Description of Leave Codes

Religious needs

Unpaid leave or paid time off for which the employee will have to make up the time.
Notice of at least four weeks must be given before the leave starts unless because of unforeseeable circumstances, such notice cannot be given.

The employee must make up for the paid hours granted, within a period of six months.

Vacation

Identifies the utilization of annual leave granted according to the relevant collective agreement.
An employee who has six months of continuous employment is entitled to advance annual leave equivalent to the number of credits stipulated for the current vacation year.

* Note

Vacation Leave – Paid

This code is used to identify the payout of part of the annual leave credits earned and unused, as specified in the collective agreements where this clause applies.

The FROM and TO dates will be the date you are completing the form.

At the employee's request, only leave in excess of 112.50 hours can be paid out for PAs (refer to the collective agreement for the group concerned).

In most collective agreements, any leave in excess of 262.50 hours at the end of the fiscal year, must be paid out.

One-time vacation

After two years of service (continuous/discontinuous), the employee is credited, for the total of length of time of his employment in the Public Service, to a one-time vacation leave. This leave can be taken in several periods to a maximum of 37.50 hours or 40 hours, according to the provisions of the relevant collective agreement.

The hours are pro-rated for the part-time employees.

One-time vacation – Paid

This code is used to identify the payout of the One-time Vacation Leave earned and unused, as specified in the collective agreement where this clause applies.

At the employee’s request, with the employer’s approval, the one-time vacation leave credits may be cashed out if the provisions of the collective agreement are met or if unused.

Sick – Uncertified

Identifies the use of sick leave without a medical certificate. Also applies to:

• Appointments (for oneself) with a doctor, dentist or other medical practitioner that is not routine or periodic in nature to treat a particular medical condition.
• Sick leave may be used for any series of appointments / follow-up appointments / continuing treatment appointments for oneself such as, but not limited to, doctor, dentist, chiropractic treatment, physiotherapy, psychological follow-up, etc.
• Medical appointments longer than a half day, the excess time will be recorded under sick leave.
• Pregnant women who must be absent in order to receive a series of continuing pregnancy-related treatment (article 36.02 Table 1)
• An employee who is absent due to a workplace injury or illness and is awaiting the decision of a workers’ compensation claim.

When the employee has no more credits, the employee may be granted advance leave, at the employer's discretion, for a maximum period of 25 days subject to the deduction of such advanced leave from any sick leave credits subsequently earned.

* Note

Sick – Certified

Identifies the utilization of sick leave with a medical certificate and/or declaration that a medical certificate could not be obtained. Also applies to:

• Appointments (for oneself) with a doctor, dentist or other medical practitioner that is not routine or periodic in nature to treat a particular medical condition.
• Sick leave may be used for any series of appointments / follow-up appointments / continuing treatment appointments for oneself such as, but not limited to, doctor, dentist, chiropractic treatment, physiotherapy, psychological follow-up, etc.
• Medical appointments longer than a half day, the excess time will be recorded under sick leave.
• Pregnant women who must be absent in order to receive a series of continuing pregnancy-related treatment (article 36.02 Table 1).
• An employee who is absent due to a workplace injury or illness and is awaiting the decision of a workers’ compensation claim.

When the employee has no more credits, the employee may be granted advance leave, at the employer's discretion, for a maximum period of 25 days subject to the deduction of such advanced leave from any sick leave credits subsequently earned.

* Note

Sick – Without pay

Identifies the utilization of sick leave without pay after sick leave credits have been exhausted or while an employee is receiving wages from an approved workers’ compensation claim, due to a workplace injury or illness.

* Note

Furlough

Furlough Leave – Paid

Compensatory - Used

To be used for usage of accumulated compensatory leave.

Compensatory Leave – Paid

Code to be used for payment of compensatory time either on separation from employment, or at another time when the collective agreement permits.

The FROM and TO dates will be the date you are completing the form.

Sick – Special Executives

Special Sick Leave (discretionary)

Only at the discretion of the deputy head can executives be granted up to 130 days sick leave once during the course of their career. This leave:

• Can be granted to an executive who has insufficient sick leave credits to cover the entire period of an illness;
• Is granted after an executive has used all accumulated sick leave credits;
• Can be granted in several periods as required depending on the executive’s progress towards recovery;
• Will not be recovered from future leave credits; and
• Requires a medical certificate.

The deputy head can authorize the use of any balance of the 130 days used previously for a subsequent serious illness.

LWOP –
Exec Int. Department

With deputy head approval, an executive is eligible for LWOP for any purpose not otherwise specified in this directive. This authority cannot be sub-delegated. Examples where such leave might be grated include assignments with an international organization, or to accept an appointment in a Minister’s office.

Counting special LWOP towards service
For the purpose of calculating vacation leave entitlement and severance pay

• If the leave is primarily in the interest of the department, the whole duration of the special leave without pay is counted as service.

LWOP –
Exec Int. Employee

With deputy head approval, an executive is eligible for LWOP for any purpose not otherwise specified in the directive. This authority cannot be sub-delegated. Examples where such leave might be granted include assignments with an international organization, or to accept an appointment in a Minister’s office

Counting special LWOP towards service
For the purpose of calculating vacation leave entitlement and severance pay:

• If the leave is primarily in the interest of the employee, only the first three months of special LWOP is counted as service.

Family Related (FR) –
Appointments

Identifies leave with pay to meet family needs, for appointments of a dependent family member with a doctor or dentist, or for appointments with the appropriate school or adoption authorities.
See codes 420, 430 and 440, which also cover leave to meet family needs. In addition, certain agreements, such as ES and CS, include marriage leave (450) among leave to meet family needs.

*
The maximum for all leave to meet family needs is 37.50 hours in a fiscal year.

Family Related (FR) –
Illness

Identifies leave with pay granted to an employee to provide temporary care to a sick member of the family, as defined in the relevant collective agreement.

* The maximum leave period is outlined in the relevant collective agreement for all leave for family needs.

Family Related (FR) –
Birth

Identifies leave with pay granted to an employee due to the birth of a child.

See also code 440 for adoption of a child.

* The maximum leave period for this code is indicated in the relevant collective agreement. Some collective agreements grant a maximum of two days.

Family Related (FR) –
Adoption

Identifies leave with pay granted to an employee due to the adoption of a child.

* The maximum leave period for this code is indicated in the relevant collective agreement. Some collective agreements grant a maximum of two days.

Family Related (FR) –
Marriage (PIPSC)

Family Related (FR) –
School Functions

Identifies leave with pay granted to an employee due to a school function of a child.

* The maximum leave period for this code is indicated in the relevant collective agreement.

Family Related (FR) –
Closure / School / Daycare

Identifies leave with pay granted to an employee due to an unforeseeable school /daycare closure of a child.

* The maximum leave period for this code is indicated in the relevant collective agreement.

Family Related (FR) –
Professional Appt.

Identifies leave with pay granted to an employee due to an appointment with a legal or paralegal representative for non-employment related matters, or financial or other professional representative.

* The maximum leave period for this code is indicated in the relevant collective agreement.

Family Related (FR) –
Other

Other Paid Leave –
Bereavement

Identifies paid leave due to the death of a member of the employee's family.

In most collective agreements, leave is granted as follows:

• Bereavement – immediate family
• Bereavement – immediate family, involving travel
• Bereavement – other entitlement

Employees following a variable hours plan and part time employees are entitled to the same number of consecutive calendar DAYS as a full time employee on a regular work schedule.

Other Paid Leave –
Marriage

Maximum of five days (37.50 hours), according to the collective agreements.

This leave type has been replaced by the one-time annual leave (code121) in some collective agreements.

Other Paid Leave –
Volunteer Leave

Identifies the utilization of leave with pay for volunteer work, under certain collective agreements.

A single period of up to an equivalent of a day of work (7.50 or 8.00 hours as per relevant collective agreement) can be granted per fiscal year.

Leave for part-time employee is granted on a pro rata basis.

Other Paid Leave –
Personal Leave

Identifies the utilization of personal leave under certain collective agreements.

A single period of up to an equivalent of a day of work (7.50 or 8.00 hours as per relevant collective agreement) can be granted per fiscal year.
Leave for part-time employee is granted on a pro rata basis.

Other Paid Leave –
Court Leave

Identifies the leave granted to the employee, as identified in the various collective agreements.
No time limit.

* Note

Paid Leave – Exam/Career/Prof. Dev.

Other Paid Leave –
Personnel Selection

Leave to take part in a selection procedure involving a written examination or an interview, to take a second language proficiency test (LPT) or diagnostic test when the employee has failed the LPT, or to attend an appeal hearing when the employee has taken part in the competition in question.

Attendance at a hearing where a person states his or her reasons for seeking the remedy of an appeal hearing should also be regarded as personnel selection leave.

Other Paid Leave –
Incentives

Other Paid Leave –
Incentives – Paid

Other Paid Leave –
Incentives – Allot

Other Paid Leave –
Incentives – Debit

Other Paid Leave –
Union

Identifies leave with pay granted for union business or other activities carried out under the relevant collective agreement.

Other Paid Leave –
Mat Reassign/Leave

Other Paid Leave –
Mgmt Excluded/Unrep

Other Paid Leave –
Military

Identifies leave paid during military service, as defined in the TBS leave with pay policy.

Other Paid Leave –
Injury-on-Duty

If a workers’ compensation board approves an employee’s wages for a workplace injury or illness, sick leave granted to the employee under codes 210, 220 or 230 must be converted to injury on duty leave, in accordance with the approved claim. The manager must submit the leave request via the Compensation and Benefits Service Centre.

* Injury on Duty Leave without pay is recorded using 230.

See 699 for absence on the day of a workplace injury or illness.

Other Paid Leave - Quarantine

Identifies leave with pay granted to an employee with a medical certificate placing him under quarantine

Other Paid Leave –
Isolated Post Allowance (IPA)

Travel Status

Identifies leave for employees who are away from their principal residence for more than 40 nights in a fiscal year. One additional day of leave is granted for each segment of 20 days, up to a maximum of five days of leave per fiscal year.

Travel Status - Paid

Other Paid Leave –
Pregnant Medical Appt.

Identifies routine medical appointments for pregnant employees.

Under the provisions of relevant collective agreements, a pregnant employee will be granted up to 3.75 or 4 hours (as appropriate) of reasonable time off with pay for the purpose of attending routine medical appointments relating to the pregnancy.

Other Paid Leave –
Exceptional

Identifies leave with pay granted by the ADM to Executives.

Other Paid Leave –
Medical Dental Appt

Other Paid Leave –
Other – Paid Other

Identifies leave with pay granted at the manager’s discretion under the “other leave with pay” clause of the various collective agreements. Examination leave, occupational development leave, time to vote, informal conflict management (OICM), etc., may be declared under this code.

This leave should also be used by an employee to record an absence on the day of a workplace injury or illness.

* Also includes leave not identified under the collective agreement.

Subsequent injury-related leave is recorded under 210, 220 or 230.

See 660 for use of Paid Injury on Duty Leave.

Lay Day

Lay Day – Paid

Other Paid Leave –
Lieu Days – Used

To be used, if the collective agreement permits, where an employee receives a day of holiday with pay at a later date, to replace the actual holiday.

Other Paid Leave –
Lieu Days – Paid

To be used when leave of this type must be paid. The FROM and TO dates will be the date you are completing the form.

LWOP –
Union Business

Identifies leave without pay for Alliance business or for other activities authorized by the relevant collective agreement.

Not to be confused with appeal hearings (codes 640 and 641).

LWOP –
Pre-retirement Transition Leave (PRTL)

To be eligible for this type of leave, an employee must be eligible for an unreduced pension OR be within two years of becoming eligible for an unreduced pension.

An employee on PRTL can reduce their workweek by up to 40%

LWOP –
Education

Identifies periods of education leave without pay. This code also applies where an employee is receiving an allowance in lieu of salary.

LWOP –
Suspension

Identifies the leave as a result of a suspension.

According to the scheduled hours.

LWOP –
Maternity

Identifies utilization of maternity leave.

LWOP –
Relocation of spouse

The maximum allowed is one year for a permanent move and five years for a temporary move.

LWOP –
Parental Leave

When a couple employed by the public service choose to both take (share) the parental leave, the combined leave must not exceed a total of 37 weeks. Refer to respective collective agreement(s).

LWOP –
Personal Needs

An employee is entitled to one or more periods of this leave during his period of employment in the public service for a maximum of three months or a period of more than three months but not exceeding one year.

LWOP –
Care and Nurturing
of Pre-School Children

Leave granted shall be for a minimum period of three weeks, and subject to the requirements of the service if the leave is less than a year. The total duration of these leave must not exceed five years. (article 22.09 ED)

For some collective agreements, such as PA group, this code has been replaced by 952 "Care of immediate family". An employee can continue with this leave (950) if it started before the signature of the changed collective agreement. The period for 950 should not be considered for the new code 952 allowable maximum, which is five years.

LWOP –
Long Term Care of Parent

Identifies leave without pay that may be granted to an employee to see personally to the long-term care of the employee’s father or mother, including a parent by remarriage or foster parent.

Minimum duration of three weeks, and subject to the requirements of the service if the leave is less than a year. The total duration of these leave must not exceed five years. (article 22.10 ED)

LWOP –
Care of Immediate Family

Minimum duration of three weeks, and subject to the requirements of the continued service delivery if the leave is less than a year.

The total duration of this leave must not exceed five years (article 41 Table 1)

LWOP –
Strike (Legal)

Identifies the absences of employees who belong to a bargaining unit on strike and who do not report for work during a legal strike.

The manager must make sure that the form is completed and sent to compensation services.

LWOP –
Strike (Illegal)

Identifies time lost, both by excluded employees or designated employees belonging to a bargaining unit conducting a legal strike, and by employees of a bargaining unit not on strike who stay away from work to support the members of a unit on strike

The manager must make sure that the form is completed and sent to compensation services.

LWOP –
Seasonal Lay Off

To be used for the period during which a person hired as a seasonal employee is not working, in other words, is temporarily struck off strengths (T-SOS)

LWOP –
Military Service

LWOP –
Military

LWOP –
Late

This code is used to report the hours of work that have been entered in the employee's schedule, but have not been worked (for less than half-day, up to a maximum of three point seventy-five (3.75) hours) and have not subsequently been taken up or charged to another type of leave.

To replace the hours not worked, the employee may opt for one of the following choices:

1. Compensation for the hours may be provided by means of compensatory leave usage;
2. Compensation for the hours may be provided by means of annual leave usage;
3. If the above options are impossible, the hours must be deducted from the employee's pay (code 980).

Examples:

• late arrivals
• early departures

difference in hours between the variable schedule and the statutory holiday (i.e., 8.33 hrs/day – 7.5 hrs/stat = 0.83 hrs under code 980)

LWOP –
Unauthorized

Identifies a period of absence that has not been authorized.

The manager must ensure the form is completed and sent to compensation services.

* Note

LWOP –
Other

Identifies unpaid leave approved by managers

* Note