NON-UNION CASUAL

A Hiring Manager (ie. Chair/Director/Manager) who has signing authority on their cost centre may decide to hire a non-union casual employee. The Hiring Manager should ensure there are sufficient funds available before processing the hire. The Hiring Manager is considered the approver of the funds for the position to hire. To estimate the cost of vacation pay and benefits, check the Benefit Rates. Postings are not required for Non-Union Casual (NUC) appointments.

The Part-Time/Casual Employee Contract Form and the Non-Union Casual Appointment Letter are normally used as back-up documentation for non-union casual employee appointments for eAppoint. The form and appointment letter should be uploaded to your department’s google drive titled “Backup eAppoint Documentation - DEPARTMENT NAME". eAppoint Validators use the back-up documentation drives to approve the transactions in eAppoint. Please ensure that the employee receives a copy of their appointment letter.

If the Part-Time/Casual Employee Contract Form is not used, staff must gather the required personal information of the employee using the Ted Rogers School Non-Union Casual Google Survey Template as per the information below and the Non Union Casual Appointment Letter must include the full distribution code at the end of the letter for a proper auditing trail.  

Changes to Contract Details

If any contract details change (e.g., total contract hours and/or hours per week, start or end dates, hourly rate, supervisor, or distribution coding), an updated Part-Time/Casual Employee Contract Form and a revised Offer Letter must be completed and signed by the unit leader. The revised Offer Letter must also be re-signed by the employee. Both the signed contract form and the revised, re-signed Offer Letter must then be uploaded to your unit’s “Backup eAppoint Documentation” Google folder.

A revised Part-Time/Casual Employee Contract Form is required to formally document the unit leader’s approval of the revised total hours and associated costs of the updated offer.

Time Reporting

All Non-union casual contracts should be set up with positive time reporting with employees and supervisors entering and approving hours in the timesheets every 2 weeks as per the payroll schedule page in AskHR.  For your reference here are the 2025 payroll deadlines.

Ted Rogers School Non-Union Casual Google Survey Template

The Ted Rogers School Non-Union Casual Google Survey Template is to be used for non-union casual employees and Career Boost students for large bulk-hiring. Please create a copy of the Survey Template for Department use. The form addresses the required information for both returning and new employees. Instructions on how to use the survey are included below.

Budgeting and Salary Tools for Non-Union Casual Hiring

1. To determine the total salary, including vacation and additional costs, please use TMU Compensation Estimator.

2. To support efficient management of Non-Union Casual contracts, TRSM has developed a Hourly Employee Declining Balance Sheet  This tool allows supervisors and hourly employees to monitor bi-weekly hour submissions and track progress against the total budget. This Google Sheet is view-only. For an editable copy, either go to File > Make a copy after opening, or click "here" at the top for a direct copy.

For Returning Employees

The survey only requires returning employees to fill in their employee numbers and skips the questions above.

For New Employees

The survey requires new employees to fill out the following personal information:

1. Home address

2. Birthdate

3. Email address

4. Social Insurance Number (SIN)

5. The expiry date of SIN if international

How to Use the Ted Rogers School Non-Union Casual Google Survey Template

1. To use the Ted Rogers School Non-Union Casual Google Survey Template, you must make a copy of this survey first using your own Toronto Metropolitan login information.

2. Once you have collected your survey responses, you can perform a mail merge for your Non-Union Appointment Letters and once you have entered the eAppoint transaction, you can delete the responses so that you can use the survey again for future contracts.

See below for instructions on how to do a mail merge.

Mail Merge Instructions:

1. Open the Survey (Responses) Sheet in Google Drive

2. Click 'File' > Download As > Microsoft Excel (.xlsx)

3. Open the Excel Spreadsheet (check to make sure your headers are meaningful) > Make any necessary changes > save and close the file

4. Open the Non - Union Casual Letter Template'

5. Follow these instructions on how to do a mail merge using an Excel Spreadsheet

Depending on the type of work, hiring managers and faculty may want to have their Non-Union casual employees sign a Confidentiality Agreement.

Contract Hours Audit Report:

The Contract Hours Audit Report in eHR allows managers and alternate approvers to track hourly employee timesheets against contracted hours. Run biweekly, it provides key details such as employee and supervisor information, contract dates, hourly rates, total contract amounts, approved and submitted hours, job codes, and account distribution codes. 

Should the non-union casual no longer wish to work for any reason, please process a Job Termination transaction in eAppoint after receiving their resignation in writing by email. The resignation should be forwarded to the eAppoint validator before approval of the Job Termination transaction. For all other termination reasons, please contact Ted Rogers School's Senior HR Advisor Teresa Sarno at teresa.sarno@torontomu.ca.