Leave Without Pay (LWOP) for five (5) or less days

Requests for LWOP of five (5) or less consecutive days are reported and approved electronically through myEMS (PeopleSoft) on the following conditions:

  • The leave request is entered within six (6) months of the leave date(s), and
  • The leave occurred in the current fiscal year.

LWOP requests for five (5) or less consecutive days from prior fiscal years or requests not entered within a six (6) month timeframe require manual input.  A Leave Application and Absence Report (GC178) approved by the Section 34 Manager is required for the Pay Centre to process the salary recovery.

Find out how to view and interpret your LWOP on your pay stub by taking the training "Demystifying Your Pay Stubs" available through Saba.

  • Leave requests for current fiscal year submitted within six (6) months of leave date

    Important:  Employees must ensure they have selected their Section 34 Manager in Phoenix Self Service prior to submitting their leave request in myEMS (PeopleSoft).  Once approved by the delegated Section 34 manager in Phoenix, all LWOP of five (5) days or less will be recovered from the employee's first available funds.

    It is the Section 34 Manager's responsibility to enter the leave request in MyEMS (PeopleSoft) on the employee's behalf if they are unable to do so.

    • Employee Responsibility

      You must submit your absence request via myEMS (PeopleSoft). For step by step instructions on submitting full, half or partial days, please refer to the employee procedures found in the PSGuide - myEMS (PeopleSoft).

      Employee Self Service > Time > Report Time > Request Absence

    • Section 34 Manager Responsibilities
      1. You need to approve the employee's leave request in myEMS (PeopleSoft). For step by step instructions, please refer to the manager procedures found in the PSGuide - myEMS (PeopleSoft)

        Manager Self Service > Approvals

      2. Once approved in MyEMS (PeopleSoft), a corresponding leave request is created in Phoenix for your approval to initiate the recovery of salary. For step by step instructions, please refer to the procedures found in the Phoenix UPK.

      Important:  Section 34 Managers should approve all LWOP requests in a timely manner to avoid creating overpayment or no pay situations for employees.  If approved LWOP requests exceed the employee's regular hours, the full pay will be recovered.  Recoveries of LWOP less than five (5) consecutive days do not meet the criteria for Emergency Salary Advance / Priority Payment.

  • Leave requests for previous fiscal year(s) / over six (6) months from leave date
    • Employee Responsibilities
      1. Refer to the list of Leave Codes and complete the Leave Application and Absence Report [GC-178], noting the following requirements:
        • Separate forms must be used for different types of LWOP.
        • Do not combine paid and unpaid leave requests on the same form.
        • Indicate if the request is an original or complete details if it is an amendment to a previous submission
        • Ensure the employee information fields match your MyEMS (PeopleSoft) profile.
        • The start and end dates of requested leave must be clearly indicated and be scheduled working days.
        • Ensure the total hours of leave correspond to your work schedule and the leave dates on the form.  For clarity, LWOP hours for partial days should be entered on its own row.

        Note:  Do not include weekends unless scheduled to work and only include statutory holidays if paid the day before or the day after.

      2. Forward the completed GC178(s) to your Section 34 Manager for approval and submission for processing on your behalf.
    • Section 34 Manager Responsibilities
      1. Approve and sign the employee's Leave Application and Absence Report [GC-178] as the authorized officer.
      2. Open a request via the HRSC Portal:
        • Section: I am a Manager…
        • Select: "Pay-Related Action"
        • Complete the Employee Information section.
        • Category: Select "Leave"
        • Sub-Category: Select "Leave Without Pay (LWOP) < = 5 Days – Manual Input"
        • Effective Date: Is the earliest full day of LWOP
        • Additional comments:  specify the type(s) of LWOP, leave code(s) and the leave period, ex. LWOP for February 1 to February 3, 20XX - previous FY
        • Attach the GC178(s)
        • Submit your request

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

    Important: Leave code 920 used for Suspension LWOP for five (5) or less consecutive working days must be entered into MyEMS (PeopleSoft) by the Section 34 Manager. Prior consultation with Labour Relations is required to ensure this action adheres to the provisions of the applicable Collective Agreement.

  • Submit a Pay Escalation request
    • Employee responsibility

      If you are experiencing a pay issue related to your leave request, you must refer to the Pay Escalation Process  and, if deemed appropriate, submit an escalated pay issue request  using the category Escalated leave issue, sub-category LWOP 5 days or less.

    • Manager / Section 34 Manager responsibility

      If an employee is on leave or has been terminated and is experiencing a pay issue related to their leave request, 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 leave issue, sub-category LWOP 5 days or less.