Voluntary Liquidation of Vacation Leave and/or Compensatory Leave for 2021

How to request the cash out of Vacation and/or Compensatory Leave

Important: Once again, the automatic cash out of vacation and compensatory leave for 2021 will be postponed unless requested by the employee. This decision is based on the ongoing issues with the Phoenix pay system and the workload of Compensation Advisors. Please note that it is foreseen that this will be the last extension on the moratorium for the automatic cash-out of vacation and compensatory leave. Visit the Vacation and Compensatory Leave Cash-out for 2021 Notice for more information.

Please note that the process has changed effective March 1, 2019, in an effort to speed up processing times of these transactions and as a result, this type of request can no longer be entered by the employee into myEMS (PeopleSoft).

Document Required:

Employee Responsibilities:

  1. You can view your current leave balances via myEMS (PeopleSoft). Note that these amounts reflect vacation that has been earned/advanced for the entire fiscal year. However, you are only authorized to cash out what you have accumulated to date. Please refer to the relevant Collective agreement for eligibility.

    Main Menu ❯ Self Service ❯ Time Reporting ❯ View Time ❯ Absence Balances

  2. If you would like to cash out your vacation or compensatory leave, you will need to complete and submit a request manually to your manager via a Leave Application and Absence Report (GC 178). (Effective March 1, 2019, these types of requests can no longer be entered in myEMS (PeopleSoft) for processing). Once approved, your Section 34 Manager will enter the request via the HRSC Portal for processing.
  3. Please visit the glossary item How to complete the GC178 form for guidance and a description of the mandatory fields. The FROM and TO effective dates will be the date you are completing the form. It is important to note, you can only cash out leave that you have earned as of the date you are submitting your request. The applicable codes are the following:
    • 115 - Vacation
    • 122 - Vacation One-time
    • 677 - Travel Status
    • 815 - Compensatory
    • 855 - Lieu Days

    Note: To determine leave you have earned to date divide the total amount earned/advanced by 12, and multiply by the number of months since April 1st. For example: On July 1st you have earned/advanced vacation of 112.5 hours (112.5 ÷ 12 = 9.375 x 3 months (April, May, June) = 28.125 hours. Therefore, as of July 1st you have earned 28.125 hours of vacation leave in the current fiscal year. This calculation may be slightly off it you have reached a milestone anniversary date (8, 16, 17, 18, 27 or 28 years of service), please refer to your collective agreement for accrual rates under the accumulation of vacation leave credits.

Section 34 Manager Responsibilities:

  1. Once you have approved and signed the employee's vacation or compensatory leave cash out request you must submit it via the HRSC Portal for processing:
    • Section: I am a Manager…
    • Select: "Pay Related Action" under the Pay Related Request heading.
    • Category: Select "Leave"
    • Sub-Category: Select "Voluntary Leave Payout – Manual Input"
    • Effective Date: Enter today's date
    • Comments: Identify how many hours and the type of leave to be paid out.
    • Attach the completed and signed Leave Application and Absence Report [GC-178]
    • Submit request

Note: There is no need to complete a Pay Action Request (PAR) as the Compensation Services Directorate will do this when they send the request to the Pay Centre for processing.

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