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HomeMy WebLinkAboutHUR080-003 Leave - Non-union Employees Procedure Procedure Procedure Title: Leave – Non-union Employees Procedure Number HUR 080-003 Reference Employment Standards Act Workplace Safety & Insurance Act Date Originated (m/d/y) September 1, 2021 Date Revised (m/d/y) September 1, 2022 Pages 16 Approval: Chief Administrative Officer Point of Contact Director, Human Resources Procedure Objective The Corporation of the City of Pickering (“City”) is committed to establishing and maintaining an orderly system for the administration of various forms of leave, including vacation leave, paid holidays, leaves of absence, sick leave, bereavement leave, court and jury duty, professional leave, pregnancy/adoption/parental leave and other statutory leaves as outlined in the Employment Standards Act, 2000 (ESA). The objective of this Procedure is to: 1. Ensure uniform standards and procedures respecting the provisions and administration of leaves for non-union Employees within the City. 2. Provide a system that will facilitate monitoring the various forms of leave applied for and granted to ensure consistent and accurate application and detect potential abuses. 3. Ensure employees, immediate supervisors and Directors are aware of the leave program for non-union employees of the City. 4. Provide a system of record keeping. Index 01 Definitions 02 Responsibilities 03 Leave of Absence Reporting Requirements 04 Vacation 05 Statutory Holidays 06 Sick Leave Procedure Title: Leave – Non-union Employees Page 2 of 16 Procedure Number: HUR 080-003 07 Pregnancy and/or Parental Leave 08 Statutory Leaves 09 Bereavement Leave 10 Professional Development Leave 11 Witness and Jury Duty 12 Voting Time Off 13 Unpaid Leave of Absence 01 Definitions 01.01 Annual Salary – An employee’s annual salary based on full-time, continuous employment in their regular position, excluding monies paid for acting assignments, overtime, etc. 01.02 Case Management Team – A team comprised of the employee, their immediate supervisor and a Human Resources Representative who work collaboratively to develop appropriate accommodations for injured or ill employees during the Disability Managem ent and Return to Work process. 01.03 City – The Corporation of the City of Pickering. 01.04 Daily Salary – An employee’s annual salary divided by 260. 01.05 Dependent – A person who is a resident in Canada or the United States, and who is: a) the spouse of the employee; b) the natural, legally adopted, or step child of the employee or spouse, who is unmarried, not engaged in active employment, or dependent on the employee or spouse for financial support. The dependent must be under 21 years of age or under 25 years of age and enrolled in full- time attendance at an accredited educational institution. 01.06 Full-time Hours – Employees assigned to work regularly scheduled bi- weekly hours consisting of 70 hours. 01.07 Hourly Rate – An employee’s annual salary divided by 1820. 01.08 Immediate Family – A spouse, including common-law spouse, children, including foster or stepchildren, parents, including stepparents of an employee. Procedure Title: Leave – Non-union Employees Page 3 of 16 Procedure Number: HUR 080-003 01.09 Immediate Supervisor – The direct non-union supervisor of the employee. 01.10 Lieu Time – Paid time off instead of additional pay for hours worked in excess of 7 hours per day or 35 hours per week. 01.11 Loss of Earnings (LOE) Benefits – Payment from WSIB for employees with a loss of earnings as a result of a workplace injury or illness. 01.12 Non-union Employee – An employee of the City designated as out of scope on the basis of professional and/or management criteria established under the Ontario Labour Relations Act and who is subject to the City’s Compensation Procedures for Non-union employees. 01.13 OMERS – Ontario Municipal Employees Retirement System. 01.14 Permanent Employee – An employee hired into a permanent position and who has successfully completed the required period of time, which constitutes probationary service. 01.15 Permanent Part-time Employee – An employee working less than 35 hours per week, or 70 hours bi-weekly, hired into a permanent position and who has successfully completed the required period of time, which constitutes probationary service. 01.16 Sick Leave – Sick leave means the period of time an employee is entitled to be absent from work by virtue of being sick or disabled, quarantined as a result of exposure to a contagious disease, under examination or treatment by a qualified medical practitioner, or injured because of an accident which is not compensable under the Workplace Safety and Insurance Act. Sick leave payments are intended only for the protection of the income of employees who are unable to work for these reasons. 01.17 Spouse – An adult who is legally married to their respective partner or who cohabits in a conjugal relationship outside of marriage. 01.18 Statutory Leave – Job-protected time off work in certain situations as defined and determined by the Ontario Employment Standards Act. 01.19 Non-permanent Employee – A temporary employee typically hired to perform overflow work and to fill in during peak work periods, or one who is hired on a non-permanent basis to replace an existing employee who is on an approved leave. 01.20 Vacation Entitlement – Earned vacation entitlement in days based on the years of service. 01.21 Vacation Leave – Leave without loss of pay granted in each vacation year based on earned vacation credits. Procedure Title: Leave – Non-union Employees Page 4 of 16 Procedure Number: HUR 080-003 01.22 Vacation Year – A period of 12 consecutive months beginning January 1 and ending December 31. 01.23 Work Day – Those regularly scheduled hours the employee is normally scheduled to work. 01.24 WSIB – Workplace Safety & Insurance Board. 02 Responsibilities 02.01 Chief Administrative Officer to: a) Actively support the Procedure. b) Approve the Procedure and any amendments, as required, from time to time. c) Authorize any vacation carryover as per 04.02 c). d) Approve any paid leaves of absence. 02.02 Human Resources to: a) Administer, interpret and ensure consistent application of the Procedure. b) Assist Directors, Division Heads, immediate supervisors and employees in the administration and application of the Procedure. c) Recommend Procedure amendments to the Chief Administrative Officer (“CAO”). d) Counsel employees on leave options available to them. e) Record and process the required leave documentation through Payroll. f) Track and report leave periods to OMERS and provide employee with corresponding leave purchase information. g) Oversee the disability management process as an active member of the Case Management Team for Long Term Disability (“LTD”). File necessary LTD documentation with the City’s benefit carrier. h) Provide annual vacation entitlement listings to each Department and Payroll. 02.03 Director/Division Head to: a) Actively support the Procedure. b) Authorize vacation carryover requests as per 04.04 c). Procedure Title: Leave – Non-union Employees Page 5 of 16 Procedure Number: HUR 080-003 c) Approve any request for a leave of absence where appropriate. 02.04 Immediate Supervisor to: a) Complete all required forms, records and reports respecting the Procedure. b) Ensure that employees understand the Procedure. c) Approve employee requests for vacation leave. d) Assist employees in identifying eligibility under the Procedure. Ensure employees complete required forms and provide necessary documentation to support their request. 02.05 Employees to: a) Be aware of the regulations, policies and procedures respecting the various programs of leave of the City. b) Comply with all regulations, policies and procedures respecting application for various leaves covered under the Procedure. 03 Leave of Absence Reporting Requirements 03.01 A leave of absence from work, including leave of absence without pay, pregnancy/parental/adoption leave and other statutory leaves, professional leave, or witness/jury duty leave, is requested by the employee through the electronic Leave Reporting Form (Appendix I) and are subject to the approval of the immediate supervisor, director and where applicable, the CAO. 03.02 For leaves of absence as outlined in 03.01 the department is required to forward the finalized Leave Form to Human Resources for processing along with an Action Notice within the designated timeframe of the appropriate pay period. Human Resources will follow their normal practices and timelines for processing Action Notices for Payroll. 03.03 Requests for vacation and use of accumulated lieu time are submitted to the immediate supervisor for approval using the Vacation Lieu Request Form (Appendix 2). 04 Vacation 04.01 Vacation Entitlement a) A permanent full-time non-union employee who has attained the consecutive years of service in the chart below on December 31st in any year shall be entitled to the corresponding vacation entitlement without loss of pay in the year following the completion of the required years of Procedure Title: Leave – Non-union Employees Page 6 of 16 Procedure Number: HUR 080-003 service. For the first incomplete calendar year of service, an employee shall earn one and a quarter (1.25) days for each complete month of service to a maximum of fifteen (15) days unless otherwise negotiated at the time of hire. Standard annual vacation entitlements will be awarded as follows: Standard Annual Vacation Entitlement Consecutive Years of Service Vacation Entitlement Less than one year to less than five years Fifteen working days Five years but less than six years Sixteen working days Six years but less than seven years Seventeen working days Seven years but less than eight years Eighteen working days Eight years but less than nine years Nineteen working days Nine years but less than ten years Twenty working days Ten years but less than eleven years Twenty-one working days Eleven years but less than twelve years Twenty-two working days Twelve years but less than thirteen years Twenty-three working days Thirteen years but less than fourteen years Twenty-four working days Fourteen years but less than fifteen years Twenty-five working days Fifteen years but less than sixteen years Twenty-six working days Sixteen years but less than seventeen years Twenty-seven working days Seventeen years but less than nineteen years Twenty-eight working days Nineteen years but less than twenty-one years Twenty-nine working days Twenty-one years but less than twenty-five years Thirty working days Twenty-five years but less than twenty-seven years Thirty-one working days Twenty-seven years but less than thirty Thirty-two working days Thirty years but less than thirty-two years Thirty-three working days Thirty-two years but less than thirty-five years Thirty-four working days Thirty-five years or more Thirty-five working days b) Vacation entitlements for permanent full-time employees may be adjusted when employment triggers the continuous employment criteria as defined by the Employment Standards Act (ESA). An employee’s adjusted vacation entitlement will align with the ESA until the years of continuous employment align with the City’s standard vacation entitlement structure. Procedure Title: Leave – Non-union Employees Page 7 of 16 Procedure Number: HUR 080-003 c) Employees who negotiated a higher level of vacation than afforded in the standard vacation entitlement will follow an Alternate Vacation Progression schedule on a two-year staggered basis as outlined in Appendix 3. d) Employees who negotiated vacation entitlements outside the entitlements contemplated in the Alternate Vacation Progression schedule will follow the same two-year staggered principal. e) Unpaid vacation, or vacation pay, for permanent part-time or temporary employees shall be granted and paid in accordance with the ESA (as amended from time to time). f) The vacation year will run from January 1 to December 31. 04.02 Prorating Vacation: a) Vacation entitlement is an earned benefit and as such it is earned at a rate of one-twelfth (1/12) for each calendar month of service. In the case of an incomplete month of service, the employee will receive vacation entitlement only if they have worked one-half (1/2) or more of the working days in the month. b) An employee upon ceasing employment shall receive the prorated amount of their vacation entitlement for the calendar year in the event of employment for less than the complete year. All employees will be required to pay back vacation time taken if the amount taken exceeds the prorated entitlement earned as of the date their e mployment ends. c) In the case of an incomplete month of service, vacation entitlements will be prorated for employee’s performing modified work who have not worked one-half (1/2) or more of the working days in the month. Furthermore, full-time permanent employees performing modified work must be paid for a minimum of one-half (1/2) their normal work day to be considered a work day for the purpose of determining vacation entitlement. 04.03 Prorating Vacation and Employee Absences a) Leaves of absence in excess of one (1) continuous month will reduce the paid vacation entitlement on a prorated basis, except for absences related to qualifying Employment Standards Act leaves. b) An employee who is off work and being paid by a LTD Insurance Carrier will have their paid vacation entitlement reduced on a prorated basis. Procedure Title: Leave – Non-union Employees Page 8 of 16 Procedure Number: HUR 080-003 c) Where an employee is absent from work for more than eight (8) continuous months as a result of a workplace illness/injury and is in receipt of WSIB benefits, their paid vacation entitlement shall be reduced on a prorated basis. d) Employees on pregnancy or Parental leave shall continue to accrue vacation entitlement in accordance with the entitlement outlined for their consecutive years of service, or the alternate progression as negotiated. 04.04 Taking of Vacation a) An employee will be entitled to receive vacation leave subject to the operational needs of the department: i. In one continuous period pending approval of the employee’s immediate supervisor. ii. In separate periods of not less than ½ day. b) Vacation leave may be taken at any time during the year in which it is earned subject to approval of the immediate supervisor. c) The Director may grant an employee’s request to carry over a maximum of five (5) working days of vacation to the next year. In extraordinary circumstances, the CAO may approve carry over requests that exceed five (5) working days. d) Employees will not be paid for accumulated vacation entitlements except when exiting the organization as stated in 04.02 b) or in extraordinary circumstances when authorized by the CAO. e) An employee who is an admitted in-patient in hospital or confined under doctor’s direction as a result of illness or injury occurring immediately prior to their scheduled vacation may have their vacation re-scheduled, if possible. In all cases, a medical certificate stating the inclusive dates the employee was admitted or confined and the date of the occurrence of the illness or injury must be provided prior to the scheduled vacation. 04.05 Recall During Vacation – Expenses a) When, during any period of authorized vacation leave, an employee is recalled to duty, they will be reimbursed, for reasonable expenses incurred, in proceeding to their place of duty and in returning to the place from when they were recalled if the employee immediately resumes vacation upon completing the assignment for which they were recalled. b) If a recall from vacation results in any expenses, such as cancellation of reservations, loss of deposits, penalty payments or travel and related expenses for their dependents in excess of those reasonably anticipated Procedure Title: Leave – Non-union Employees Page 9 of 16 Procedure Number: HUR 080-003 had they not been recalled, the employee will be reimbursed for reasonable expenses. 04.06 Cancellation of Vacation – Expenses a) Where a specific period of vacation leave is authorized and such leave is cancelled by the City prior to commencement, any expenses as detailed in Section 04.05 b), may be reimbursed provided the employee has made every reasonable effort to minimize the cost of such cancellation. 05 Statutory Holidays 05.01 All permanent employees shall be granted the following holidays with pay: a) New Years’ Day b) Family Day c) Good Friday d) Easter Monday e) Victoria Day f) Canada Day g) Civic Holiday h) Labour Day i) National Day for Truth & Reconciliation j) Thanksgiving Day k) Christmas Day l) Boxing Day m) ½ day on Christmas Eve n) ½ day on New Years’ Eve o) One day floating holiday, to be taken on a day mutually agreeable to the employee and their immediate supervisor. New employees who commence employment after November 11th shall not be entitled to a floating holiday during the first incomplete calendar year of employment. p) Any other day proclaimed as a National or Provincial holiday by the Federal or Ontario Government. Procedure Title: Leave – Non-union Employees Page 10 of 16 Procedure Number: HUR 080-003 05.02 Should any of the holidays fall on a normal work day, the employee will receive the day off with pay provided that the employee has worked the full number of scheduled hours of work on the work day immediately preceding and immediately following the holiday unless excused by the City, or an employee was absent due to: a) An approved leave of absence. b) Bereavement leave c) Vacation approved by the City. d) Any other reasonable cause. 05.03 If one of the holidays falls on or is observed during an employee’s vacation period, they shall be granted another day off with pay in lieu thereof. 05.04 The City may designate one (1) day off to be taken with Christmas Day or Boxing Day instead of the two (2) half (1/2) days off for Christmas Eve and New Years’ Eve. 05.05 Should any of the holidays fall on a Saturday or Sunday, it will be observed on the preceding Friday or the following Monday as determined by the City. 05.06 Holiday pay for permanent full-time employees shall be computed on the basis of the regularly scheduled number of hours the employee would otherwise have worked (up to a maximum of seven (7) hours) at the employee’s regular hourly rate of pay. 05.07 Holiday pay for part-time employees shall be computed in accordance with the ESA. 05.08 An employee who has undertaken to work on any of the holidays and fails to report to work shall forfeit all pay for that day unless their absence is due to illness verified by a medical certificate as required by the City or otherwise provides a reason satisfactory to the City. 06 Sick Leave 06.01 Sick Entitlement Each full-time permanent employee will earn sick leave at the rate of one and one half (1½) days per month of service and each permanent part-time employee will earn sick leave at a rate of 0.07% of each hour worked except: a) Where an employee is off work and being paid by a LTD Insurance Carrier; Procedure Title: Leave – Non-union Employees Page 11 of 16 Procedure Number: HUR 080-003 b) Where an employee is absent from work for more than eight (8) continuous months as a result of workplace illness/injury and is in receipt of WSIB benefits. c) Where an employee is absent from work on an unpaid leave of absence in excess of one (1) continuous month. d) When the employee has not worked one-half (1/2) or more of the working days in the month in the case of an incomplete month of service. Full-time permanent employees performing modified work must be paid for a minimum of one-half (1/2) their normal work day to be considered a work day for the purpose of sick leave accrual. 06.02 The unused portion of an employee’s sick entitlement will be accumulated and carried forward from one year to the next. 06.03 Sick Leave Entitlement Usage: a) Employees are subject to the provisions set out in HUR 130 -025 Attendance Management Procedure. b) Employees are not entitled to paid sick leave during the first month of service. c) Employees will not be paid cash for accumulated sick leave credits. d) In the case of illness or a required medical procedure of a member of the employee’s immediate family (spouse, dependent children or parents), and where the employee must provide for the n eeds of the family member, the employee shall be entitled to use a maximum of five (5) sick leave days per calendar year. Sick leave used for this purpose shall be drawn from the employee’s accumulated sick leave credits. 06.04 When an employee is injured at work and in receipt of WSIB loss of earnings (LOE) benefits instead of regular pay, the City will make up the difference between such WSIB compensation and regular pay by deducting the difference from the employee’s accumulated paid sick leave entitlements. Employees who have exhausted their paid sick leave entitlements will receive WSIB LOE benefits only. 06.05 Permanent full-time employees are required to apply for LTD benefits after an accumulated absence of 17 weeks (elimination period) for the same illness/disability. Employees are not permitted to continue to use sick leave credits once they have accumulated the 17 weeks of disability, unless denied for LTD benefits by the Insurance Carrier, or during the period where a decision is pending or during the appeal process. Employees will be required to pay back their sick leave entitlement if LTD benefits are approved retroactively past the 17 week elimination period. Procedure Title: Leave – Non-union Employees Page 12 of 16 Procedure Number: HUR 080-003 06.06 Unpaid sick leave may be established as credited service for OMERS pension plan purposes. The leave must be purchased by the end of the year in which the leave occurred. If the leave is not purchased, OMERS will recognize the leave as eligible service. 07 Pregnancy and/or Parental Leave 07.01 Pregnancy and/or Parental leaves as defined under the ESA will be granted in accordance with the terms and provisions of the ESA, as amended from time to time. 07.02 An employee requesting a pregnancy and/or parental leave will compete the Leave Reporting Form and submit it to their immediate supervisor at least two weeks prior to the commencement of the leave. If requested by the immediate supervisor, the Form shall be accompanied by a certificate from a qualified medical practitioner stating the expected date of birth. Employees applying for Parental Leave only must provide the Corporation with a minimum of four (4) weeks written notice of the date the leave is to begin. 07.03 Pregnancy and/or parental leave will be without salary. While on leave, an employee will continue to accrue vacation and sick leave credits. They will also continue to be covered by the City’s Basic Life, LTD, Extended Health Care, Dental and Vision Plans. 07.04 Pregnancy and/or parental leave may be established as credited service for OMERS pension plan purposes. The leave must be purchased by the end of the year following the year in which the period of leave ended. If the leave is not purchased by the employee, OMERS will recognize it as eligible service. 07.05 An employee returning from pregnancy and/or parental leave within the approved period will be given the same position, if available, or a comparable position at their former salary. 08 Statutory Leaves 08.01 Statutory leaves as defined under the ESA will be granted in accordance with the terms and provisions of the ESA, as amended from time to time. 08.02 An employee requesting a statutory leave will compete the Leave Reporting Form and submit to their immediate supervisor prior to the commencement of the leave or as soon as reasonably possible after the commencement of the leave. 08.03 Statutory leaves will be without salary. While on leave, an employee will continue to accrue vacation and sick leave credits. They will also continue to be Procedure Title: Leave – Non-union Employees Page 13 of 16 Procedure Number: HUR 080-003 covered by the City’s Basic Life, LTD, Extended Health Care, Dental and Vision Plans. 08.04 Statutory leaves may be established as credited service for OMERS pension plan purposes. The leave must be purchased by the end of the year following the year in which the period of leave ended. Otherwise, they are recognized by OMERS as eligible service. 08.05 An employee returning from a statutory leave within the approved period will be given the same position, if available, or a comparable position at their former salary. 09 Bereavement Leave 09.01 A permanent employee shall be granted bereavement leave without loss of pay, according to the schedule below, immediately following the death of; a) an employee’s spouse (including common-law spouse) child, stepchild, parent, stepparent, sibling, stepsibling up to five (5) consecutive working days off. b) an employee’s grandparent, grandchild, parent-in-law, or other relative living with the employee, up to three (3) consecutive working days off. c) an employee’s sibling-in-law, child-in-law, sibling of employee’s parents (aunt and uncle), one (1) working day off to attend the funeral. 09.02 If funeral services are held at a later date, such entitlement shall not be consecutive, but shall be scheduled as approved by the employee’s immediate non-union supervisor, upon written request of the employee . 09.03 In the event such a death occurs, or the funeral is held at a distant point (minimum 500 km away) requiring extra traveling time, the employee may be granted up to two additional work days off without loss of pay, subject to the prior approval of the immediate supervisor. 09.04 Employees may have their vacation rescheduled if a death occurs which entitles them to bereavement leave in accordance with 08.01. To be eligible to have their vacation rescheduled, the employee must notify their immediate non-union supervisor immediately when such a death occurs. 10 Professional Development Leave 10.01 Special leave with pay to a maximum of one day per subject may be granted to an employee to write an examination for an employer-approved course at an accredited school or educational institution, provided the employee has demonstrated that the examination to be written directly relates to the Procedure Title: Leave – Non-union Employees Page 14 of 16 Procedure Number: HUR 080-003 employee’s function and will improve his/her qualifications and ability to perform those duties. 10.02 Special leave with pay to a maximum of one day may also be granted to an employee for the purpose of receiving a degree or diploma at a school, technological institute, professional association or university convocation or to receive special honor at a meeting of a professional society. 11 Witness and Jury Duty Leave 11.01 An employee who has been called to jury duty or subpoenaed as a Crown witness or subpoenaed as a witness in a civil or criminal proceeding shall receive for each day absent from regularly scheduled working hours, the difference between average hourly earnings lost and the amount of jury or witness fee received, providing the employee furnishes the City with a Certificate of Service signed by the Clerk of the Court showing the amount of any fee received. 11.02 To ensure that the City acts and is perceived to act impartially in any legal matter in which the City is not directly involved as a plaintiff or defendant, an employee will not testify in such matters unless formally subpoenaed. 11.03 Under no circumstances will an employee appear as an “expert witness” or otherwise represent the City or their position at the City without a formal subpoena having been served on them. 11.04 Notwithstanding the above clauses, an employee may act as a witness without benefit of a subpoena on behalf of the City where the City is the plaintiff or defendant. 12 Voting Time Off 12.01 Upon request, an employee who is an elector will, while the voting stations are open on election day, be allowed three (3) consecutive hours for the purpose of casting a vote. 12.02 If the employee’s hours of work do not allow for the necessary hours, the City will allow the employee any additional time for voting that is necessary to provide them the consecutive hours. The additional time for voting will be granted at the convenience of the City. 12.03 The City will not make any deduction from the pay of an employee nor impose any penalty by reason of their absence from work during these consecutive hours. 13 Unpaid Leave of Absence Procedure Title: Leave – Non-union Employees Page 15 of 16 Procedure Number: HUR 080-003 13.01 The City may grant a leave of absence without pay to any employee requesting such a leave for reasons which the City determines to be legitimate. The recipient shall use the leave of absence only for the purpose for which it was granted. 13.02 An employee requesting a leave of absence without pay, which is less than one (1) month in duration, will submit their written request for leave to their Director for approval. When a leave of absence without pay is requested for more than one (1) month, both the Director and CAO must approve the leave request. In both cases, a copy of the approved leave request is forwarded to Human Resources for information purposes. Except in emergencies, such requests must be submitted as follows: a) For a leave of absence up to one (1) month, at least two (2) weeks prior to the requested start date of the leave. b) For a leave of absence of over one (1) month, at least one (1) month prior to the requested start date of the leave. c) The employee will be informed if the leave is approved or not approved within one (1) week of the receipt of the request for same. 13.03 An employee will not be granted a leave of absence except as provided for in the ESA during the twelve (12) month period immediately following their appointment to the City. 13.04 An employee who is on a leave of absence without pay for more than one (1) month shall not accrue further vacation and sick leave credits. 13.05 The City shall cease its payment of the premium cost of the employee’s benefits after one (1) continuous month of unpaid leave. If the employee requests, they will be permitted to continue eligible ben efits if they arrange to pay the premium costs of benefits through Human Resources before the leave commences. 13.06 Employees, may continue their service in the OMERS pension plan, but are required to pay both the employee and the employer portion of the contributions. 13.07 An employee engaged in other employment for gain while on leave of absence without the express written consent of the City, will be deemed to have automatically terminated their employment with the City. Appendices Appendix 1 Leave Reporting Form Appendix 2 Vacation/Lieu Request Form Procedure Title: Leave – Non-union Employees Page 16 of 16 Procedure Number: HUR 080-003 Appendix 3 Alternate Vacation Progression Schedule Appendix 1 Leave of Absence Request Form Employee Name: Position Title: Department: Division: Employment Status Permanent ☐ Temporary ☐ Hours of Work Full-time ☐ Part-time ☐ Leave Type No. of Hours/Days Start Date End Date ☐LOA Without pay ☐Pregnancy Leave ☐Parental Leave ☐Adoption Leave ☐Professional Leave ☐Witness/Jury Duty ☐Other Additional Information Employee Signature Date Immediate Supervisor Date Division Head Date Director Date For any unpaid leave of more than on month in duration Chief Administrative Officer Date HR0305-09/29 Submit original form (with applicable supporting documentation) to the Human Resources Department Employee #: To: [Click here and type name] "[Click here and type title]" "[Click here and type date]" From: [Click here and type name] "[Click here and type title]" 202X Vacation Entitlement Summary Day(s) Carry-over (if applicable) Vacation Entitlement Perfect Attendance (if applicable) Float Day 1 Total Vacation I am requesting approval to schedule vacation day(s) as follows: For ½ day requests please indicate am or pm Lieu I am requesting approval to schedule lieu time as follows: For ½ day requests please identify am or pm Vacation Date(s) Day(s) Requested Day(s) Remaining Mgmt Approval Lieu Date(s) Hours Requested Mgmt Approval Request to carry over to 202X vacation (if applicable) Lieu Time Carry Over to 202X (if applicable) Lieu bank cannot exceed 5 working days 202X Vacation and Lieu Time Request Ongoing history of current year’s vacation/lieu Bold new requests or revisions to an existing request Indicate in brackets (delete) if time scheduled is not taken and update days remaining accordingly Detailed instructions are at the bottom of page 2 Appendix 2 CAO 1002-01/05 Revised 22/09/01 Vacation I am requesting approval to schedule vacation day(s) as follows: For ½ day requests please indicate am or pm Lieu I am requesting approval to schedule lieu time as follows: For ½ day requests please identify am or pm Vacation Date(s) Day(s) Requested Day(s) Remaining Mgmt Approval Lieu Date(s) Hours Requested Mgmt Approval Request to carry over to 202X vacation (if applicable) Lieu Time Carry Over to 202X (if applicable) Instructions Vacation  this form is an active document and provides an up -to-date record of the current year’s vacation/lieu history. Utilize the same document for all vacation/lieu requests, listing su bsequent requests in date order  new requests or revisions to an existing request must be reflected in bold. Ensure the columns calculate accordingly each time a new request/revision is submitted  in the event requested time is not taken, submit a revised request form and indicate (delete) beside the date(s) not taken and adjust the days remaining accordingly  staff may carry-over up to five days of vacation to the next calendar year with appropriate approval signatures  annual vacation requests must be submitted by April 1st of each year. The Corporation will post the approved vacation schedule on or before April 30 th in the work area concerned Lieu Time  staff are permitted to bank lieu time up to maximum of five working days  CUPE employees – time off in lieu earned prior to November 30th must be taken in the calendar year in which it is earned  Non-union staff – time off in lieu earned prior to November 30th must be taken in the calendar year in which it is earned or it will be paid out before D ecember 31st. [refer to Compensation and Hours of Work Procedure – Non-union Employees [HUR 080-001 Section 07.03 d)] 202X Vacation and Lieu Time Request Page 2 Alternate Vacation Progression Schedule Page 1 of 1 Appendix 3 Non-union vacation Entitlements Years of Service CUPE Vacation Entitlement Fifteen working days Twenty Working Days Twenty-Five Working Days < 1 year Fifteen working days Fifteen working days Twenty Working Days Twenty-five Working Days 1 < 2 yrs Fifteen working days Sixteen working days Twenty-one working days Twenty-five Working Days 2 yrs < 3 yrs Fifteen working days Sixteen working days Twenty-one working days Twenty-six working days 3 yrs < 4 yrs Fifteen working days Seventeen working days Twenty-two working days Twenty-six working days 4 yrs < 5 yrs Sixteen working days Seventeen working days Twenty-two working days Twenty-seven working days 5 yrs < 6 yrs Seventeen working days Eighteen working days Twenty-three working days Twenty-seven working days 6 yrs < 7 yrs Eighteen working days Eighteen working days Twenty-three working days Twenty-eight Working days 7 yrs < 8 yrs Nineteen working days Nineteen working days Twenty-four working days Twenty-eight Working days 8 yrs < 9 yrs Twenty working days Twenty working days Twenty-four working days Twenty-nine working days 9 yrs < 10 yrs Twenty-one working days Twenty-one working days Twenty-five Working days Twenty-nine working days 10 yrs < 11 yrs Twenty-two working days Twenty-two working days Twenty-five Working days Thirty working days 11 yrs < 12 yrs Twenty-three working days Twenty-three working days Twenty-six working days Thirty working days 12 yrs < 13 yrs Twenty-four working days Twenty-four working days Twenty-six working days Thirty-one working days 13 yrs < 14 yrs Twenty-five working days Twenty-five working days Twenty-seven working days Thirty-one working days 14 yrs < 15 yrs Twenty-six working days Twenty-six working days Twenty-seven working days Thirty-two working days 15 yrs < 16 yrs Twenty-seven working days Twenty-seven working days Twenty-eight Working days Thirty-two working days 16 yrs < 17 yrs Twenty-eight working days Twenty-eight working days Twenty-eight working days Thirty-three working days 17 yrs < 19 yrs Twenty-nine working days Twenty-nine working days Twenty-nine working days Thirty-three working days 19 yrs < 21 yrs Thirty working days Thirty working days Thirty working days Thirty-four working days 21 yrs < 25 yrs Thirty-one working days Thirty-one working days Thirty-one working days Thirty-four working days 25 yrs < 27 yrs Thirty-two working days Thirty-two working days Thirty-two working days Thirty-five working days 27 yrs < 30 yrs Thirty-three working days Thirty-three working days Thirty-three working days Thirty-five working days 30 yrs < 32 yrs Thirty-four working days Thirty-four working days Thirty-four working days Thirty-five working days 32 yrs < 35 yrs Thirty-five working days Thirty-five working days Thirty-five working days Thirty-five working days 35 yrs or more Thirty-five working days Thirty-five working days Thirty-five working days Thirty-five working days