Pay and Job Evaluation

At the Town of Oakville, our belief in our employees is supported by a complete compensation strategy that includes competitive wages, benefits, pension plans and leaves. Human Resources manages and evaluates pay and classification systems and develops and recommends policies and procedures that allow the town to be internally equitable and externally competitive.

Our objective is to establish pay and classification practices that allow the town to attract and retain excellent employees capable of realizing personal and organizational goals.

Pay grade structures

Union and non-union salary and wage grids for specific employee groups can be accessed below:

UNIFOR (2018-2022) (pdf)
CUPE 136 (2019-2023) (pdf)
CUPE 1329 (2016-2019) (pdf)
OPFFA (2018-2022) (pdf)
Non-Union (pdf)

Approved overtime is paid in compliance with the Employment Standards Act 2000 and/or details contained within specific collective agreements or corporate policies.

Non-Union Overtime Policy (Total Rewards)
Management Overtime Procedure
Supervisor and Non-Management Non-Union Staff Overtime Procedure

Job evaluation

Job evaluation is a systematic ranking of jobs within specific employee groups at the town. The result is an ordering of jobs in levels of relative worth. Attaching salaries and pay rates to these levels is the next step.

An evaluation can be done when a position is vacant and you want to ensure that you are recruiting at the correct rate, or it can be done when the duties of the job have changed substantially since the incumbent was hired.

Job evaluation process

The process may vary by employee group but generally:

  • New jobs or jobs that have changed must be submitted to Human Resources on the appropriate questionnaire document.
  • Submissions for jobs that have changed must be accompanied by the appropriate re-evaluation request form.
  • All submissions must be approved by the department director.
  • HR will review the submission and work with the department to finalize the document which will then be scheduled for evaluation by the appropriate job evaluation committee.
  • Evaluation results will be communicated by HR to the department director verbally, with confirmation in writing to the director and if the position is occupied, to the job incumbent.

Job evaluation forms

CUPE Local 1329

Job Evaluation Process (pdf)
PDQ Form (pdf)
Request for Evaluation (pdf)

CUPE Local 136

JEQ Form (pdf)
Maintenance Form (pdf)

Non-Union

JIQ Form (pdf)
Request for Evaluation (pdf)

Non-Union Part Time

Job Evaluation Form (pdf)

Payroll

The Payroll Services section of the Financial Operations department responsible for administering pay for employees in accordance with all legislation, town policies, procedures, collective agreements and guidelines, and for implementing pay and benefit changes as approved by the Human Resources department.

Direct deposit

Direct deposit is mandatory for all employees. We offer the flexibility of having your net pay split, by lump sum or a percentage, into two separate accounts. Payroll Advice slips are distributed biweekly on Fridays.

Tax forms

TD1 Forms are required for all new employees. This form outlines employees' available tax credits, and is used to calculate the rate of income tax deducted from payroll. This form is also used to request additional income tax deductions. New forms are required annually for anyone who claims anything other than the basic single-tax rate.

Timesheets

Timesheets are required for all hourly paid employees. Most outside workers are charged through activity-based costing, and payroll is submitted by forepersons. Most temporary or contract employees are required to submit approved weekly timesheets detailing hours worked.

Reimbursements

Reimbursements for employee expenses are paid through payroll by direct deposit. Expense amounts are added as non-taxable earnings. These reimbursements include mileage, boot allowance, car expense, conference expenses and tuition reimbursement. For those employees covered by a collective agreement, please refer to the terms and conditions as set out in your respective collective agreement for reimbursements.

Mileage

The rate used to reimburse employees for business mileage is based on the rate used by the Treasury Board of Canada. This expense is reimbursed through payroll as a non-taxable benefit. Mileage claims should be submitted on a monthly basis or in accordance with collective agreements.

Payroll forms

Direct Deposit Form - Full-Time (pdf)
Direct Deposit Form - Part-Time (pdf)
Pay Period Calendar (pdf)
Tax Form - Federal (pdf)
Tax Form - Ontario (pdf)
Earnings Codes Listing (pdf)
Employee Bi-Weekly Exception Time Reporting (pdf)
Timesheet (pdf)
Change of Address (pdf)
Auto Mileage & Expense Form (pdf)
Mileage Chart (pdf)
Conference Expense Form (pdf)
Employee Reimbursement Form (pdf)