Steps to follow for submitting leave with pay for Alliance business (PSAC-PA, TC, EB, SV)

1. The Alliance National Office or Component (CEIU or UNE) provides an electronic letter to the member authorizing his/her participation in a union activity for which leave with pay must be requested under clause 14.02, 14.09, 14.10, 14.12 or 14.13.

   The union authorization letter must contain:

   • full contact coordinate and invoicing information from the National Office or a Component of the Alliance,
   • some letters will indicate a union identifier code for invoicing purposes.

2. The employee enters the leave request in the system myEMS (PeopleSoft) using code Other Paid - Union Cost-Recovery (641) and submits the electronic copy of the union authorization letter to his/her delegated manager.

   Warning

   Do not use the code Other Paid-Union (640), but use the code Other Paid - Union Cost-Recovery (641).

   In the comments box, the employee indicates:

   • the union activity for which the leave is requested,
   • the applicable clause of the collective agreement, being 14.02, 14.09, 14.10, 14.12 or 14.13,
   • if there is one, the union identifier code provided by the Alliance on the union authorization letter.

3. The delegated manager reviews for accuracy and eligibility the leave request and the union authorization letter by verifying:

   • he/she holds the required level of delegation for approving the leave as per the Table of Human Resources Authorities,
   • the activity is in accordance with the parameters of the collective agreement (some of these clauses remain subject to operational requirements).

   Important

   As stipulated in the collective agreements (PA, TC, EB, SV) Article 2, “leave” (congé) means authorized absence from duty by an employee during his or her regular or normal hours of work.

   It is therefore important to verify that the dates and the number of hours of the leave correspond to the union authorization letter, but also to the employee’s working hours.

   Also, ensure that the Other Paid-Union Cost-Recovery (641) code is used when entering leave in PeopleSoft.

4. The delegated manager approves or refuses leave in the leave system.

   If the leave request is approved, the manager sends the union authorization letter to Labour Relations via the Human Resources Service Centre using the “General HR Enquiry Form”. Choose the category “Leave” and the subcategory “Union business”.

   Warning

   The letter must be sent at the same time as the approval of the leave.

   Important

   Employee on Secondment: When an employee is on secondment with ESDC, the form GC-178 must be used. The same information that is included in the comment box of the myEMS (PeopleSoft) (see item 2) must be entered on the form. Once completed and approved, the manager sends the union authorization letter and the form GC-178 to Labour Relations via the Human Resources Service Centre. The employee will be required to have his leave request entered by his/her home department.

   Other situations: In other cases where the employee cannot enter the leave request into the system, such as a transfer of an employment file from another department that has not yet been completed, form GC-178 must be used. The same information included in the comment box of the maSGE system (see item 2) must be entered in the form. Once completed and approved, the manager sends the union authorization letter and the form GC-178 to Labour Relations via the Human Resources Service Centre. The employee will be required to enter its leave request into the myEMS system when he/she has access.

Note: As per the collective agreements, “recoverable paid leave for union business is granted for periods of up to three (3) months of continuous leave per year”. This means that beyond this period, any other leave requested will be without pay.

If you have questions or need advice from Labour Relations, please submit a request for services to the Human Resources Service Centre.