In budgeting for student and/or research assistant costs, researchers need to include mandatory employer costs (Employment Insurance (EI), Canada Pension Plan (CPP)), Workers’ Compensation (WC) in their calculations. All employees are entitled to Vacation Pay (VP), which is also paid by the researcher. It’s important to note that some of these rates change often, and at various times over the year, making it challenging to be completely accurate when you predict your payroll costs. Therefore, check your accounts regularly to ensure that your predicted costs are in line with actual costs. Student employees are paid on a bi-weekly basis. The Authorization to Pay Research Assistants form must be completed, with two signed copies provided to the Manager of Fund Accounting, the Business Office.
The current suggested pay rate for undergraduate students is $12/hour and $15/hour for graduate students (these rates do not include 4% vacation pay). The research grant holder is required to cover the following additional costs: 4% vacation pay, approximately 10% for the mandatory employer costs for EI and CPP, as well as 2% for WCB coverage. The amounts for CPP, EI and WCB are over and above the employee’s pay. These employer costs show up as deductions in the researcher’s general ledger (GL) account.
Please note that all pay rates are subject to change.
|Employee||Base Rate||With Vacation Pay (Gross pay rate employee receives)||With Employer Contribution to CPP, EI, WCB (rate to be charged to research account)|
|Minimum Wage Employee||$11.55/hr||$12.01/hr||$13.45/hr|
The current Minimum wage in Nova Scotia is $11.55 (April 2019). Note that when the province quotes this rate, it does not include vacation pay, so 4% VP must be added to the minimum wage rate as part of your calculations of payroll costs ($11.55 + 4% = $12.01). On top of this, the research grant holder is required to pay 10% for mandatory employer costs for EI and CPP, as well as 2% for WC coverage, for a total of 12%. If you are using an hourly rate greater than $12.01 vacation pay may be included in the hourly rate. Again, the 12% is not included as part of an employee’s pay, but shows up as deductions in the researcher’s general ledger (GL) account.
Note: If you are paying minimum wage, please indicate to your employee that they will be paid $11.55 plus there will be an additional 4% for VP added to their hourly rate in lieu of vacation. If you are using the above suggested rates, please indicate to your employee that they will be paid $12.48 or $15.60/hour, and that 4% VP is included in those rates. For all employees, you should remind them that their take-home pay will have their own mandatory employee costs (for EI & CPP) deducted as well as any income tax deductions they have indicated, as calculated from their tax forms.
You can choose to pay your Research Assistant (RA) on either the hourly or salary payroll. The majority of RA’s are paid on the salary payroll.
Employees on the salary payroll will be paid a daily rate for each day of the contract term (including holidays). On the hourly payroll, the RA and/or the supervisor will be responsible for entering the hours worked using the TSOnline portal in Webadvisor.
If an employees’ hours will be standard over the work term (not necessarily the same every day, but the same over a two-week period), it is best to place them on the salary payroll. If an employee’s hours will be inconsistent, they should be placed on the hourly payroll.
Regardless of the method used to pay the RA, the hourly rate needs to meet minimum wage + 4% vacation pay. As of April 1, 2019, that is $12.01/hr.
You do not need to place an amount in the Rate per Hour field if you are placing the employee on the salary payroll.
To process the Pay Authorization, Payroll must confirm the hourly rate meets minimum wage + 4%. We use the formulas below to arrive at the hourly rate.
Daily Rate = total amount to be paid to RA / # of work days in term
# of hours per day = average hours per week / 5 days
Hourly Rate = daily rate / # hours per day
The RA will be paid the same amount each day of the term – regardless of whether they worked that day or not. We cannot pause an employee’s pay during any of the breaks in the class schedule (e.g. reading week, holidays.) It is important to take those weeks into consideration when determining the average # of hours per week.
You do not need to enter an amount in the average number of hours per week field if you are placing the employee on the hourly payroll.
Please make sure the Rate Per Hour field is filled – it must meet minimum wage + 4% vacation pay.
TSOnline is quite easy to use once you get accustomed and improves efficiency/accuracy for both supervisors and payroll. We will only accept manual timesheets in special circumstances.
The supervisor(s) can be solely responsible for entering hours in TSOnline or, if you wish, access can also be given to the RA to enter their own hours. If you wish to have the RA enter their own hours, they will need a staff network account, which you can easily request through the Acadia HUB once the pay authorization has been submitted. This is convenient if the supervisor will be away from office at times and not able to enter the hours into TSOnline every two weeks. Supervisors will receive an email notifying that the RA has entered hours – the supervisor can then go in to TSOnline to view, approve, modify or reject the hours as necessary. If the employee enters hours in TSOnline and the supervisor does not approve them, the hours will still be paid out. We strongly recommend having an alternate person authorized to enter hours on behalf of the employee, in case of absence.
The submission deadlines for documents and TSOnline entries are on the payroll schedules, found on the Acadia HR webpage. Please observe these deadlines closely to avoid delay in issuing a payment to an RA.