Guide for Temporary Employees

Important points for temporary employees:

  • Communicate with us.On each contract, you represent David Aplin Group and any problems should be discussed directly with us. Please let us know if the assignment is not meeting your expectations or doesn’t match your skill set. We are always here to help you and lend an understanding ear.
  • Call or email us the day you start your assignment to let us know how things are going.
  • Call or email us well before the end of your assignment. This gives us the opportunity to offer you another opportunity.
  • Call us immediately if there are any changes to your assignment.
  • Never solicit or accept an employment opportunity directly from our clients. If any offer of employment is made, please contact your David Aplin Consultant immediately. We will do our best to satisfy all parties involved.
  • Please call your David Aplin Consultant immediatelyif you are unable to work due to illness or personal emergency.
  • Please call us immediately if you are unable to fulfill your commitment to the assignment. We require a minimum of one week’s notice to find a replacement.
  • Please do not accept an assignment that you don’t think you will enjoy or be able to complete. We expect all assignments to be completed unless the client determines otherwise.

Tips for a successful assignment:

  • Arrive early the first day to familiarize yourself with the environment and routine - allow for possible delays due to weather, traffic, parking, etc.
  • Dress professionally and appropriately for your position.
  • When in doubt, ask. Never assume.
  • Take notes.
  • You are going into a situation where your help is needed, but you are not expected to know everything.
  • Flexibility and a positive attitude are the most important personal attributes you can offer to the client.
  • Observe the client’s policies regarding breaks, including lunch.
  • No cell phones. Personal cell phones must be turned off while on assignment.
  • Please do not use company equipment for personal business, i.e. Internet, phone, fax, photocopier.
  • Never read any personal material such as books or magazines while on the job. 
  • Ask for additional work if you finish your assigned work.

Payment Information

Completing your time sheet
It is imperative that you fill out your time sheet correctly to receive payment. Please follow these instructions: Go to the Login section of www.aplin.com (top right of home page).

  • Log in to the Time Sheets section, using the User ID and Password that was emailed to you.
  • Check that you are entering time into the correct week and day.
  • Click on the add/edit button for the date you wish to enter time for.
  •  Choose the correct project based on your current assignment and if the hours are regular or overtime. If your assignment is not showing correctly, please contact Enable Javascript to view Email.
  • Enter your start and end times, using the 24-hour clock format. Enter your unpaid time for the day (lunch, etc.).
  • Choose the task, based on if your hours are regular time or overtime.
  • If you have a PO #, please enter it in the Description line.
  • You must split out your overtime hours on the second line to ensure that you are paid correctly. Please see your province’s Labour Standards for overtime rules.
  • Click Save Changes.
  • Repeat Steps 3 to 9 for each day you have worked.
  •  Once you have completed and verified your time sheet, click Submit Time Sheet. You are responsible for having your time sheet approved. Please follow up with your manager to be sure they have approved it.  Once you submit your time sheet, an email is sent to your approving manager and you cannot make changes to your time sheet. If you notice an error, you can either:  
    • a) have your manager reject the time sheet. This will allow you to make changes and resubmit to your manager; or 
    • b) contact Enable Javascript to view Email to unlock your time sheet (your manager will see this transaction).
  • If you are a sole proprietor or contractor, please send your invoice directly to the corporate office by fax (780-421-4680) or email (Enable Javascript to view Email). Please include your name somewhere on the invoice.

Deadline 
Please complete your time sheet no later than 5:00 p.m. on Friday. Our payroll is run weekly first thing Monday morning, even on statutory holidays, so in the event you are late with your time sheet, we will have to carry your hours over to the next week. Due to accounting practices, we are unable to accommodate any exceptions. 

If you are unable to have your time sheet approved by your supervisor, please advise us of an alternate authorized email address for approval.

Direct Deposit
David Aplin Group uses the direct deposit method of pay. You must provide us with a copy of a “VOID” cheque or BANK AUTHORIZED direct deposit form. Your pay will be deposited into your bank account on Friday of the week following the one you actually worked. Electronic pay stubs are available online through www.aplin.com (bottom right of home page). See “How do I register?” for instructions. You will be paid on a weekly basis, providing you submit your time sheets and invoices as outlined on the following page.

Overtime and statutory holidays 
As regulations regarding overtime and statutory holidays vary according to province, please check the labour standards that apply where you live. Please do NOT include hours for statutory holidays unless you actually worked on that day. We will make sure you are paid for that holiday based on your provincial statutory holiday pay eligibility rules.

Record of employment 
Your record of employment will be generated once you have completed your assignments with David Aplin Recruiting and will only be sent out if requested. 

Sick days and appointments 
It is imperative that you contact our office in the event you are ill and unable to attend work. If you are able to contact the client as well, that would be much appreciated. If you are aware of any appointments you have scheduled, please give us as much notice as possible.

Please ensure you include your completed TD1s (both federal and provincial) with your banking information. If you require further information please consult a Canada Customs and Revenue Agency representative or visit http://www.cra-arc.gc.ca.

Checklist For Temporary Employee 

We require: 

  • Completed Federal and Provincial TD1 forms. Include: full name, address with postal code, Social Insurance Number (SIN), date of birth, total claim amounts and signature. 
    Note: Social Insurance Numbers that begin with a 9 require a work permit as issued by immigration authorities. 
  • Blank “VOID” cheque or BANK AUTHORIZED direct deposit form. Time sheets, submitted weekly. 

Non-resident temporary employees will also need: 

  • Photocopy of SIN card. If you have applied for your SIN card but have not received it yet, we will need a copy of your receipt of application. Please forward your SIN to your David Aplin Recruiting Consultant as soon as you receive it. 
  • Photocopy of your work permit issued by the immigration authorities.