Follow the links below for individual policies.
Date issued: 12/09/1986
Revision date: 28/02/1994
To provide information on the Human Resource System (HRS).
Human Resource System (HRS)
HRS is an integrated information system for both personnel and payroll. Under the system there is one employee data base (EDB) being used by the PSC for personnel and by the Provincial Comptroller for payroll.
Employee Data Base (EDB)
The system processes personnel and payroll information for all permanent, temporary, part time, casual and labour service employees.
- Personal information (e.g. name, address, social insurance number, birth date)
- Current job appointment· information essential for proper payment of the employee (e.g. pay schedule, classification, modifier, hours of work code, appointment type, salary, next review date, position number, department, subvote, etc.)
- Current leave of absence information for definite and indefinite leaves (e.g. type of leave, reason for leave, expected return date)
- Current benefits enrollment and tax information necessary for payroll to calculate mandatory deductions (e.g. net claim amount from TD1, codes and effective dates for retirement plan, group life plan, disability plan, dental plan)
- Deduction information for any voluntary deductions currently allowed in the existing system (e.g. credit union, United Way, · additional tax from TD3)
- Accounting information to assign a job to one particular vote and organization
Position Data Base (PDB)
Current information on positions (e.g. position number, classification, location, department and subvote to which the position is assigned, incumbent if position occupied).
HRS is capturing the employee history data as of April 1, 1989. This data is historical information about an employee that was previously on the employee data base (EDB). Some of this information can be viewed through the salary history screen in the on-line inquiry system.
If any additional information is required, adhoc reports can be developed to retrieve the information.
The system is designed to maintain and process information for the following groups
- Employees who are appointed under the Public Service Act and are paid by the Provincial Comptroller's Division, Saskatchewan Finance.
- Employees who are appointed under the Public Service Act and are paid through a separate payroll system which is not administered by the Provincial Comptroller's Division, e.g. Agricultural Credit Corporation.
- Employees who are not appointed under the Public Service Act, but are paid by the Provincial Comptroller's Division, e.g. Ministerial Assistants.
On Line Features
Through the use of programs to control access and a network of terminals, authorized personnel in the PSC, the Provincial Comptroller's Division and departments can update and obtain information from the HRS as set out below:
This particular feature has many system functions to accomplish these tasks. Some of the functions are permitted only to PSC operators while others are for use by department operators.
The PSC verifies all Personnel Action Forms (HRS 111) affecting salary or status for permanent, temporary, and part time employees.
Once this verification is done, PSC staff enter the information into HRS. Any functions not requiring PSC approval (e.g. change to name, address, work location information, for permanent, temporary, or part time employees and most functions relating to casual, labour service and non PSC employees) can be performed by department employees within their security boundaries.
Finance and PSC share the primary responsibility for maintaining this information. Treasury Board Division of Finance is responsible for the creation, transfer and abolishment of permanent positions. PSC is responsible for classifying, reclassifying, and reallocating, permanent, temporary and part time positions. Departments can perform certain functions (e.g. change to organization code and working title) on positions within their security boundaries.
Departments have inquiry access to all current personnel information for their employees, as well as salary history from April 1, 1989 onward.
PSC and the Provincial Comptroller's Office have on-line inquiry access to all employees.
Departments have on-line inquiry to position information for their positions. PSC and Finance have inquiry access to information for all positions.
Payroll Updating and Editing
This system is used to enter and correct all payroll transactions necessary to pay employees.
There are time reporting screens in the on-line payroll data entry system which department staff use to enter earning types and the necessary information (the earnings may require hours, days, occasions, rate of pay, or amount of payment) to properly set up the earning to be paid through the system.
The payroll data entry system also has a number of screens for entering adjustment transactions (e.g. cancelled cheques, refunds of deductions, adjustments to hours of dollar accumulators on the data base). The Payroll Control Unit within the Provincial Comptroller's Division is responsible for entering these types of transactions. Deduction update transactions (used for ending recurring voluntary deductions to an employee's record), one-time deductions, and retro pay transactions (used for paying a salary adjustment due to a late increment, promotion, or reclass) are also classed as adjustment transactions. These adjustment transactions will be entered by department staff.
Personnel Users Guide
Provides additional information on the operating systems and form completion procedures for on-line processing of personnel and position information.
Payroll Users Guide
Provides additional information on the operating systems and technical procedures for the on-line processing of payroll transactions.
Access to information is determined and controlled through the security system for each program. HRS provides security by function. Security by function means that the system can permit or deny access to a particular function based on the operator's identification (e.g. commencement of a permanent employee is a function which only PSC employees are permitted to perform).
For functions under department control, the system also secures the data by restricting access to only employees within the security boundaries established for the operator. This security boundary can be as small as a subvote for controlling departmental inquiry, or as large as fifteen departments for allowing the human resource offices access to the departments for which they have responsibility.
Personnel reports can be obtained by contacting the Human Resource Information Centre at the PSC.
For inquiries, please contact the Human Resource
Personnel Users Guide
Payroll Users Guide
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Date issued: 01/03/1999
The Government's personnel information systems contain personal and non-personal information about employees and their jobs.
- Sets out guidelines to ensure that the information is accessed only when appropriate, and
- Answers the question: "Who has access to what and why?"
Access to personal information, as defined by the
Freedom of Information and Protection of Privacy Act, will be granted to authorized persons requiring this information to perform management, audit or human resource administration and related record-keeping functions.
Appropriate access to non-personal information, as defined by the
Freedom of Information and Protection of Privacy Act (classification, salary, benefits and employment responsibilities), can be provided to internal government staff as required to carry out the performance of their duties. Access to aggregate data summarizing personal information on a departmental or government-wide basis may also be provided when required for performance of duties provided that no identification of any individual is possible.
Other requests for non-personal information must be done through the application process provided for by the
Freedom of Information and Protection of Privacy Act.
Guidelines for Access to Personal Information
Access to personal information will only be provided to individuals with responsibility for personnel administration and related record-keeping functions.
The following guidelines apply:
- The Commission has access to all information on the systems.
- The Department of Finance will only have access to records required for payroll and financial administration.
- The Public Employees Benefits Agency (and authorized insurance carriers) will only have access to records required for the administration of benefits.
- The human resource function and Deputy Ministers will have access to all information within their own departments.
- Payroll units will have access to their own department's records required to provide payroll services.
- Senior Executives and Managers will only have access to selected records for the employees who report to them.
- The Provincial Auditor and internal audit staff will have access to all records required to perform an audit.
Employees who have access to the human resources information systems but have no responsibility for audit, management or human resource administration will only have access to their own records.
A security profile is a network specific, systems administrator-defined set of limits on what a user may or may not access when he or she logs on to a network. In the case of the Government's human resources information systems, these limits are specific to the system being used and define:
- Which records individual users may or may not access and,
- Who is allowed to create changes to them.
Security profiles based on job-specific information needs as determined by the employee and his/her supervisor are defined as part of the information systems documentation.
Security access to the information systems at the department level will be approved by the Permanent Head or designate.
When an employee who has access to the information system terminates employment or leaves his or her position, security access will be revoked immediately.
Any unauthorized release of personal information is a violation of the Freedom of Information and Protection of Privacy Act and the Oath of Office.
Freedom of Information and Protection of Privacy Act, 24(1); 24(2); 29(2)(I); 29(2)(q).
For inquiries, please contact the Human Resource Service Centre.
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Date issued: 28/06/1999
Revision date: 11/12/2002
This policy guides users of the Government of Saskatchewan's Information Technology (IT) infrastructure. It balances the employee's ability to benefit fully from information technology with the Government's need for secure and effectively allocated IT resources.
The increasing use of information technology has fundamentally changed the workplace. The Internet, intranets, cellular telephones, fax machines and e-mail have transformed data management and communication and employees utilize this valuable resource in many innovative ways.
The networked office has also created the opportunity to access material and use resources in ways that may not be acceptable. Inappropriate use of information technology could expose the Government to potential embarrassment and possible litigation. The Government is committed to ensuring that this valuable resource is not brought into disrepute in the workplace through inappropriate use. Employees are to follow this policy to ensure that their own use of the Government's information technology resources is appropriate.
Employees of the Government of Saskatchewan will follow guidelines and policies to enable reasonable and appropriate usage of information systems, and to perform their jobs in accordance with all applicable laws, regulations and policies. The Government of Saskatchewan will periodically redefine and enhance these guidelines and policies.
Government of Saskatchewan policies which apply to:
- Freedom of information and protection of privacy;
- Conflict of interest; and
also apply when employees use the Government's IT infrastructure.
This policy addresses circumstances which are new and evolving, or at least unfamiliar. It augments, rather than replaces, existing Government of Saskatchewan policies.
Employees who violate this policy will be subject to a full range of disciplinary actions.
There are three usage types for the Government of Saskatchewan's IT infrastructure:
- Incidental; and
The chart on the last page of this policy provides examples of these three usage types and may be used as a guideline when assessing use of information technology.
The appendices discuss specific applications such as the Internet and e-mail in more detail.
Core uses are activities required to conduct the business of government. They help fulfill the department's mandate. The Government of Saskatchewan's IT infrastructure primarily exists to facilitate Core Government purposes.
Incidental uses are those which are neither explicitly permitted nor explicitly denied. Incidental applications never require any action or intervention by anyone at the workplace other than their user. Employees are to cover costs incurred in personal incidental use such as long distance calls or photocopying. Incidental usage that becomes an imposition on others or burdens systems is no longer incidental, but unacceptable, and is not permitted.
Unacceptable use impedes the work of others or needlessly squanders IT resources. It may unintentionally damage the IT infrastructure, and affect the department's ability to carry out its work. Unacceptable use may generate extra costs. The definition of unacceptable use will vary between departments. However in all cases it is related to the department's mission, vision and values and information needed to perform the work of the organization. For example, access to objectionable Internet sites may be appropriate to specific investigations in one department, but may be unacceptable and not permitted for general use in that department or at any time in another department.
It is unacceptable to:
- Use, copy, or otherwise access anyone else's files without permission.
- Use the Government's information technology infrastructure for activities that contravene the law, existing policies or regulations.
- Use the Government's information technology infrastructure for any activities that are offensive or perceived to be offensive.
- Download data or introduce data from an external source such as a diskette without ensuring that it is virus-checked.
- Use any part of the Government's information technology infrastructure for personal financial gain.
- Infringe copyright or proprietary rights.
- Permit unauthorized access.
- Create or knowingly propagate computer viruses.
- Damage files, equipment, software, or data belonging to others.
- Use or attempt to use unauthorized access methods or abilities.
The above list is not exhaustive.
While the Government of Saskatchewan does not prohibit limited incidental use of information technology for personal reasons, users should recognize that the primary intention of providing this resource is to support the core work of the Government.
It is the policy of the Government of Saskatchewan to ensure that people with hearing, visual and other disabilities have equal access to public information that is available on the Internet and the World Wide Web. It is the direct responsibility of the department and its web page developers to become familiar with the guidelines for achieving universal accessibility and to apply these principles in designing and creating any official Government of Saskatchewan Website. The Government's use of information technology should not create new barriers for people with disabilities. It should be used to reduce barriers and enhance accessibility.
The Government of Saskatchewan's IT infrastructure provides access to outside networks. Employees may encounter offensive or objectionable material. The Government of Saskatchewan does not assume responsibility for the content of any of these outside networks.
Without specific authorization, employees must not cause, permit, or attempt any installation of hardware or software, destruction or modification of data or equipment.
Employees should be aware that computer usage can be traced by site logs and other tracked information. The Government reserves the right to access the contents of all files stored on its systems and all messages transmitted through its information technology infrastructure.
This policy applies to employees appointed under The Public Service Act, 1998 who use any information technology resources which: Are owned by the Government of Saskatchewan or
- Are licensed or leased by the Government of Saskatchewan,
- Connect directly to Government data or telephone networks,
- Connect directly to a computer or other device owned or operated by the Government, and/or
- Otherwise use or affect the Government of Saskatchewan's information technology infrastructure.
This policy also applies to those working under contract to the government who use the Government's information technology resources.
Many departments have their own acceptable usage policies (or some variation thereof). If there appears to be a conflict between the departmental policy and this policy, interpretation should be sought.
The Public Service Act, 1998
For inquiries, please contact the Human Resource Service Centre.
Technology changes rapidly and its use varies widely between departments. For example, a few years ago personal digital assistants (PDAs), networked photocopiers and workstations with worldwide Internet access were unheard of. Now, they are becoming commonplace in many offices. The list of applications and devices in these appendices is therefore illustrative, not exhaustive. It represents a baseline for acceptable employee usage and may be used as a template for department-specific policies.
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Date issued: 27/03/2001
To enable effective implementation of Telework arrangements in Executive Government where the employer determines them to be practicable and feasible.
Official workplace is where the employee would normally work if there was no Telework.
Teleworkplace is the alternate work location; the place where the employee and the employer have mutually agreed that the Telework will occur.
Telework is the regular performance of work by an employee from a Teleworkplace.
Telework is voluntary and is not appropriate for all employees, nor is it an obligation, entitlement or right.
Telework arrangements shall be formalized by a letter from the Teleworker's manager/supervisor to the Teleworker.
No meetings or personal contact with clients/stakeholders shall occur at the Teleworkplace.
Telework is not a mandatory condition of employment and shall not affect or conflict with the provisions of collective agreements and any relevant legislation/policies or the employment status of an individual.
The employing department decides if a Telework arrangement is feasible.
If a Teleworker moves to a new position, the Telework arrangement is terminated.
The Teleworkplace must be in a designated space, appropriate to the nature of the work, and meet OH&S requirements.
Managers/supervisors shall visit and assess the Teleworkplace before, and at appropriate times during, the Telework arrangement to ensure compliance with relevant OH&S guidelines (sample checklist attached).
The department must fully determine insurance requirements for each Telework arrangement. Depending on the individual situation, Teleworkers may be required to purchase general liability insurance. Teleworkers must inform their insurance company that they will be working from their homes.
Telework arrangements should only be considered where they maintain or improve service or productivity.
Telework arrangements should not generate extra costs that cannot be recouped over a reasonable period of time.
Telework is not a substitute for dependent care arrangements.
Teleworkers and their managers are expected to reasonably accommodate unscheduled meetings and other events that require a trip in to the official workplace.
Teleworkers and their managers must ensure that adequate safeguards are in place to protect confidential files and documents.
Suitable notice should be given by either party if they wish to terminate a Telework arrangement.
The Telework arrangement should be reviewed informally on an ongoing basis and formally, at least on a quarterly basis, with documentation maintained on the employee's personnel file.
Telework Arrangement Letter
At a minimum, the letter from the manager/supervisor to the employee outlining the Telework arrangement is to include:
- The duration of the arrangement;
- Specific notice requirements by which either party may terminate the arrangement
- The specific days the employee will Telework;
- The Telework location;
- The work objectives;
- Expected results and how they will be measured;
- Issues of liability (personal and equipment);
- A signed acknowledgement that the employee has read, and will abide by, the Government of Saskatchewan's
Information Technology Acceptable Usage Policy (PS 1103);
- Responsibility for costs associated with Telework (utilities and insurance); and
- Safety and health responsibilities.
A signed copy of the
Telework arrangement letter is to be maintained on the employee's personnel file.
- Ensure the Teleworkplace is adequately equipped and maintained from a health and safety point of view (see
- Ensure that there is dedicated office space for use during Teleworking days and maintaining the Teleworkplace in a professional and safe condition;
- Ensure that municipal zoning bylaws are not violated;
- Ensure that they adhere to the terms and conditions of employment, relevant collective agreements, legislation, regulations and policies;
- Accept responsibility for any additional insurance, heat, or electrical costs that are required to maintain the Teleworkplace; and
- Ensure that all relevant guidelines, standards, regulations, and policies are followed.
- Ensure that each Telework arrangement is operationally feasible, maintains or improves service and productivity and does not generate additional costs that cannot be recouped over a reasonable period of time;
- Ensure that performance expectations and the parameters of the Telework arrangement are explicitly defined; and
- Ensure that all relevant guidelines, standards, regulations and policies are followed.
All employees appointed under The Public Service Act, 1998.
PSA, Part 2, Section 7(2).(a)
For inquiries, please contact the Human Resource Service Centre.
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Date issued: 27/03/2001
What Is Telework?
Telework is a formalized partial or total substitution of telecommunications technology for the trip to and from the primary workplace along with the associated changes in policy, organization, management, and work structure. Informal situations where employees complete work at home on an ad-hoc basis are not covered by these guidelines. For Telework to be successful, Telework arrangements should be managed by:
- The Public Service Commission's Telework policy (PS 1104) and guidelines;
- A departmental Telework policy; and
- A detailed letter from the Teleworker's manager/supervisor that clearly sets out the expectations and parameters of the arrangement.
Who Should Be Considered For Teleworking?
Stability and solid job performance are important attributes of good Teleworkers; departments may therefore wish to restrict Telework arrangements to permanent employees who have worked in their current job satisfactorily for at least twelve months. In certain circumstances, however, Telework may be appropriate for other employees based on operational requirements. Employees who wish to Telework initiate the process through their managers/supervisors. After careful evaluation, the manager/supervisor may then approve the arrangement and formalize it by a letter to the employee.
Successful Teleworkers are:
- Good time managers;
- Well versed in their roles/responsibilities; and
- Good communicators
What Kinds of Jobs are Teleworkable?
Successful Telework jobs can be:
- Successfully completed without continuous face-to-face contact;
- Organized so that essential face-to-face contact occurs during periodic meetings;
- Managed by results;
- Organized so that essential information can be retrieved remotely; and
- Structured so that highly time-sensitive material can be delivered electronically or be based within hand-delivery distance of the end user.
Supplies, Equipment and Furniture
Each Telework arrangement is unique and needs and requirements will vary. Required office supplies such as pens, paper, batteries etc. should be readily available to the Teleworker. To the extent possible, Teleworkers are to have access to the same ‘tools of the trade’ as do the employees at the official workplace. Each department will analyze Telework arrangements on a case-by-case basis and individual needs and requirements will be considered and determined by the department and/or the respective departmental policy. Departments will supply or pay for all reasonable Telework costs and service charges.
These may include:
- A dedicated phone line;
- Internet Service Provider fees, if required;
- Office supplies;
- Courier, etc.
The Teleworker pays for:
- Any extra required insurance (contact your insurance agent);
- The costs of any required home renovations; and
- Installation of extra phone lines or electrical upgrades.
Worker's Compensation, OH&S and Insurance
Teleworkers, like all other employees, are covered for injuries that occur in the course of their employment. There must be a relationship between employment expectations and the time and place that an accident occurs for coverage to apply.
Income Tax Considerations
It is possible that some deductions for tax purposes may apply if certain conditions are met. Each individual’s situation is different. Employees are advised to discuss the matter with Canada Customs and Revenue Agency. To determine whether an employee is entitled to a deduction under The Income Tax Act, the Canada Customs and Revenue Agency (CCRA) requires a person to file a prescribed CCRA form with their income tax returns (currently the name of the form is T2200 "Declaration of Conditions of Employment"). Managers who are asked by formally approved Teleworkers to complete and sign this declaration may do so. In signing this form, managers are certifying that Teleworkers are required to provide work spaces in their homes and are required to pay for certain additional costs involved in providing this space.
The Teleworkplace must be available for inspections by departmental personnel for safety reasons, accident investigations, equipment audits and other business-related matters. Employers must provide reasonable notice (24 hours, or less if agreed to by the employee) of such visits. As well, managers/supervisors are to inspect the Teleworkplace, before the Telework arrangement starts.
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