Here is some general information concerning Concordia University bargaining agents.
- What is collective bargaining?
- Collective bargaining is a process of negotiation between an employer and a certified association to produce a first collective agreement or the renewal of a previous collective agreement.
- When does the bargaining process start?
- Either party may give notice to bargain within ninety (90) days of the date the agreement is due to expire, or during any other time period specifically provided for in the agreement. In either case, the union and the employer must provide a minimum of eight (8) days notice from the giving of the notice to the first meeting, unless the parties agree to another time period. The bargaining process starts when notice is received by the other party. If no notice is given, notice is deemed to have been received on the expiry date of the agreement.
- What happens at the bargaining table?
- At the initial stage of bargaining, typically both parties participate in an exchange of proposals. The proposals presented by the employer and the bargaining agent outline the items each party wishes to amend, delete or add to the collective agreement or agreement. In subsequent meetings, the parties continue their discussions with the objective of reaching an agreement. The parties have an obligation to carry on negotiations diligently and in good faith.
- What is interest-based bargaining?
- While traditional bargaining focuses on what each party is requesting, looking for a compromise between sometimes opposing positions, interest-based bargaining, also referred to as principle based bargaining, places an emphasis on co-operation and working together to come to agreement on complex issues. It focuses on the parties' interests and strives to find solutions to issues which will best meet the interests of all parties.
- What happens to the terms of a collective agreement after its expiry date?
- The collective agreement remains in effect until the parties exercise the right to strike or lock-out. An agreement may provide for the agreement to remain in effect until a new agreement is signed. At Concordia, all agreements contain such a provision.
- What is a dispute?
- A dispute is a disagreement or a difference that arises in connection with the entering into, renewing or revising of a collective agreement.
- What happens if the parties are unable to agree on the terms of a collective agreement?
There are a few options:
- Either party may ask the Ministry of Labour for the assistance of a conciliator. Negotiations would then continue in the presence of the conciliator whose role is to facilitate a settlement.
- The parties may also submit their dispute to an arbitrator:
- In the case of a first collective agreement, following the unsuccessful intervention of a conciliator, either party may submit the dispute to an arbitrator. The arbitrator is required to first attempt to facilitate a settlement between the parties, failing which s/he will inform the parties that s/he will determine the content of the collective agreement. From that moment a strike or lock-out is prohibited. The arbitrator's award becomes the collective agreement between the parties and may be in effect for a period of one (1) to three (3) years.
- For all other agreements, the parties must agree and request the Minister of Labour to refer the dispute to an arbitrator. A strike or lock-out is prohibited from the moment the Minister refers the dispute to arbitration. The arbitrator's award becomes the collective agreement between the parties and may be in effect for a period of one (1) to three (3) years.
- If neither of the parties request conciliation or arbitration, they may exercise their right to strike or lock-out.
- What is conciliation?
- Conciliation is a service offered by the Ministry of Labour to assist parties in reaching agreement. Either party may apply for conciliation at any time during the bargaining process. Both parties are then obligated to attend meetings convened by the conciliator. Although very exceptional, the Minister of Labour may decide to begin a conciliation process without a request from either party.
- What happens if, during conciliation, the parties are unable to agree on the terms of a collective agreement?
- The parties may choose to apply for arbitration, as described above or may exercise their right to strike or lock-out.
- What is a collective agreement?
- A collective agreement is an agreement in writing respecting conditions of employment made between one or more certified associations and one or more employer or employers' associations.
- Who is a party to a collective agreement?
- Only the certified association and the employer may be a party to a collective agreement. Employees are not party to the collective agreement.
- In which language must a collective agreement be written?
- In Québec, to be valid, a collective agreement, or any part thereof (letters of agreement, appendices, etc.) must be written in French.
- When does a collective agreement take effect?
- A collective agreement, or any amendment thereto, takes effect on the date it is filed with the Ministry of Labour. Such effect is retroactive to the date provided in the agreement, or failing such date, to the date of signing of the agreement.
- What is the duration of a collective agreement?
- A collective agreement must have a minimum duration of one year. However, there is no maximum duration, except for a first collective agreement, where the maximum duration is three (3) years.
- Can there be more than one Collective agreement with an employer?
- Yes, where there is more than one bargaining unit with that employer. However there may only be one collective agreement for each bargaining unit.
- Which provisions may a collective agreement contain?
A collective agreement may contain any provision related to working conditions and any provisions pertaining to Union rights, grievance resolution, seniority and movement of personnel.
Collective agreements may not contain provisions that are contrary to public order or prohibited by law. Such provisions would be null and void; however this would not invalidate the other clauses of the collective agreement.
- What happens when a collective agreement is silent on a particular subject?
- The employer has discretion to exercise its right to manage its operations.
- What condition must a certified association meet before it may sign a collective agreement?
- The signing of a collective agreement shall not take place unless it has been authorized by secret ballot decided by the majority vote of the members of the certified association who are comprised in the bargaining unit and who exercise their right to vote.
- What is a strike or lock-out?
- A strike is a concerted cessation of work by a group of employees. A lock-out is the refusal by an employer to give work to a group of employees in order to compel them to accept certain conditions of employment.
- When can the parties legally strike or lock-out?
- In order to be in a legal strike position, an employee association must be a certified association. A strike may begin ninety (90) days after one party (either the employer or the certified association) receives the notice to bargain sent by the other party or, if no notice is sent, ninety (90) days following the expiry of the collective agreement. A lock-out is legal whenever it applies to a certified association that has the right to strike.
- What condition is necessary for a strike to be declared?
No strike may be declared unless it has been authorized by secret ballot decided by the majority vote of the members of the certified association of a bargaining unit and who exercise their right to vote.
The association shall take the measures necessary, having regard to the circumstances, to inform its members, at least forty-eight (48) hours in advance, that the ballot is to be held.
- Who can carry on work of the bargaining unit during a strike or lock-out?
An employee, who is a member of the bargaining unit that is on strike or locked-out, only when an agreement is reached to that effect between the Employer and the Union.
A manager, supervisor or Employer representative, only when that person has been employed prior to the beginning of the negotiation stage (the receipt of the notice to bargain or the day it is deemed to have been received).
- Can employees belonging to a bargaining unit on strike or locked-out continue to work during the strike or lock-out?
No. Employees included in a bargaining unit on strike or locked-out may not be employed by their Employer in their own establishment or bargaining unit, except as agreed between the Employer and the Union.
Employees included in a bargaining unit on strike or locked-out may not be employed by their Employer in another establishment or another bargaining unit during the strike or lock-out.
- Can employees belonging to other bargaining units carry on the work of employees on strike or lock-out?
- No. Employees from another establishment or included in another bargaining unit may not perform the work of employees in a bargaining unit on strike or lock-out.
- Is picketing governed by the Labour Code?
- No. As a general rule, peaceful picketing for the purpose of informing the public is accepted. However, intrusions, intimidation of persons crossing the picket line, threats, obstacles to circulation in or out of the employer's premises, slanderous or false statements are not allowed.
- What is a grievance?
- A grievance is any disagreement regarding the interpretation or application of a collective agreement.
- Who may file a grievance?
- This is determined by the collective agreement. Typically, a grievance may be filed by the aggrieved employee, the certified association, or the employer. The certified association does not require the employee's authorisation to file a grievance on the employee's behalf.
- How are grievances resolved?
- Grievances are resolved in the manner provided for in the collective agreement. Failing resolution, a grievance must be submitted to an arbitrator chosen by the parties. If the parties do not agree on the choice of an arbitrator, the Minister of Labour appoints an arbitrator.
- What is grievance arbitration?
- Grievance arbitration is the presentation of a grievance at a hearing in front of an arbitrator, who decides how to resolve the disagreement. The arbitrator's role is limited to interpreting the collective agreement, and the legislation to the extent necessary to resolve the grievance. The arbitrator may not amend or modify the collective agreement.
- Is an arbitrator's decision final and binding?
- Yes, the arbitrator's decision is final and binding on the parties. However, in certain cases where the arbitrator has exceeded her/his jurisdiction, has failed to exercise her/his jurisdiction or has rendered a decision which is manifestly unreasonable, the parties may ask for a revision in Superior Court.
- Where can I find my pay stub?
- An electronic version of your pay stub is available on the MyConcordia portal. Choose Employee self service > My HR prolile >. Under the EMPATH menu choose "my empath" > earnings > paystub. You can click on any line to see the details for the pay.
- I have moved. How can I advise you of my new address?
- You can change your address on the MyConcordia portal. Choose Employee self service > My HR prolile >. Under the EMPATH menu choose "my empath" > personal > contacts.
- I've changed my bank account. How do I inform you?
- A voided blank cheque attached to the Direct Deposit form must be sent to our mailing address at 1455 De Maisonneuve West, FB-1130, Montreal, QC, H3G 1M8.
- I have been working for several weeks and have not been paid yet. What can I do?
- Ask your manager about the status of your paperwork. They will follow up with the appropriate person in HR.
- My salary is not accurate. When I multiply my bi-weekly gross earnings appearing on my pay stub by 26, there are a couple of hundred dollars missing. Is there a mistake?
- No, there is no mistake. At Concordia University, we work 260, 261 or 262 days per year (June 1 to May 31), and therefore your gross amount has to be multiplied by 26.0, 26.1 or 26.2 respectively depending on the number of working days per year.
- I am a student and this will be my only income for the whole year... How do I have less taxes deducted from my pay?
- Please download the appropriate federal and provincial tax forms in the HR forms section under payroll, fill them and sign them and mail them to the Payroll unit in the Department of Human Resources. Our mailing address is 1455 De Maisonneuve West, FB-1130, Montreal, QC, H3G 1M8.
- What is happening to paystubs?
- To support a paperless environment and contribute to Concordia's sustainability objectives, Concordia is discontinuing the production of paper pay statements (paystubs). Going paperless will result in cost savings for the university. It will also meet the expectations of our environmentally-conscious faculty and staff who have voiced their concerns about receiving paper paystubs.
- When will the change take effect?
- The last paper paystub was distributed on May 17, 2013.
- Where can I find my paystub?
- Paystubs are available on-line on the MyConcordia Portal on Wednesdays of each pay week. To view a paystub, log in to the MyConcordia Portal Choose Employee Self Service > My HR profile. Under the EMPATH menu choose "my empath" > earnings > paystub. Click to see the details of the pay.
- I don't have access to a computer and/or internet at work or at home. How can I get my paystubs?
- We understand that exceptional situations exist wherein faculty and staff may not have access to a computer and internet at work or at home. In those cases, faculty and staff will be able to submit a request to receive paper copies of their paystubs.
- I don't have a NetName or password to log on to MyConcordia, what do I do?
- If you do not have a NetName or Password you can obtain one by clicking here and following the instructions.
- How will I know that my new paystub is available?
- Paystubs will be available on Wednesdays of every pay week. Employees will receive an email notification indicating the availability of their electronic paystub and how to access it online.
- Can I opt out of the email notification?
- The email notification will contain instructions on how to opt out of receiving the email notification.
- Who can I contact if I have questions?
- If you have questions, please contact Payroll
- What is the amount in Box J on my Quebec Relevé 1?
- The amount in Box J represents the University paid portion of your Health Insurance premium.
- What if there is nothing shown in Box J on my Relevé 1?
- This means that you are not enrolled in the Concordia Health Insurance plan.
- On my Relevé 1, what is the amount in Box L?
- The amount shown in Box L represents the premium paid by the University for your Group Life Insurance.
- What is the amount in Box 119 on my T4A?
- This amount represents the premium paid by the University for your Group Life Insurance.
- I only received one copy of the Relevé 1 slip. In other years, we received two copies. Is this an error?
- No, it is not an error. As of 2012, you are no longer required to send a copy of any Relevé slips, receipts or any other supporting documents when you file your tax return. You are required to keep them in case you are asked to show them.