Life Events

The Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group provide for the accumulation of vacation leave, the conditions under which vacation leave can be approved, the amount that can be cashed out and/or the amount that can be carried forward to the following vacation year.

A vacation year is from April 1^st to March 31^st of the following calendar year.

Collective agreements provide the conditions under which vacation leave is granted. Vacation leave is calculated based on your years of service in the Public Service. You will earn vacation leave for each month in which you receive 75 hours or 10 days pay. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group..

You are expected to take your vacation leave in the year that it is earned, however approval of your vacation leave is discretionary. Your manager may approve the leave after considering the effects of your absence on the operational requirements of the organization.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

You are expected to use your vacation leave in the year in which it is earned. There are circumstances, however, where this may not be possible. The Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group provide provisions for the carry-over and automatic pay-out of excessive vacation leave credits.

After verification by your manager, the Human Resource section of your department will provide the required information to the Pay Centre for payment under cover of a Pay Action Request (PAR) Form.

The Pay Centre will request payment within 10 days of receipt of the required information. Refer to the Pay Centre Service Standards.

Your vacation leave can be changed when you are:

• Granted bereavement leave;
• Granted leave with pay because of the illness in your immediate family; or,
• Granted sick leave on production of a medical certificate.

Your vacation period can be extended with the approval of your manager or can be reinstated in your vacation leave balance for use at a later date. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group.

Most collective agreements provide for the payment of vacation leave, to certain allowable limits, during the vacation year. Your request may be approved at the discretion of your manager. Refer to your Collective Agreement or Terms and Conditions of Employment for details on the rate of pay that will be used for this type of payment. Your request should be forwarded to the Pay Centre under cover of a Pay Action Request (PAR) Form.

If you leave the Public Service during the vacation year for any reason other than for incapacity, death or lay-off, the Pay Centre will recover an amount equivalent to any unearned leave for the vacation leave earned for each month that you receive pay for 75 hours or 10 days. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for additional information.

Any outstanding earned vacation leave to your credit at the time of departure from the Public Service will be paid to you, or in the event of your death, to your estate.

Your Collective Agreement or Terms and Conditions of Employment may provide an option to have your credits transferred if the Separate Agency is in agreement to accept the credits. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for additional information.

Sick leave is a form of insurance and is intended to protect your income when/if you are incapable of performing your duties due to non-occupational illness or injury.

You will be granted sick leave with pay when you are unable to perform your duties because of illness or injury, provided your manager is satisfied of your condition and you have the necessary sick leave credits. The advancement of sick leave credits is discretionary.

A full time employee earns sick leave at the rate of 9.375 hours each month for which you receive 75 hours pay. Sick leave is prorated for part-time employees. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for additional information.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Earned, but unused, sick leave credits are not paid out upon leaving the Public Service.

Sick leave that you had earned in the Public Service prior to your lay-off will be restored if you are reappointed within 2 years of the lay-off date. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for additional information.

Sick leave credits that you had previously earned during a specified period of employment will be restored if you are appointed in the Public Service within the year. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for additional information.

Depending on your circumstances, you may request that sick leave credits be advanced to you to cover the period of your absence. This type of leave is covered in your Collective Agreement or Terms and Conditions of Employment. However, you should be aware that you can request a leave of absence due to your illness or injury. Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

The complexities involved with the administration of sick leave benefits, which include Employment Insurance, Disability/Long Term Disability Insurance, CPP/QPP, etc, require that you work closely with your Manager, departmental Human Resource section and the Pay Centre to ensure that leave records are accurate and up-to-date, that you receive information of your options and benefits and that forms are properly filled out and disseminated to the appropriate organization in a timely manner.

Depending on your circumstances, you may request that sick leave credits be advanced to you to cover the period of your absence. This type of leave is covered in your Collective Agreement or Terms and Conditions of Employment. However, you should be aware that you can request a leave of absence due to your illness or injury. Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

Designated paid holidays are:

• New Years Day
• Good Friday
• Easter Monday
• Victoria Day
• Canada Day
• Labour Day
• Thanksgiving
• Remembrance Day
• Christmas Day
• Boxing Day
• Provincial or Civic Holiday in the area where you are employed

If you are absent from work on leave without pay for the full day immediate before and after a designated holiday, you will not be entitled to be paid for the holiday. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for additional information.

When a designated holiday falls on your day of rest, the holiday is moved to your first scheduled working day following the day of rest.

A part-time employee is not paid for designated holidays, but is instead paid a premium. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for additional information.

You will be required to make up the difference in time or submit a vacation leave request for the additional time difference between the designated holiday hours and the compressed hours.

Collective agreements provide a specific date for the cash-out of any outstanding balance of compensatory leave not used.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

After verification by your manager, your departmental Human Resource section will provide the Pay Centre with the required information for payment under cover of a Pay Action Request (PAR) Form.

Some other types of leave or time off with pay contained in the Directive on Leave and Special Working Arrangements include:

• Time off for voting
• Time off due to adverse climatic or environmental conditions
• Time off for personal medical and dental appointments
• Religious observance
• Recreational, personal and other special reasons
• Participation in international sporting events
• Serve in the Canadian Forces Reserve

Some other types of leave or time off with pay contained in collective agreements include:

• Family-Related Responsibilities
• Court Attendance Leave
• Personnel Selection Leave
• Personal Leave with Pay
• Bereavement Leave
• Volunteer Leave
• Career Development Leave
• Examination Leave
• Leave With or Without Pay for Other Reasons

Pre-retirement transition leave is a special working arrangement where if you are within two years of retirement, you may request to have your workweek reduced by up to 40% per cent or up to two out of the five working days. You may wish to visit the Government of Canada Pension Centre site to find additional information on Preparing for Retirement or Appendix C of the Directive on Leave and Special Working Arrangements. Employees may take pre-retirement transition leave for up to two years, but must agree to resign at the end of the leave period.

Your pay will be adjusted to reflect the shorter workweek, however, pension and benefits coverage and the corresponding premiums and contributions would continue at the pre-arrangement levels. Refer to Appendix C of the Directive on Leave and Special Working Arrangements for additional information.

Your employment status, either full-time or part-time, will remain unchanged during the working arrangement and you remain covered by your Collective Agreement and/or Terms and Conditions of Employment. Refer to Appendix C of the Directive on Leave and Special Working Arrangements for additional information.

Appendix C of the Directive on Leave and Special Working Arrangements provides the conditions that must be met before your request can be approved.

You should contact the Pay Centre for clarification on any questions you may still have.

Once you have read Appendix C of the Directive on Leave and Special Working Arrangements you should submit an Application for Pre-retirement Transition Leave - (available on Government of Canada network only) to your manager for approval. In order to allow sufficient time for your pay to accurately reflect the special working arrangement, your application should be submitted to your manager as early on in the process as possible.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

Before approving the request, your manager will need to assess the operational impacts before allowing the two year working arrangement. Refer to Appendix C of the Directive on Leave and Special Working Arrangements for additional information.

Your manager will provide the approved pre-retirement transition leave application, TBS 325-9 to the Pay Centre under cover of a Pay Action Request (PAR) Form.

On receipt of notification that you are proceeding on a pre-retirement transition leave special working arrangement, the Pay Centre will forward you a letter outlining the effects of the special working arrangement on your employment. Action will be taken to adjust your pay at this time, or if the notification is received in advance, a Bring Forward will be prepared to process the action at the appropriate time.

Leave with income averaging is a special working arrangement where you can request to take leave without pay for a period of between a minimum of 5 weeks and a maximum of 3 months and have your salary reduced over a specified 12-month period.

Your pay will be reduced and averaged out over a 12-month period to reflect the reduced time at work; however, pension and benefits coverage and the corresponding premiums and contributions would continue at the pre-arrangement levels. Refer to Appendix D of the Directive on Leave and Special Working Arrangements for additional information.

Your employment status, either full-time or part-time, will remain unchanged during the working arrangement and you remain covered by your Collective Agreement and/or Terms and Conditions of Employment. Refer to Appendix D of the Directive on Leave and Special Working Arrangements for additional information.

The leave without pay portion of the working arrangement may be taken in two periods within the 12-month period. Each period must be at least 5 weeks and the sum of the two periods must not exceed 3 months. Refer to Appendix D of the Directive on Leave and Special Working Arrangements for additional information.

Appendix D of the Directive on Leave and Special Working Arrangements provides the conditions that must be met before your request can be approved.

You should contact the Pay Centre for clarification on any questions you still have.

Once you have read Appendix D of the Directive on Leave and Special Working Arrangements you should submit an Application for Leave with Income Averaging TBS 325-10 - (available on Government of Canada network only) for your manager’s approval. In order to allow sufficient time for your pay to accurately reflect the special working arrangement, your application should be submitted to your manager as early in the process as possible.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Your manager will need to take a thorough assessment of the feasibility of allowing the work arrangement on the operation before approving the request. Refer to Appendix D of the Directive on Leave and Special Working Arrangements for additional information.

Your manager will provide the approved Application for leave with Income Averaging TBS 325-10 - (available on Government of Canada network only) to the Pay Centre under cover of a Pay Action Request (PAR) Form.

On receipt of notification that you are proceeding on a leave with income averaging special working arrangement, the Pay Centre will forward you a letter outlining the effects of the special working arrangement on your employment. Action will be taken to adjust your pay at this time, or if the notification is received in advance, a Bring Forward will be prepared to process the action at the appropriate time.

The complexities involved with the administration of sick leave benefits, which include Employment Insurance, Disability/Long Term Disability Insurance, CPP/QPP, etc, require that you work closely with your Manager, departmental Human Resource section and the Pay Centre to ensure that leave records are accurate and up-to-date, that you receive information of your options and benefits and that forms are properly filled out and disseminated to the appropriate organization in a timely manner.

Depending on your circumstances, you may request that sick leave credits be advanced to you to cover the period of your absence. This type of leave is covered in your Collective Agreement or Terms and Conditions of Employment. However, you should be aware that you can request a leave of absence due to your illness or injury. Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Once your leave is approved, your manager will notify your departmental Human Resources section, who will in turn provide the necessary information to the Pay Centre under cover of a Pay Action Request (PAR) Form. The Pay Centre will take the appropriate action to temporarily stop your salary and provide you with detailed information about the effects of your leave without pay on your pay and any related benefits or insurances.

An employee who is indeterminate, part time working more than 1/3 of the scheduled work week, Term of more than 6 months or a term who has completed 6 months of continuous employment, you are eligible to apply for benefits. An employee subject to collective bargaining will apply to Sun Life Assurance. An employee who is excluded or unrepresented will apply to Industrial Alliance.

You should advise your manager and contact the pay centre. Request the application forms required to apply for benefits from the appropriate insurer. A letter explaining the application process will be prepared and sent to you with the application forms.

The Pay Centre will inform you of the following:

• the effect of your leave without pay on Employment Insurance;
• the effect of your leave without pay on Disability/Long Term Disability Insurance;
• the effect of your leave without pay on your Canada Pension Plan (CPP)/ Quebec Pension Plan (QPP);
• the administration of your sick leave benefits;
• options you have with respect to insurances; and,
• assistance with the process for the accurate completion and distribution of forms.

Your manager will make decisions based on the medical evidence provided by your physician. When your physician provides a medical certificate indicating there is a strong possibility you will be able to return to duty within a reasonable period of time, your manager will consider granting you leave without pay for illness or injury.

On the other hand, if it is evident that you will not be able to return to duty within the foreseeable future, your manager will consider granting you leave without pay for a period sufficient to enable you to make the necessary adjustments and preparation for separation from the Public Service on grounds of disability.

Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

Your manager will regularly re-examine your situation to ensure that continuation of leave without pay is warranted by current medical evidence. Such leave without pay situations are to be resolved within two years of the leave commencement date, although each case must be evaluated on the basis of its particular circumstances.

Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

Your manager will make decisions based on the medical evidence provided by your physician. When your physician provides a medical certificate indicating there is a strong possibility you will be able to return to duty within a reasonable period of time, your manager will consider granting you leave without pay for illness or injury.

On the other hand, if it is evident that you will not be able to return to duty within the foreseeable future, your manager will consider granting you leave without pay for a period sufficient to enable you to make the necessary adjustments and preparation for separation from the Public Service on grounds of disability.

Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

You should immediately notify your manager if your physician has certified that your illness is continuing and you are unable to return to work. Your manager will then review the situation to determine if authority to continue your leave without pay will be granted and will advise you accordingly. Your manager will have the departmental leave system updated if additional leave is granted and will notify your departmental Human Resource section and the Pay Centre of your continued absence.

• no longer able to carry out the duties of the position I left;
• on a rehabilitation program or a reintegration back into the workforce; or,
• not on a full time basis?

You should immediately notify your manager of the situation. Your manager will review the situation to determine if your needs can be accommodated in his/her organization and consult with your departmental Human Resource section. Your departmental Human Resource section will, when applicable, coordinate the return to work with your manager and the caseworker assigned to your case if you are receiving benefits through Disability or Long Term Disability (DI/LTD). Your manager will inform the Pay Centre of your return to work and of the return-to-work or rehabilitation schedule, if it differs from your pre-illness schedule. Your manager will inform your departmental Human Resource section, who in turn will advise the Pay Centre when you are no longer on a rehabilitation schedule.

Your manager will have the departmental leave system updated with any additional approved leave and will provide notification of your separation from the Public Service to your departmental Human Resource section, who will subsequently provide the necessary information to the Pay Centre under cover of a Pay Action Request (PAR) Form. The Pay Centre will, in turn, provide you with the information relative to your situation and separation from the Public Service.

On occasion, there may be situations where your position could be filled on a permanent basis while you are on leave without pay. Your manager will be in contact with you should this be expected to occur. Generally this may occur if your period of leave exceeds one year.

The complexities involved with the administration of sick leave benefits, which include Employment Insurance, Disability/Long Term Disability Insurance, CPP/QPP, etc, require that you work closely with your Manager, departmental Human Resource section and the Pay Centre to ensure that leave records are accurate and up-to-date, that you receive information of your options and benefits and that forms are properly filled out and disseminated to the appropriate organization in a timely manner.

Depending on your circumstances, you may request that sick leave credits be advanced to you to cover the period of your absence. This type of leave is covered in your Collective Agreement or Terms and Conditions of Employment. However, you should be aware that you can request a leave of absence due to your illness or injury. Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Once your leave is approved, your manager will notify your departmental Human Resources section, who will in turn provide the necessary information to the Pay Centre under cover of a Pay Action Request (PAR) Form. The Pay Centre will take the appropriate action to temporarily stop your salary and provide you with detailed information about the effects of your leave without pay on your pay and any related benefits or insurances.

An employee who is indeterminate, part time working more than 1/3 of the scheduled work week, Term of more than 6 months or a term who has completed 6 months of continuous employment, you are eligible to apply for benefits. An employee subject to collective bargaining will apply to Sun Life Assurance. An employee who is excluded or unrepresented will apply to Industrial Alliance.

You should advise your manager and contact the pay centre. Request the application forms required to apply for benefits from the appropriate insurer. A letter explaining the application process will be prepared and sent to you with the application forms.

The Pay Centre will inform you of the following:

• the effect of your leave without pay on Employment Insurance;
• the effect of your leave without pay on Disability/Long Term Disability Insurance;
• the effect of your leave without pay on your Canada Pension Plan (CPP)/ Quebec Pension Plan (QPP);
• the administration of your sick leave benefits;
• options you have with respect to insurances; and,
• assistance with the process for the accurate completion and distribution of forms.

Your manager will make decisions based on the medical evidence provided by your physician. When your physician provides a medical certificate indicating there is a strong possibility you will be able to return to duty within a reasonable period of time, your manager will consider granting you leave without pay for illness or injury.

On the other hand, if it is evident that you will not be able to return to duty within the foreseeable future, your manager will consider granting you leave without pay for a period sufficient to enable you to make the necessary adjustments and preparation for separation from the Public Service on grounds of disability.

Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

Your manager will regularly re-examine your situation to ensure that continuation of leave without pay is warranted by current medical evidence. Such leave without pay situations are to be resolved within two years of the leave commencement date, although each case must be evaluated on the basis of its particular circumstances.

Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

Your manager will make decisions based on the medical evidence provided by your physician. When your physician provides a medical certificate indicating there is a strong possibility you will be able to return to duty within a reasonable period of time, your manager will consider granting you leave without pay for illness or injury.

On the other hand, if it is evident that you will not be able to return to duty within the foreseeable future, your manager will consider granting you leave without pay for a period sufficient to enable you to make the necessary adjustments and preparation for separation from the Public Service on grounds of disability.

Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

Refer to Appendix B of the Directive on Leave and Special Working Arrangements for additional information.

You should immediately notify your manager if your physician has certified that your illness is continuing and you are unable to return to work. Your manager will then review the situation to determine if authority to continue your leave without pay will be granted and will advise you accordingly. Your manager will have the departmental leave system updated if additional leave is granted and will notify your departmental Human Resource section and the Pay Centre of your continued absence.

• no longer able to carry out the duties of the position I left;
• on a rehabilitation program or a reintegration back into the workforce; or,
• not on a full time basis?

You should immediately notify your manager of the situation. Your manager will review the situation to determine if your needs can be accommodated in his/her organization and consult with your departmental Human Resource section. Your departmental Human Resource section will, when applicable, coordinate the return to work with your manager and the caseworker assigned to your case if you are receiving benefits through Disability or Long Term Disability (DI/LTD). Your manager will inform the Pay Centre of your return to work and of the return-to-work or rehabilitation schedule, if it differs from your pre-illness schedule. Your manager will inform your departmental Human Resource section, who in turn will advise the Pay Centre when you are no longer on a rehabilitation schedule.

Your manager will have the departmental leave system updated with any additional approved leave and will provide notification of your separation from the Public Service to your departmental Human Resource section, who will subsequently provide the necessary information to the Pay Centre under cover of a Pay Action Request (PAR) Form. The Pay Centre will, in turn, provide you with the information relative to your situation and separation from the Public Service.

On occasion, there may be situations where your position could be filled on a permanent basis while you are on leave without pay. Your manager will be in contact with you should this be expected to occur. Generally this may occur if your period of leave exceeds one year.

Generally, you will be entitled up to (3.75) hours of time off with pay to attend routine medical appointments related to your pregnancy. Where there will be a series of continuing appointments related to a particular condition of the pregnancy, the time off should be charged to sick leave.

You should notify your manager as far in advance as possible, with notification at least 4 weeks prior to the date you plan to commence your maternity/parental leave without pay.

Approval of maternity/parental leave without pay is not discretionary. This leave shall be granted upon your request.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Most Collective Agreements and Terms and Conditions of Employment provide for the use of sick, annual or compensatory leave beyond the date of termination of pregnancy.

Once your leave is approved your manager will notify HR who will in turn update the departmental HR system and provide the necessary information to the Pay Centre under cover of a Pay Action Request (PAR) Form.

The Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group provide that maternity/parental leave without pay can commence before, on or after the termination of pregnancy and must end not later than 18 weeks following the termination of pregnancy. Parental leave taken following your maternity leave cannot go beyond 52 weeks following the date of birth of your new-born child.

Parental leave which does not follow maternity leave may be taken as a single period of up to 37 consecutive weeks of leave without pay in a 52 week period following the date of birth of your new-born child or the day on which the child comes into your care.

Extensions are allowed in cases where your new-born child is hospitalized. Please refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for specific details.

The criteria that you must meet in order to be eligible for the Maternity/Parental allowance are:

• You must have six (6) months of continuous employment before the commencement of your maternity leave without pay;
• You must provide proof that you have applied for and are in receipt of maternity/parental benefits under the Employment Insurance or the Québec Parental Insurance Plan;
• You must sign an agreement stating that you will return to work on the expiry of your maternity/parental leave without pay and will work for a period equal to the period you will be in receipt of the maternity/parental allowance.

Additional eligibility criteria can be found at the Employment Insurance site. Visit the Benefit Types page if you will be claiming benefits under the Quebec Parental Insurance Plan.

Most Collective Agreements and Terms and Conditions of Employment contain special provisions for the payment of maternity/parental allowance to totally disabled employees.

As an employee hired for a specified period, you should ensure that your remaining period of employment will permit you to fulfill your return-to-work agreement. However, if your period of employment will end prior to the time you need to fulfill your return–to-work agreement, you may want to consider waiting until you are certain your employment will be extended to make a retroactive application for payment of this allowance. Otherwise, all or part of this allowance will have to be recovered, as your return-to-work agreement will not be fulfilled.

Should you fail to return to work, or should you return to work but fail to work for the total period specified in your agreement, you will be required to repay the allowance or portion of the allowance. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for details of the calculations.

In general, maternity allowance payments consist of the following:

• Ninety-three percent (93%) of your weekly rate of pay for each week of the waiting period under the Supplemental Unemployment Benefit Plan minus any earnings made during this period;
• For each week that you are eligible for maternity/parental benefit under the Employment Insurance (EI) or the Québec Parental Insurance plan (QPIP), you will receive the difference between ninety-three percent (93%) of your weekly rate and the maternity/parental benefit minus any earnings made during this period.

Additional eligibility criteria can be found at the Employment Insurance site. Visit the Benefit Types page if you will be claiming benefits under the Quebec Parental Insurance Plan.

The maternity/parental allowance will be paid at your acting rate if you have been acting for a period in excess of 4 months and are acting on the day immediately preceding the maternity/parental leave.

Your maternity/parental allowance will be adjusted to reflect changes to your salary as a result of a pay increment and/or a salary revision.

The Pay Centre will provide you with a letter outlining the effects that your maternity/parental leave will have on your pay, insurances and benefits. You will also be provided with:

• a return to work agreement to be completed, signed and returned to the Pay Centre;
• an option for advance payment of the estimated amount to be signed and returned to the Pay Centre should you wish an advance of the maternity/parental allowance while awaiting approval from Employment Insurance (EI) or the Québec Parental Insurance plan (QPIP); and,
• if you are a resident of Québec, an Employee Statement required for Québec Parental Insurance Benefits to be completed signed and returned to the Pay Centre.

A web-based record of employment (ROE) will be completed on your behalf in the week your earnings are interrupted and retained at Human Resources and Service Delivery Canada (HRSDC). In the event you’d like to make a claim for Employment Insurance, this information is required in order to establish your eligibility and level of benefits. Information about Applying for Employment Insurance benefits can be obtained online at Service Canada or from your local Service Canada office.

You will be provided with an option form for completion, should you wish to receive advance payments of the estimated amount you will be entitled to. The advance payment will be for the first three instalments (equivalent to six weeks) of the estimated amount.

You should provide the original proof to the Pay Centre as soon as you receive payment stubs/entitlement letter from Employment Insurance (EI) or Quebec Parental Insurance Plan (QPIP) indicating your eligibility. Subsequent proof of entitlement should be provided on a monthly basis, and at the very latest, at the end of your maternity leave. They should be forwarded to the Pay Centre under cover of a Pay Action Request (PAR) Form.

Reconciliation will be undertaken once you provide proof of receipt of Employment Insurance or Québec Parental Insurance Plan parental benefits. Your estimated advance payments will be reconciled with what the original payments should have been. Should there be an underpayment or overpayment, your next payment will be adjusted accordingly.

As maternity/parental benefits and the duration of leave are calculated and based on the date of birth/adoption of your child, the Pay Centre requires a copy of your child’s birth certificate. You should provide the Pay Centre with a copy of the birth certificate as soon as you receive the original. It should be forwarded to the Pay Centre under cover of a Pay Action Request (PAR) Form. The Pension Centre will also require a copy of your child’s birth certificate. Additional information can be found on the Pension and Benefits website under Becoming a Parent.

Failure to submit the payment stubs/entitlement letter will result in a calculation of an overpayment of the allowance which will be treated as a debt to the crown and recovered from your first available funds. It/they should be forwarded to the Pay Centre under cover of a Pay Action Request (PAR) Form.

The Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group contains special provisions for the payment of maternity/parental allowance to totally disabled employees.

The Pay Centre will provide you with information relative to amending your insurance coverage to include your newborn/adopted child. Detailed information can be found on the Pension and Benefits website under Becoming a Parent.

You should notify your manager as far in advance as possible, but not less than 4 weeks of the commencement of the leave.

Approval of leave without pay for care of your family is not discretionary. This leave shall be granted upon your request.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Once your leave is approved, your manager will notify your departmental Human Resources section, who will in turn provide the necessary information to the Pay Centre under cover of a Pay Action Request (PAR) Form. The Pay Centre will take the appropriate action to temporarily stop your salary and provide you with detailed information about the effects of your leave without pay on your pay and any related benefits or insurances.

The minimum amount of time you can request to be on leave without pay for the care of family is 3 weeks. The total leave you may request for the care of family is 5 years during your total period of employment in the Public Service.

There may be exceptions to the time periods; however, you must provide proof that you are in receipt of or are awaiting Employment Insurance (EI) Compassionate Care Benefits. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for additional information.

Some collective agreements contain a clause where time off without pay for the care and nurturing and/or long-term care of a parent will not count toward the 5 year limit of the care of family leave entitlement.

You may request leave without pay for up to one (1) year when your spouse/common law partner is being permanently relocated.

You may request relocation of spouse leave for a period of up to 5 years if your spouse/common law partner is temporarily relocated.

Approval of leave without pay for relocation of spouse is not discretionary. This leave shall be granted upon your request.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Once your leave is approved, your manager will notify your departmental Human Resources section, who will in turn provide the necessary information to the Pay Centre. The Pay Centre will take the appropriate action to temporarily stop your salary and provide you with detailed information about the effects of your leave without pay on your pay and any related benefits or insurances.

A web-based record of employment (ROE) will be completed on your behalf and retained at Human Resources and Service Delivery Canada (HRSDC). In the event you’d like to make a claim for Employment Insurance, this information is required in order to establish your eligibility and level of benefits. Information about Applying for Employment Insurance benefits can be obtained online at Service Canada or from your local Service Canada office.

Once during your employment in the Public Service you can request leave without pay for personal needs for either up to three (3) months or for more than three (3) months but up to one (1) year.

Approval of leave without pay for person needs is discretionary. Your manager may approve the leave after considering the effects of your absence on the operational requirements of the organization.

In general, leave without pay for personal personal needs is not granted in combination with maternity or parental leave without pay.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Once your leave is approved, your manager will notify your departmental Human Resources section, who will in turn provide the necessary information to the Pay Centre. The Pay Centre will take the appropriate action to temporarily stop your salary and provide you with detailed information about the effects of your leave without pay on your pay and any related benefits or insurances.

A web-based record of employment (ROE) will be completed on your behalf and retained at Human Resources and Service Delivery Canada (HRSDC). In the event you’d like to make a claim for Employment Insurance, this information is required in order to establish your eligibility and level of benefits. Information about Applying for Employment Insurance benefits can be obtained online at Service Canada or from your local Service Canada office.

Approval of leave without pay for educational needs is discretionary. Your manager may approve the leave after considering the degree to which the educational leave is needed or its relevance to the organizational requirements.

Generally, leave may be approved for varying periods of up to one (1) year and can subsequently be renewed. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for the specifics surrounding the approval of this leave.

Generally as a condition for receiving authorization for educational leave without pay, you will be requested to provide your manager with written notification that you will return to work for a period of not less than the period the leave is authorized for. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for more information.

An allowance in lieu of salary of up to one hundred percent (100%) of your salary can be paid. The allowance, which is discretionary, will be determined based on the degree of relevancy it has to the requirements of your organization.

Should you not fulfill your obligation, you will be required to repay all or part of the allowance. The requirement will be waived in a situation of death or lay-off.

You would be required to repay the educational leave allowance if you:

• do not return to work;
• cease to be employed other than in circumstances of your death or lay-off; or,
• if you fail to complete the course.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Once your leave is approved, your manager will notify your departmental Human Resources section, who will in turn provide the necessary information to the Pay Centre under cover of a Pay Action Request (PAR) Form. The Pay Centre will take the appropriate action to temporarily stop your salary and provide you with detailed information about the effects of your leave without pay on your pay and any related benefits or insurances.

A web-based record of employment (ROE) will be completed on your behalf and retained at Human Resources and Service Delivery Canada (HRSDC). In the event you’d like to make a claim for Employment Insurance, this information is required in order to establish your eligibility and level of benefits. Information about Applying for Employment Insurance benefits can be obtained online at Service Canada or from your local Service Canada office.

Some other types of leave without pay found in the Treasury Board Directive on Special Working Arrangements are as follows:

• to accept employment in the office of a Minister, a Minister of State, a Secretary of State or a Member of Parliament;
• to seek nomination as or be a candidate in a federal, provincial, territorial or municipal election as stipulated under Part 7 of the Public Service Employment Act;
• to serve in the Canadian Forces Reserves.

Additional information and criteria for accessing these types of leave without pay can be found in Appendix A of the Directive on Leave and Special Working Arrangements.

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Once your leave is approved, your manager will notify your departmental Human Resources section, who will in turn provide the necessary information to the Pay Centre under cover of a Pay Action Request (PAR) Form. The Pay Centre will take the appropriate action to temporarily stop your salary and provide you with detailed information about the effects of your leave without pay on your pay and any related benefits or insurances.

As an employee of the Public Service, your terms and conditions of employment are determined based on the exclusion status of the position that you occupy. You will be appointed to a position that has an exclusion status as follows:

• Represented by collective bargaining - Your terms and conditions of employment are as specified in the Collective Agreements that represents your particular classification and supplemented by the Directive on Terms and Conditions of Employment. Union Dues deductions will be withheld from your salary on a monthly basis and will be remitted to the bargaining agent representing your group.

• Excluded from collective bargaining - Your position is excluded from the collective bargaining process as a result of the managerial or confidential duties associated with it. As such, you will not be required to pay union dues. However you have to follow the provisions of the relevant Collective Agreements of the bargaining unit that you would have been assigned to if your position was not excluded. You will also be subject to the Directive on Terms and Conditions of Employment.

• In addition to the above, there are specific terms and conditions of employment applicable to various upper level job groups. This information can be found in the Directive on Terms and Conditions of Employment for Certain Excluded/Unrepresented Employees.

• Executive terms and conditions of employment can be found in the Directive on Executive Compensation. You are not required to pay union dues.

• Non-Employee Status
  • If you are employed as a casual or a term of less than three months, you are subject to Part 4 of the Directive on Terms and Conditions of Employment you are not required to pay union dues.
  • If you are employed as a Ministers’ exempt staff member, your terms and conditions of employment can be found in the Policies and Guidelines for Ministers’ Offices. You are not required to pay union dues.
  • If you are a GIC appointee, you are subject to the Directive on Executive Compensation as well as the Terms and Conditions of Employment for Full-Time Governor in Council Appointees. You are not required to pay union dues.
  • If you are a Student, you are subject to the Terms and Conditions of Employment for Students. You are not required to pay union dues; however, you will follow the provisions of the relevant collective agreement for the bargaining unit of the predominant group whose duties you are understudying or performing during the assignment period.
  • If you are a part-time worker, you will follow certain provisions of the relevant Collective Agreement of the bargaining unit that you would have been assigned to if your hours of work had been in excess of 1/3 of the hours of a full-time employee. You are not required to pay union dues. Some exclusions from the collective agreement provisions include the earning of vacation leave, and union dues deductions. Part-time workers are not entitled to the bilingualism bonus.
• Unrepresented
  • If you are an employee in a position classified as Personnel Administration (PE), or Organization and Methods (OM), you do not have a bargaining agent. As such, you are not required to pay union dues; however, you will follow the Collective Agreements for the Program and Administrative Services Group.

As an excluded employee the following things will occur:

• You will follow the provisions of the relevant Collective Agreement of the bargaining unit that you would have been assigned if your position was not excluded and also the Directive on Terms and Conditions of Employment;
• Deductions for union dues will cease;
• Deductions for Disability Insurance will cease and the deductions will be changed to Long Term Disability Insurance. Note: Long Term Disability Insurance is an element of the Public Service Management Insurance Plan. Link to Disability and Long Term Disability Insurance at the TB site; and,
• You will be offered additional insurance through the Public Service Management Insurance Plan. Note: The Public Service Management Insurance Plan is available to excluded and unrepresented employees only.

As an employee represented by collective bargaining, the following things will occur:

• You will be covered by the terms and conditions of employment in the Collective Agreements that represents your particular classification and supplemented by the Directive on Terms and Conditions of Employment;
• Union dues deductions will be withheld from your salary on a monthly basis and will be remitted to the bargaining agent representing your group;
• You will have the option to either remain a member of the Long-Term Disability (LTD) plan or you can apply to have your membership transferred to the Disability Insurance Plan (DI). Note: If you decide to switch from LTD to the DI plan, your decision is irrevocable. In addition, you must also cancel all insurances under the Public Service Management Insurance Plan (PSMIP).

As part of the staffing process, your departmental Human Resources section will be providing you with a Letter of Offer for the new change in position and will be forwarding various pieces of information about your new exclusion status to the Pay Centre.

Once the Pay Centre has received notification of your change in exclusion status, you will be provided with a letter detailing the effects that your change in exclusion status will have on your pay, insurances and other benefits.

A change in employment tenure occurs when there is a change in your employment type. The following are some of the more common types of change in tenure:

• Casual to Term
• Term to Indeterminate

A change in tenure will not affect your rate of pay; however, it may affect your net pay. A change in your net pay will occur as a result of becoming eligible to participate in various mandatory plans. These plans can include the Public Service Pension Plan, the Supplementary Death Benefit plan, the Disability/Long Term Disability plan, union dues deductions and eligibility to the bilingualism bonus, if applicable.

As part of the staffing process, your departmental Human Resources section will be providing you with a Letter of Offer for the new change in tenure and will be forwarding various pieces of information about your new employment tenure to the Pay Centre.

Once the Pay Centre has received notification of your change in tenure, you will be provided with a letter detailing the effects that your new employment will have on your pay, leave, insurances and other benefits.

Dual remuneration occurs when an employee is in receipt of salary for more than one position in the Public Service. For example, dual remuneration occurs if you are working part-time in two or more different positions.

The rate of pay for your second position will be determined as if you had only one position. No consideration would be given to your other position(s).

As part of the staffing process, the Human Resources section of the department offering you additional employment will be forwarding various pieces of information about your employment to the Pay Centre. In addition, once you have signed the Letter of Offer, you should contact the Pay Centre to ensure they are aware of the dual remuneration situation.

As a newly appointed employee, your first pay cheque should be issued within 20 days of receipt of the attached forms at the Pay Centre:

Letter of Offer, Provincial tax forms, Employee questionnaire or equivalent, signed Oath Of Allegiance, Direct Deposit Enrollment form with a Pay Action Request (PAR) (PWGSC-TPSGC 446-1).

Refer to the Pay Centre Service Standards.

If your second employment is in the same department you will receive one cheque. If you are employed in positions that are in different departments, you will receive a cheque from each department.

The Pay Centre will provide you with a letter outlining options available to you and the effects that your dual remuneration situation will have on various benefits, insurances and your pension plan.

In a dual remuneration situation, leave earned in one position cannot be used in the other position(s).

Dual employment is when an indeterminate (permanent) employee on an extended period of leave without pay accepts another position for a specified period in the same, or in another department.

The type of leave without pay that you are on from your regular position will determine if you should be accepting a specified period of employment in another position. For example, if you are granted maternity, parental, care of family, educational leave without pay etc. you should not be accepting alternate employment as it would be contrary to the reason for which the leave was granted. In these cases you would be expected to cease employment in your regular position. However, in the case of relocation of spouse, it is possible to accept specified period employment at the relocation city.

The rate of pay for the specified period position will be calculated based on the rate for a new appointment to the Public Service. Consideration will not be given to the rate of pay you were receiving in your regular position and the rate of pay in the specified period employment will not be considered when you return to your regular position or if you are appointed to another indeterminate (permanent) position.

If you are in a dual employment situation, you will be subject to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment of the specified period employment.

Vacation and sick leave credits from your regular position cannot be accessed or used during your specified period employment. Leave that you have earned in your regular position will remain banked until you either return to your regular position or cease employment from your regular position.

You will earn vacation leave credits based on your period and tenure of employment. Your leave credits will be earned at the rate applicable to the combined years of service. For example, your service prior to the leave without pay in your regular position and for the specified period appointment.

You will earn sick leave in your specified period employment; however, you will only be able to use your sick leave credits after 3 months of continuous service.

All unused vacation leave credits earned during your specified period appointment will be cashed out at the end of your term; however, unused sick leave credits will be transferred to your regular indeterminate position at the end of your specified period employment.

As part of the staffing process, the Human Resources section of the department offering you the specified period employment will be forwarding various pieces of information about your employment to the Pay Centre. In addition,once you have signed the Letter of Offer, you should contact the Pay Centre to ensure they are aware of the dual employment situation.

As a newly appointed employee, your first pay cheque should be issued within 20 days of receipt of the attached forms at the Pay Centre:

Letter of Offer, Provincial tax forms, Employee questionnaire or equivalent, signed Oath Of Allegiance, Direct Deposit Enrollment form with a Pay Action Request (PAR) (PWGSC-TPSGC 446-1).

Refer to the Pay Centre Service Standards.

The Pay Centre will provide you with a letter outlining options available to you and the effects of the dual employment on your specified period employment.

A dual employment situation occurs only in situations where an indeterminate employee on extended leave without pay accepts another position for a specified period. You will be required to resign or transfer in order to accept an indeterminate (permanent) appointment in another position.

At the end of your authorized leave without pay, you will be expected to:

• return to your regular position; OR
• request approval for an extension of the leave without pay; OR
• resign from your regular position.

A variable work week is the compression or extension of the weekly hours of work in a period other than five (5) standard working days averaged over a specified period of time. It is commonly referred to as compressed work week.

Not all collective agreements and terms and conditions of employment contain provisions for a variable work week. For example, the Terms and Conditions of Employment for the Executive group specifically prohibit a compressed work week and the Directive on the Terms and Conditions of Employment for Certain Excluded/Unrepresented Employees does not have a variable work week provision. It is therefore recommended that you consult the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group in order to determine if you are able to request to work a variable work week.

Your request to complete your weekly hours of work in a period other than five (5) standard working days requires the approval of your manager. Your manager will assess the organization to ensure operational requirements can be met and that the work arrangement will not incur an increase in operational costs, such as overtime.

Your salary will remain the same during the approved period of the variable work week.

The calculation for overtime for work performed in excess of your variable work week hours on a regular working day or on a day of rest is normally paid at a different rate. In many collective agreements, it is paid at time and three-quarters (1 ¾). Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group.

If you are working a variable work week, the qualifying period for acting pay will be converted to hours. For example, if your collective agreement stipulates that the qualifying period to be eligible for acting pay is 3 days and the hours of work in your collective agreement are 7.5 hours per day, you will be required to act for 22.5 hours before qualifying for acting pay.

Example: 7.5 hours x 3 days = 22.5 hours

The acting pay will be paid to you based on the number of hours you work per day. As an example if you work 8.33 hours per day for 5 days, the payment to you will be 8.33 hours per day x 5 days which would be equivalent to 41.65 hours.

You will be required to make up the difference in time or submit a vacation leave request for the additional time difference between the designated holiday hours and your compressed work day hours.

When you request a day of leave, you must report the variable hours and not the regular standard hours of work of the collective agreement or Terms and Conditions of employment. As an example, if your variable work day is 8.33 hours, you will request leave for 8.33 hours and not 7.5 hours.

Once your manager has approved your variable work week schedule, he/she will subsequently advise your departmental Human Resource section, who in turn will provide the necessary information to the Pay Centre.

Your request to change from full-time to part-time employment requires the approval of your manager. Your manager will consider the operational requirements of the organization prior to agreeing to the change in employment status.

If you are a part-time employee working one-third or less than the normal weekly hours of a full time employee, your eligibility to various benefits such as Disability Insurance, Public Service Dental Care Plan, Public Service Superannuation Plan will differ. The Pay Centre will provide you with a detailed benefit letter outlining your eligibility to participate in the various plans.

As a part-time employee working one-third (1/3) or less than the normal weekly hours, you are accorded certain terms and conditions of employment however are not required to pay union dues.

Your salary will be calculated by prorating the full-time pay rate with the number of hours in your part-time work week.

The formula is as follows:

AWW = Assigned Work Week (your part time hours)

SWW = Scheduled Work Week (full time hours)

Full-time rate of pay x AWW/SWW = prorated salary

You are eligible for the bilingualism bonus at a prorated amount if you meet the bilingualism bonus requirements. You can estimate the amount by using the following formula:

$800 x Your part time hours (AWW)/Full time hours (SWW) = Prorated entitlement

A part-time employee working one-third (1/3) or less of the hours of a full-time employee is not eligible to receive the bilingualism bonus.

Any hours worked in excess of your part-time hours will be calculated at the straight time rate of pay up to the normal daily or weekly hours in a standard/full-time workweek. Hours in excess of the daily or weekly full-time hours will be paid at the applicable overtime rate by completing an Extra Duty Pay form.

A part-time employee is not paid for Designated Paid Holidays/Statutory Holidays, but is instead paid a premium. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification for the applicable premium rate.

It is important to note that if a designated holiday falls on your scheduled work day, that day will be recovered from your regular salary.

Annual and sick leave credits are prorated in order to account for your reduced work week. You will earn your vacation leave credits for each month that you receive pay for at least twice (2) the number of hours in your part-time workweek. Refer to the Relevant Authorities such as your Collective Agreement and/or the various Terms and Conditions of Employment specific to your classification group for the applicable rate of calculation. Leave is granted on an hour-for-hour basis and may only be granted on normal scheduled workdays.

If you are a part-time employee working one third (1/3) or less than the normal weekly hours of a full-time employee, you are not entitled to vacation leave; however, you will instead be paid 4% vacation pay on all hours worked, including overtime.

As it is necessary to establish an average work week (AWW) for the calculation of your entitlements, an average estimate of the hours that you work will be calculated on a monthly basis.

Once your manager has approved the reduction of your full-time employment to part-time employment, he/she will subsequently advise your departmental Human Resource section, who in turn will provide the necessary information to the Pay Centre.

Once the Pay Centre has received notification of your part-time employment, you will be provided with a letter detailing the effects that your reduced hours will have on your pay, leave, insurances and other benefits.

Once you have signed the letter of offer with your new department, you should follow the following steps:

• Advise your former department’s manager;
• Provide your new department manger with your signed letter of offer
• Provide your former department’s manager with a copy of the letter of offer;
• Ensure all leave requests have been submitted to your former manager and approved prior to your departure;
• Complete your departmental departure form (if applicable);
• Meet with your former department’s Finance section to review any outstanding monies owing to your former department.

Your former department’s manager will forward a copy of the letter of offer to the Human Resources section within your former department. The Human Resource’s section will provide this information to the Pay Centre. In addition, the Human Resources section of your new department will provide the Pay Centre with pertinent information about your new employment. The Pay Centre will match the records and transfer your account to your new department.

You will continue to receive your pay from your former department until the transfer of your pay to your new department is complete.

The transfer process can be complex and because the transfer process takes effect on the first (1st) pay of the month only, it may take several months before your pay is issued through your new department. It is therefore helpful if you can provide each of the departmental compensation sections or the Pay Centre with contact names from each department.

The Human Resources section from your former department will notify the Records office of your transfer and your file will be forwarded to the Pay Centre in Miramichi, N.B.

If you have been provided with any documentation from your former department it will be important to provide it to your new Compensation section or to the Pay Centre if pay services are being provided by the Pay Centre in Miramichi, NB. Please note that the transfer process can be complex and it may take several months before your pay is issued through your new department.

There is no requirement to complete additional forms in order to initiate your pay with your new department as your pay will continue from your former department until the transfer takes effect. You should, however, update your address in People Soft and provide the Pay Centre with any changes to your personal tax status if you are moving between provinces. The Pay Centre or the compensation section from your new department will automatically update your tax based on your province of work.

Movement to or from a separate employer organization is not treated the same as movement between two departments where Treasury Board is the employer. You should contact your departmental Compensation Section of your new organization for more information.

The promotion or deployment calculations are used to determine the rate of pay in an acting position.

Generally speaking, a promotion occurs when the maximum rate of pay of the position you are moving to exceeds the maximum rate of pay of the position you are leaving by:

• the lowest pay increment of the new position; or
• four percent (4%) of the maximum rate of the new position if there is only one rate of pay i.e. GL, GS, HP, HS; or
• four percent (4%) of the maximum rate of the new position where the appointment is to a group governed by performance pay i.e. AS-07, PE-06, FI-04 etc.

Reference 2.2.3 and 2.2.4 of the Directive on Terms and Conditions of Employment.

Please note that some classifications such as Executive Group (EX), Law Group (LA) and others have specific calculations identified in their Terms and Conditions of employment or salary administration plan relative to their appointments.

The Pay Centre can only pay acting pay for an identified period and only when all documentation is received authorizing the payment. As pay is processed in advance, unless authorization is received to continue payment at least three (3) weeks in advance of the initial end date, action to revert your salary to the basic rate will be automatically initiated.

It is the practice of the Pay Centre to revert the salary to the basic pay rate in the pay period following the acting pay cessation date. The additional days of acting pay that may result from this process will be recovered from the next regular pay cheque.

While in an acting situation you will continue to receive pay increments in your substantive (basic) level. You may also be entitled to receive a pay increment in the acting level. This is dependent on where you are on the scale of rates in your substantive (base) level. The Pay Centre will perform various calculations and apply specific rules based on these calculations. Reference 6.4.1 and 6.4.2 of the Directive on Terms and Conditions of Employment.

If you receive a pay increment or a salary revision in your substantive (base) level, your acting pay rate will be recalculated and your acting pay rate will be adjusted accordingly. If as a result of the recalculation the rate is less, you will continue to receive the rate prior to the recalculation. Reference 6.3.1 of the Directive on Terms and Conditions of Employment.

You are entitled to a revision to the salary range of the acting level. Reference 6.3.2 of the Directive on Terms and Conditions of Employment.

You will be subject to the Terms and Conditions of Employment or the Collective Agreement of the acting group, except while acting in the Executive (EX) group. While acting in the Executive group, you will remain covered by the Terms and Conditions of Employment or the Collective Agreement of your basic level; however, you will not be entitled to overtime, call back, reporting pay, standby, shift premiums, travelling time or any other cash compensation which is dependent on completing a specified number of hours in a normal workweek. Reference 6.8.1 and 6.8.2 of the Directive on Terms and Conditions of Employment.

The rate of pay for the second (2^nd) acting will be calculated using your substantive (base) salary. If after the calculation the rate of acting is less than the first (1^st) acting rate, you will be paid at the rate in the second (2^nd) acting level that is nearest to, but not less than, what you were making in the first (1^st) acting.

Once you revert to your previous acting duties, you will receive the rate you were previously receiving before you had left that position. Reference 6.5.b of the Directive on Terms and Conditions of Employment.

Your rate of pay will be calculated using your substantive (base) salary. If after the calculation the rate is less than the acting rate you were previously receiving, you will be paid at the rate that is nearest to, but not less than, your previous acting rate. Reference 6.6.1.b of the Directive on Terms and Conditions of Employment.

The acting rate will be recalculated based on your new substantive (base) position. If the recalculation results in a rate of pay that is equal to or less than your previous acting rate of pay, you will retain the previous established acting rate and pay and increment date. Reference 6.6.2 of the Directive on Terms and Conditions of Employment.

Generally a promotion occurs when the maximum rate of pay of the position you are moving to exceeds the maximum rate of pay of the position you are leaving by:

• the lowest pay increment of the new position; or
• four percent (4%) of the maximum rate of the new position if there is only one rate of pay (i.e. GL, GS, HP, HS); or
• four percent (4%) of the maximum rate of the new position where the appointment is to a group governed by performance pay (i.e. AS-07, PE-06, FI-04 etc.).

Reference 2.2.3 and 2.2.4 of the Directive on Terms and Conditions of Employment.

Please note that some classifications such as Executive Group (EX), Law Group (LA) and others have specific calculations identified in their Terms and Conditions of employment or salary administration plan relative to their appointments.

Allowances such as supervisory differential and inmate training differential form part of a salary and are included in the calculation of the rate of pay for promotion, deployment, demotion, and acting pay.

If after the calculation the differences are not sufficient to provide a promotion, you will be deployed (transferred) to the new position. You will be paid at the rate that is closest to but not less than the rate you were receiving in the position you are leaving. This may, however, result in an increase in your salary rate. Reference 2.2.5 and 2.2.6 of the Directive on Terms and Conditions of Employment.

Demotion, for pay purposes, occurs when the maximum rate of pay of the new position is lower than the position you are leaving. You will be paid at the rate that is nearest to but not more than you were receiving in the position you are leaving. Reference 2.2.7 and 2.2.8 of the Directive on Terms and Conditions of Employment.

Your manager will provide your signed letter of offer to your departmental Human Resource section who will in turn advise the Pay Centre of your promotion, deployment or demotion.

Once the required documentation is received by the Pay Centre, your new salary rate will be calculated and pay action to process the promotion, deployment or demotion will be taken within 10 working days of receipt. Refer to the Pay Centre Service Standards.