Disability Insurance and Long Term Disability

Disability Insurance (DI) administered by Sun Life Assurance Company of Canada and Long-Term Disability (LTD) administered by Industrial Alliance and Financial Services is provided for employees represented by collective bargaining agreements. No application is required; coverage is effective on the date you become eligible for the Public Service Pension Plan.

However, employees excluded from collective bargaining and executives of the public service are required to enroll in the Public Service Management Insurance Plan for LTD coverage.

Employment and Social Development Canada's (ESDC) Disability Management supports employees and managers by providing guidance on the necessary steps in addressing health-related absences in the workplace. For assistance, managers should submit an HR Portal General Request, using the category Disability Management and applicable sub-category.

  • Disability Insurance

    The Disability Insurance (DI) Plan, administered by Sun Life Assurance Company of Canada, provides benefits to replace 70% of an employee's lost earnings as a result of any non-work-related illness or injury. Benefits are paid subject to a 13-week elimination period or the exhaustion of sick leave, whichever is later. The plan applies to all employees except:

    • those locally engaged outside Canada;
    • part-time workers who work one third or less of the normally scheduled full-time hours of work for their occupational groups;
    • persons to whom the Public Service Management Insurance Directives apply; and
    • employees who have attained the age of 64 years, 9 months.
    • How to Submit a Claim for DI
      • Employee Responsibilities:

        Disability insurance benefits, if approved, will be payable only after all paid sick leave is exhausted. However, it's important to start this process as soon as possible if you expect your illness or disability may be for a prolonged period, even if you have not exhausted all your paid sick leave.

        1. Promptly advise your immediate supervisor or manager of your intent to apply for DI benefits.

        2. You must initiate your Sick Leave Without Pay – 6 days or greater by completing a Leave Application and Absence Report [GC-178] (PDF, 362 KB) form using the code 230 and submit to your manager for approval.  Your manager will submit your leave form for the necessary processing.

          Note: The effective date should be the first full day of LWOP.  Partial days of LWOP prior to the effective date must be submitted in a separate request via myEMS (PeopleSoft).  Refer to Leave Without Pay and Special Working Arrangements for details on this process.

        3. You must complete the Claim for DI - Employee Statement (Policy No. 12500-E) (PDF, 621 KB) and send a copy to Sun Life via fax or mail as per instructions on the form.

          Important: Due to the Coronavirus (COVID19), employees may submit a copy of their claim to Sun Life via email. Please refer to the Temporary Application Process for instructions.

        4. Choose the Attending Physician's Questionnaire that best describes your medical condition. Please note that only one completed questionnaire is required. Complete Part 1 of the form and ask your attending physician to complete Part 2; the physician is required to send the completed form directly to Sun Life as per instructions on the form.

        Note: Employees will not be reimbursed for any fees associated with completing the form.

      • Manager / Section 34 Manager Responsibilities:

        1. Approve and sign the employee's Leave Application and Absence Report (GC 178).

          Note: If the employee is unable to complete the Leave Application form (GC-178) it is your responsibility to complete it on their behalf. We recommend you add a note to that effect in the Employee's signature portion of the form. Example: "Employee not available for signature".

        2. Ensure the employee is aware of their responsibility to send a completed Claim for DI - Employee Statement (Policy No. 12500-E) to Sun Life and provide the appropriate Attending Physician's Questionnaire to their medical physician for completion.

        3. You must immediately complete the Employer's Statement form (4841-E) (PDF, 292 KB) and obtain a copy of the employee's work description.  Send both to Sun Life via fax or mail as indicated on the form.

          Important: Due to the Coronavirus (COVID19), employees may submit a copy of their claim to Sun Life via email. Please refer to the Temporary Application Process for instructions.

          Note:  If the work description is unavailable, send the request without it, Sun Life will contact you for further information if required.  Any amendments must be reported to Sun Life as soon as you are made aware.

        4. Open a request via the HRSC Portal.

          • Section : I am a Manager
          • Select "Pay-Related Action"
          • Category: Select "Leave"
          • Sub-Category: Select "Leave Without Pay (LWOP) over 5 Days – Illness – initial claim" **
          • Effective Date: Is the first full day of LWOP
          • Additional Comments: Example: LWOP-Illness from May 1, 20XX to November 30, 20XX. Employer's statement, work description and GC178 attached
          • Attach the required forms
          • Submit request

          ** If your employee is already on LWOP – Illness and subsequently applies for disability benefits, use the sub-category Leave without Pay (LWOP) over 5 days – Illness – Disability Insurance initial claim to submit the required forms.

          Note: There is no need to complete a Pay Action Request (PAR) form. This will be done by the Compensation Services Directorate when the request is sent to the Pay Centre for processing.

        5. Enter employee's outstanding leave requests in myEMS (PeopleSoft), if applicable. The requests will be approved automatically.
        6. Refer to Off Boarding Employee – Departure Roadmap for details related to this process, including submission of the Separation Clearance on the employee's official date of departure. It may be necessary to complete on behalf of the employee if they are unable to initiate this process.
        7. Submit a ticket via the HRSC Portal to discuss next steps with Disability Management and provide the employee with the Onset of Leave (DOCX, 735 KB) package.
  • Long Term Disability

    The Long Term Disability Insurance (LTD) Plan is a mandatory insurance plan for all eligible employees of the federal public service who are:

    • excluded from collective bargaining, or
    • part of designated groups, or
    • associate members / executives of the public service.

    The LTD plan, administered by Industrial Alliance and Financial Services, is part of the Public Service Management Insurance Plan (PSMIP), and provides benefits to replace 70% of an employee's earnings lost as a result of any non-work-related illness or injury. Benefits are paid subject to a 13-week elimination period or the exhaustion of sick leave, whichever is later. The plan applies to all employees except:

    • those locally engaged outside Canada;
    • part-time workers who work one third or less of the normally scheduled full-time hours of work for their occupational groups;
    • a seasonal employee; or
    • employees eligible to join the Disability (DI) Insurance Plan pursuant to a collective bargaining agreement.
    • How to Submit a Claim for Long-Term Disability Insurance
      • Employee Responsibilities:

        Long-term disability insurance benefits, if approved, will be payable only after all paid sick leave is exhausted. However, it's important to start this process as soon as possible if you expect your illness or disability may be for a prolonged period, even if you have not exhausted all your paid sick leave.

        1. Promptly advise your immediate supervisor or manager of your intent to apply for LTD benefits.

        2. You must initiate your Sick Leave Without Pay – 6 days or greater by completing a Leave Application and Absence Report [GC-178] (PDF 362 KB) form using the code 230 and submit it to your manager for approval. Your manager will submit an HRSC portal request on your behalf for Pay Centre processing.

          Note: The effective date should be the first full day of LWOP. Partial days of LWOP prior to the effective date MUST be submitted separately via myEMS (PeopleSoft). Refer to Leave Without Pay and Special Working Arrangements for details on this process.

        3. Complete Form 5945 Claim for Long Term Disability:
          • Complete and sign Part 1 – Medical information
          • Complete and sign the authorization at the beginning of Part 2 and forward to your Physician, who will complete the remainder of form.
          • The Physician has the option to submit the completed Form 5945 directly to the provider or give back to employee to submit, at the Physician's discretion. Should your Physician return the form to you, immediately mail it to the address provided on the form.

          Note: Employees will not be reimbursed for any fees associated with completing the form.

        4. Complete and sign Form 5946, Part 1 Claim for Long Term Disability Benefit and provide to your manager for completion of Part 3. Your manager will submit on your behalf for the necessary processing.
      • Manager / Section 34 Manager Responsibilities:

        1. Sign and approve the employee's Leave Application and Absence Report (GC 178).

          Note: If the employee is unable to complete the Leave Application form (GC-178) it is your responsibility to complete it on their behalf. We recommend you add a note to that effect in the Employee's signature portion of the form. Example: "Employee not available for signature".

        2. Ensure the employee is aware of their responsibility to complete the applicable forms Public Service Management Insurance Plan Claim for Long-Term Disability Benefit (TBS/SCT 5945, 5946) and provide the necessary forms to their Physician for completion.
        3. Open a request via the HRSC Portal.
          • Section : I am a Manager
          • Select "Pay-Related Action"
          • Category: Select "Leave"
          • Sub-Category: Select "Leave Without Pay (LWOP) over 5 Days – Illness –initial claim"
          • Effective Date: Is the first full day of LWOP
          • Additional Comments: Example: LWOP-Illness from May 1, 20XX to November 30, 20XX. LTD application sent to Pay Centre via PAR.
          • Attach the GC178
          • Submit request

          Note: There is no need to complete a Pay Action Request (PAR) form.  This will be done by the Compensation Services Directorate when the request is sent to the Pay Centre for processing.

        4. Complete and sign Part 3 of Form 5946 Claim for Long Term Disability Benefit provided by your employee and obtain a copy of their work description.

        5. You must submit the completed long-term disability forms and employee work description to the Pay Centre via a Pay Action request (PAR) form:

          • Top right corner: enter total number of pages (including PAR) and the date sent
          • Section 1: Employee information
          • Section 2: Work Type - select "Leave"
          • Section 3: Sub Type - select "DI - LTD claims form". The effective date field is mandatory and will be date the PAR is submitted
          • Section 4: Manager's information as the requestor.
          • Comments: Example: Attached is my employee's LTD Claim forms (TBS/SCT 5946) Part 1 and 3 and a copy of the work description.
          • Section 5: Leave blank. No Trusted Source is required for this type of request.

          There are three methods to submit the completed PAR form and the required documents to the Pay Centre:

          Note: If mandatory fields on the PAR are not completed or if the required documents are not included in your transmittal, the request will be rejected causing delays in processing the request.

        6. Enter employee's outstanding leave requests in myEMS (PeopleSoft), if applicable. The requests will be approved automatically.
        7. Refer to Off Boarding Employee – Departure Roadmap for details related to this process, including submission of the Separation Clearance on the employee's official date of departure. It may be necessary to complete on behalf of the employee if they are unable to initiate this process.
        8. Submit a ticket via the HRSC Portal to discuss next steps with Disability Management and provide the employee with the Onset of Leave (DOCX, 735 KB) package. How to Request a Letter Confirming Premiums Paid for Disability Insurance and/or Long-term Disability
  • How to Request a Letter Confirming Premiums Paid for Disability Insurance and/or Long-term Disability

    If an employee is receiving benefits under the Disability Insurance (DI) plan or the Long Term Disability (LTD) plan, the total amount of premiums paid, from the time they became a member of the plan may be deducted (on a one time basis) from the amount of the disability income received for income tax purposes.

    1. Employees can request a letter confirming premiums paid via a Pay Action Request (PAR) form:
      • Section 1: Enter Employee Information
      • Section 2: Select Work Type "Benefits"
      • Section 3: Select Sub Type "DI - LTD"
      • Effective Date: the date you submit the request
      • Section 4: Requestor (Enter your information)
      • Comments: Example: I am currently in receipt of DI or LTD benefits. Please provide a letter detailing the premiums I have paid into the plan for income tax purposes.
      • Section 5: NO Trusted Source is required for this type of request

      There are three methods to submit the completed PAR form and the required documents to the Pay Centre:

      Note: If mandatory fields on the PAR are not completed, the request will be rejected causing delays in processing the request.

    2. You can check on the status of your request by accessing the Compensation Web Application MyGCPay.
  • Submit a Pay Escalation request
    Employee responsibility

    If you are experiencing a pay issue related to disability insurance or long-term disability you must refer to the Pay Escalation Process and, if deemed appropriate, submit an escalated pay issue request  using the category Escalated Benefit issue, sub-category Disability Insurance.

    Manager / Section 34 Manager responsibility

    If an employee is on leave or has been terminated and is experiencing a pay issue related to their disability insurance or long-term disability, you must refer to the Pay Escalation Process and, if deemed appropriate, submit an escalated pay issue request on their behalf using the category Escalated Benefit issue, sub-category Disability Insurance.

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