Frequently Asked Questions for MacVIP System Users

Last updated May 5, 2008 (check back frequently for updates)

This document has been prepared to address your questions related to processes, technical requirements and other helpful information related to both the MacVIP system and the Candiate Hiring Application (CHA) for Temporary, Casual and Transitional Employees.

MacVIP System and Application Questions

1. What are the computer specifications?
2. Can I run MacVIP using Microsoft Vista?
3. I am receiving "Error 5122" when running MacVIP.
4. How long do physical copies of timesheets need to be retained?
5. Will managers have access to the Pay Simulation?
6. Will I be able to duplicate previous week's time?
7. Can I ask an employee if they hold another position at the university?
8. I have an employee (student) who has been working for 3 months - can they go back and enter information on the timesheet for those 3 months?
9. Will other departments have access to rates entered by a different department on the timesheet?
10. Will "Consultants" be paid via MacVIP or will they still be paid via Accounts Payable?
11. An individual from another country has come to McMaster for a one day presentation - will they be entered on MacVIP or will they go through Accounts Payable?
12. Is MacVIP integrated with the parking system?
13. How are JCQ #s related to Job Number/Position Number in MacVIP?
14. When will communication of Series A and B go-live dates be sent out?
15. What are the go-live pay dates for Series A and B?
16. Is there a maximum pay amount edit?
17. What do I do If I miss the cut-off day for my Payroll?
18. My department is changing its name - do all position names have to be changed individually and will the history remain? 
19. My department is splitting - will the positions be renamed?
20. What is the turn around time from Human Resources on setting up new positions?
21. Will the Candidate Hiring Application automatically update MacVIP?
22. Will the probation screen be populated? How and by whom?
23. Is an evaluation required for short-term employees?
24. What denotes primary position - the first position you hold or the most hours?
25. How can we ensure that the system is not taking too much tax for honorariums or one-time payments?
26. What is the process for applying retro pay for TA's who receive a rate increase when they graduate?
27. How are statutory holidays calculated for Temp/Casuals?
28. Are there any "drill-down" capability in reports (e.g. from summary to detail)?
29. How will access be set up for small departments with only one backup?
30. Who generates the schedule and enters weekly time exceptions for existing Roll 3 session employees previously set up in PPS?
31. I am concerned that there will be access by others to screens that show personal information - address, marital status, etc.
32. Sessional instructors who are only paid once a session - included in CUPE - do not get vacation or statutory pay because it is included in their rate.  If I use code 1030 to pay them they will receive vacation pay on top of those earnings. What do I do?
33. I have a CAW employee working in 2 departments.  If overtime results, which department is charged the overtime hours?
34. How will the entitlement banks be set up - i.e., vacation, flex banks?
35. Past practice has been the payment of lump sum payments for work that is associated in work activity. Faculty need to be informed that no more lump sum payments are being made.
36. How do I get the MacVIP application onto my desktop?
37. I am not at a McMaster location, can I download the MacVIP application?
38. I have downloaded the MacVIP application but I cannot log in.
39. If I run a Schedule Generation for a Position Group that contains both scheduled and non-scheduled Temp/Casual employees, will non-scheduled employees have a schedule generated?
40. Can we accept email from the approver as a legitimate source of approval for time e.g., if the approver could not sign the paper timesheet, can the user with dual access accept the email as the audit trail?

1. What are the computer specifications?

The following describes the minimum computer requirements to access MacVIP:

Computer/Processer requirements:  500 MHz pentium or equivalent
Operating System:  Windows XP Proffesional or Windows 2000
Computer Memory (RAM):  256 MB
Hard Drive Disk Space:  3 GB

2. Can I run MacVIP using Microsoft Vista?

Not at this time

3. I am receiving "Error 5122" when running MacVIP.

Ensure the shortcut you use to launch the application is correct.
The "Target" of the shortcut must be:

"C:\Program Files\DLGL\VIP 7G\MMU_A1C\IceMDI.exe" server="phrapp01"

4. How long do physical copies of timesheets need to be retained?

For hourly employees, timesheets must be kept for 3 years.
For salary employees, you must track exceptions and keep for 3 years.

For further information please visit the Ministry of Labour - Employment Standards

5. Will managers have access to the Pay Simulation?

No, managers will not have access because of the personal information available.

6. Will I be able to duplicate previous week's time?

Once the timesheet has been sent to payroll you will not be able to duplicate the previous weeks.
However, if it has not been sent to payroll you will have the ability to duplicate the record.

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7. Can I ask an employee if they hold another position at the university?

Yes, we encourage you to ask this question as a regular part of your hiring process.  It is important for you to know if a candidate is working elsewhere on campus, as we are responsbile for paying overtime to Temporary and Casual Employees for time worked over 44 hours per week.

8. I have an employee (student) who has been working for 3 months - can they go back and enter information on the timesheet for those 3 months?

No. You must notify payroll of the additional pays for the approved pay periods.

9. Will other departments have access to rates entered by a different department on the timesheet?

Yes, other departments have access to this information in the transaction details.

10. Will "Consultants" be paid via MacVIP or will they still be paid via Accounts Payable?

Independent contracts will be paid via Accounts Payable.
Independent contracts on Roll 3 will continue on MacVIP for 2007, and in 2008 will be paid via Accounts Payable.

For more information, please view the guidelines for New Independent Contractors.

11. An individual from another country has come to McMaster for a one day presentation - will they be entered on MacVIP or will they go through Accounts Payable?

Please refer to the Job Aid for Time Capturers.

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12. Is MacVIP integrated with the parking system?

There are no automated connections between MacVIP and the parking system. Employee deductions must be set up in MacVIP.

13. How are JCQ #s related to Job Number/Position Number in MacVIP?

The JCQ # is assigned in a separate system from MacVIP.  MacVIP includes a separate field to record this number.

14. When will communication of Series A and B go-live dates be sent out?

Series A departments have already received communication regarding their go-live date.

Series B departments will have their communication regarding their go-live date sent out shortly.

15. What are the go-live pay dates for Series A and B?

Series A - payday from MacVIP - August 3rd

Series B - payday from MacVIP - August 31st

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16. Is there a maximum pay amount edit?

Yes, payroll will be notified of any net pays that are greater than $15,000

17. What do I do if I miss the cut-off day for my Payroll?

If you know that you are going to miss the deadline, advise Payroll.
If hours have been missed for an employee and Payroll has to do a pay adjustment, the department will be charged a $25.00 processing fee per cheque.

To avoid this situation, have someone trained as a backup for both planned and unplanned absences.

18. My department is changing its name - do all position names have to be changed individually and will the history remain?

This depends on how the department name changes.  If it is just a correction of a name, then there will be no history of the change. If it is a formal change in the department name, the new positions will be created with the new department and history will be maintained.

19. My department is splitting - will the positions be renamed?

This depends again on how the department names changes.  If it is a formal change in the department name then new positions will be created with the new department and the history will be maintained.

20. What is the turn around time from Human Resources on setting up new positions?

• Departmental Approver for the Candidate Hiring Application must be submitted by the end of the day Wednesday the week before the pay date.
• The Secondary Approvals have committed to a 24 hour turnaround to submit to Human Resources Services (i.e., by the end of the day Thursday)
• Human Resources Services has committed to a 24 hour turnaround for entry into MacVIP (i.e., by the end of the day Friday) - provided all paperwork has also been received.
• The department can therefore enter and approve time by the end of the day on Monday.

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21. Will the Candidate Hiring Application automatically update MacVIP?

Not at this time, however this will be considered as a future enhancement and control points will be considered when designing the process.

22. Will the probation screen be populated? How and by whom?

Probation and time remaining on probation is calculated in the MacVIP system.  Probation is set up when the employee is hired and it is the hiring Supervisor's responsibility to monitor the probation date.  Probation dates will be monitored using MacVIP and probation periods will be managed as per the University's Policy and Collective Agreements.

23. Is an evaluation required for short-term employees?

Yes, this is a recommened best practice. A record needs to be made of how well they did and if you would recommened this individual for rehire.We have prepared a sample template. 

24. What denotes primary position - the first position you hold or the most hours?

The first one that you hold.

25. How can we ensure that the system is not taking too much tax for honorariums or one-time payments?

Honorariums are T4A and are not taxed.
Any T4 payments are taxed according to the individual's TD1 and the total amount of the earnings.  MacVIP, like any payroll system, has the tax codes and earning levels built into the tables according to CRA legislation.

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26. What is the process for applying retro pay for TA's who receive a rate increase when they graduate?

A position change needs to be completed for TA's to receive retro pay for their rate increase.

27. How are statutory holidays calculated for Temp/Casuals?

If you generate a schedule (for a Position Group that contains both scheduled and non-scheduled employees) for a week that has a Stat Holiday, every Temp/Casual employee will have a 1205 transaction code generated for that holiday (with 0 hours).  When payroll is processed, the system will calculate the correct payment for the Stat Holiday. However, if you use the Time Sheet to enter time you must enter the 1205 transaction code on the applicable day (eg. Sept. 3rd for Labour Day) with 0 hours in order to ensure that the employee will be paid their Stat Holiday pay according to Employment Standards.

28. Are there any "drill-down" capabilities in reports (e.g. from summary to detail)?

No.

29. How will access be set up for small departments with only one backup?

Access is set up to ensure separation of duties or other appropriate controls.  With the prior approval of an Internal Audit, small departments can have one person cature time and approve time if employees complete and sign a time sheet and also if the department retains that timesheet for three years.

30. Who generates the schedule and enters weekly time exceptions for existing Roll 3 session employees previously set up in PPS?

Departments will generate the schedule - this process will be shown in the labs.

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31. I am concerned that there will be access by others to screens that show personal information - address, marital status, etc.

Security profile adjustments have been made to address this.

32. Sessional instructors who are only paid once a session - included in CUPE - do not get vacation or statutory pay because it is included in their rate.  If I use code 1000 to pay them they will receive vacation pay on top of those earnings. What do I do?

Sessional Lecturers will all be paid bi-weekly. The premium transaction code is 1378.

Copies of all Sessional Lecturer employment letters should be forwarded to Chris Sylvester in Budgeting Services and to your MacVIP Support Representative.

33. I have a CAW employee working in 2 departments.  If overtime results, which department is charged the overtime hours?

Use the 1030 code for overtime, outside the normal schedule hours. The department in which the last hours have been worked will be charged the overtime. Both departments must make arrangements to charge the overtime to the correct account by making appropriate journal entries.

34. How will the entitlement banks be set up - i.e., vacation, flex banks?

All entitlement banks are established according to the employee group rules.

35. Past practice has been the payment of lump sum payments for work that is associated in work activity. Faculty need to be informed that no more lump sum payments are being made. 

All work that is based on hours worked must be captured in the time entry process.

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36. How do I get the MacVIP application onto my desktop?

Each user must download a Virtual Private Network (VPN) client application and the MacVIP application to their computers. Before doing this you will need to have a MAC ID and password.  There is an automated process to download the VPN and MacVIP application.  Please be certain to read the Software Download Instructions and consult the 'Common Errors' page if you have any problems.

37. I am not at a McMaster location, can I download the MacVIP application?

Yes, if the location is on the McMaster network or a known location.  If you have a MAC ID and you attempt to download the application from an unknown location, you will be presented with a screen to apply for access.  It may take a day or two to set up a new location.

38. I have downloaded the MacVIP application but I cannot log in.

You must use the VPN connection first before attempting to log in to MacVIP.  If you are a new user, you will not be able to access MacVIP until you receive notification that you have been trained and activated.  This is to ensure that no one is inadvertently paid from both systems for the same week.

39. If I run a Schedule Generation for a Position Group that contains both scheduled and non-scheduled Temp/Casual employees, will non-scheduled employees have a schedule generated?

Yes, non-scheduled employees will have a "dummy" schedule generated, having 0.01 hours on the Saturday.  You will be required to delete this and enter the correct hours using either the Weekly Time or Time Sheet screens.

40. Can we accept email from the approver as a legitimate source of approval for time e.g., if the approver could not sign the paper timesheet, can the user with dual access accept the email as the audit trail?

An email is considered appropriate for the audit trail. It should be printed and stapled to the timesheet for backup purposes to prove why the signature is not present on the actual timesheet.