Other types of Leave Without Pay (LWOP) for six (6) or more days

There are many other situations where employees may request leave without pay for six (6) consecutive days or more other than for illness, maternity/parental or self-funded reasons.

Employees and managers should refer to the relevant Collective Agreement and/or Terms and Conditions of employment for eligibility requirements.

Employees and managers should review LWOP for six (6) or more days – General for important information that may apply to these types of LWOP.

Below are descriptions and the application process for other leave types.  Refer to the list of leave codes when completing the Leave Application and Absence Report (GC 178).  It is important to start this process as early as possible or at least 30 working days before your expected leave date to avoid delays in processing your request.

  • General (for Vaccination purposes)

    Leave without pay – General (For vaccination purposes) is an authorized unpaid absence from work in the context of the Vaccination Policy for the Core Public Administration

    Employees and managers should review LWOP for six (6) or more days – General for important information that may apply to LWOP – General (for Vaccination purposes).

    • Manager / Section 34 Manager Responsibilities

      It is your responsibility to complete the Leave and Absence Report (GC-178) form. No employee signature is required.

      It is your responsibility to open a ticket in the HRSC Web Application and submit the employee's Leave Application and Absence Report (GC178).

      • Section: I am a Manager;
      • Select "Pay-Related Action";
      • Complete the Employee Information section; ensure employees' home email address is correct.
      • Category: Select "Leave";
      • Sub-Category: "Leave without pay – General (for Vaccination purposes)".
      • Effective date: Is the day following the last day paid, as indicated on the leave form;
      • Additional Comments: Identify the type of leave, the period of leave and employee's personal information (address, phone number and email)
        Example: Start of Leave without pay as of November 15, 2021. Last day paid will be November 12, 2021; Personal information:
      • Attach the completed Leave Application form;
      • Submit your request
      • The following is applicable only to the LWOP in the context of the COVID-19 Vaccination policy: Managers can delay the return of IT equipment and access cards for one month following the LWOP effective date. If such is the case, please indicate the option 'not applicable (N/A)'on the Separation Clearance form for these items. Please note that managers are still required to submit a request in the Access Management Portal (AMP) as stipulated in the Separation Clearance Form.
    • Return From Leave Without Pay – General (for Vaccination purposes)

      Employees should review "Return to work from a period of LWOP – Other Reasons" for important information on returning from a period of LWOP - General (for Vaccination purposes).

      Managers / Section 34 Managers will need to open a request via the HRSC Web Application. An advance notification will not be sent to you.

      • Section: I am a Manager;
      • Select "Pay-Related Action";
      • Complete the Employee Information section;
      • Category: Select "Leave";
      • Sub-Category: Select Return from leave without pay – General (for Vaccination purposes);
      • Comments: Include the employee's physical return to work date and whether they will be working their pre-leave schedule or a new work schedule.
      • Attach the direct deposit information (if provided by the employee);
      • 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.

  • Care of Family

    LWOP for care of family (leave code 952) is unpaid leave for a minimum period of three (3) weeks. Employees are entitled to a five (5) year maximum cumulative leave period during your entire period of employment in the public service.

  • Educational Leave

    LWOP for educational leave (leave code 915) is unpaid leave granted to an employee upon written application for varying periods of up to one (1) year to attend a recognized institution for studies relevant to organizational requirements. The period may be renewed by mutual agreement.

    Employees and managers should refer to ESDC's Learning Policy on Guidelines for Reimbursement of Tuition and Education Leave when considering educational leave. Employees may receive an allowance in lieu of salary of up to 100% of their annual rate of pay, depending on the degree the education leave is deemed relevant to their requirements.  Managers should consult ESDC's Learning Policy on Guidelines for Reimbursement of Tuition and Education Leave when considering an employee's request.

    The employee is required to repay all allowances received should they not fulfill their obligation to return to work after completing the course or fail to complete the course, except in situations of death or lay-off.

  • Personal Needs

    LWOP for personal needs (leave code 945) is unpaid leave granted to an employee, subject to operational requirements. Employees may be granted two periods of this type of leave during their total period of employment in the public service: one period up to three (3) months in duration and one period between three (3) months and one (1) year in duration.

  • Relocation of Spouse

    LWOP for relocation of spouse (leave code 930) is unpaid leave granted on employee request for a period of up to five (5) years if your spouse or common-law partner is relocated temporarily or up to one (1) year if the relocation is permanent.

    Employees may choose to accept a term position within the public service during their leave period. Refer to Dual Employment and Dual Remuneration for further information on this topic.

  • Suspension

    LWOP – suspension (leave code 920) is unpaid leave served by the employee after consultation between the Manager and Labour Relations.  Employee signature is not required for this type of leave request.

  • How to request LWOP – Other reasons
    • Employee Responsibilities

      Using the applicable leave code, complete and sign a Leave Application and Absence Report (GC-178) noting the following requirements:

      • Separate forms are required for each leave type
      • Complete all mandatory fields, ensuring the information matches your MyEMS (PeopleSoft) profile. 
      • Although not mandatory nor a specific field, a home email address written on the form is helpful should the Pay Centre need to contact you during the leave period.
      • The start and end dates of your leave must be clearly indicated on the form and be scheduled working days.

      Note: The Collective Agreement article must be included on the Leave Application and Absence Report (GC-178)(s) when requesting LWOP – Other reasons.

    • Manager / Section 34 Manager Responsibilities

      Approve and sign the employee's Leave Application and Absence Report (GC-178) and 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) over 5 days Other than illness or Maternity/Parental"
      •  Effective Date: the first day of the leave period;
      •  Additional Comments: Identify the type and period of leave;
      •  Attach the completed GC178.
      •  Submit your request

      Note: The Collective Agreement article must be included on the Leave Application and Absence Report (GC-178)(s) when requesting LWOP – Other reasons. 

  • Returning to work from a period of LWOP – Other reasons

    An employee's manager must report that the employee has returned to work from a period of LWOP – Other reasons before they are reverted to active status.

    If there is a delay in receiving the first regular pay, employees should refer to the Emergency Salary Advance / Priority Payment process to request a priority payment, if eligible.

    • Employee Responsibilities
      • Advise your manager of your return to work date and if you are returning to your pre-leave schedule; provide new direct deposit information if it changed during the leave period.
      • If your work schedule differs from your pre-leave schedule, refer to Work Schedules / Hours of Work  for this process.

      • On your return to work and as soon as you have system access you must establish a Section 34 Manager in Phoenix Self-Service. Failure to do so will result in the inability to process certain pay transactions correctly (example: overtime, leave without pay).

        Main Menu > Self Service > Time Reporting > Select Section 34 Manager

      • Review and make any necessary changes to your personal information in MyEMS (PeopleSoft).  Refer to Change to Personal Information for this process.
    • Manager / Section 34 Manager Responsibilities
      1. You need to open a request via the HRSC Portal on the day of the employee's return to work (or return to pay, i.e. paid leave) depending on the situation. Advance notification will not be accepted.
        • Section: I am a Manager;
        • Select "Pay-Related Action";
        • Complete the Employee Information section;
        • Category: Select "Leave";
        • Sub-Category: Select "Return from leave (+ 5 days) – (other than Illness, Disability, Rehabilitation);
        • Effective Date:  Is the date the employee returns to pay, ie. physically returns to work or takes paid leave
        • Comments: Include details of the leave they are returning from
        • Submit your 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.

      2. If the employee's work schedule is changing from the pre-leave schedule, refer to Work Schedules / Hours of Work for this process.
  • Submit a Pay Escalation request
    • Employee Responsibility

      If you are experiencing a pay issue related to your leave 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 Return from leave without pay

    • 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, submit an escalated pay issue request  on their behalf using the category Escalated leave issue, sub-category Return from leave without pay.

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