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Leaves - Management & Professional Staff

Submitted by cschasny on Fri, 10/25/2013 - 10:58am

There are three types of leave processes for Management and Professional Staff (MaPS) at the University of Calgary;

  • Vacation
  • Maternity/Parental leave (including Adoption leave)
  • Leave without Pay.

All leaves must be approved by your department and in accordance with university policies and procedures. Each of these processes is outlined below.

Vacation

This section contains information about Management and Professional Staff (MaPS) vacation accruals and entitlement, as well as general information including the Staff Vacation Policy and Staff Vacation Procedures documentation. All vacation leaves must be approved by your department and in accordance with university policies and procedures. Time Off Request Form

All MaPS begin with 20 vacation days, which are accrued on a prorated basis during their first year of service, and will earn additional vacation days in recognition for long service; the vacation accrual is linked to the employee's anniversary date and is calculated in PeopleSoft. This information can be found through 'Self Service' in PeopleSoft, or on your paystub under 'Leave Balances'.

Update: Effective July 1st, 2013 the vacation accrual amounts for Management and Professional Staff have been improved as per the table below.

Years of Service

Vacation Days Accrued Per Year

In your first year, and continuing through your seventh year
1 - 7 years

You will accrue:
20 days

From your service anniversary date beginning in: You will accrue:
Year 8 21 days
Year 9 22 days
Year 10 23 days
Year 11 24 days
Year 12 - 21 years 25 days
Year 22+ years 30 days

Example: Once an employee has completed 7 years of service, beginning on the anniversary date for their 8th year of service, an employee will begin accruing at a higher rate and would be entitled to 21 days of vacation in their 8th year.

There may be instances where an employee's completed years of service may be different, which could be a result of a break in service or other contributing factors. If you have any further questions concerning your vacation balance or entitlement, please consult with your Manager or the Integrated Service Centre at 403-220-5932.

Submitted by 21232f297a57a5a... on Fri, 06/27/2014 - 10:30am

Maternity/Parental Leave

Maternity/Parental leave processes involve four steps; preparing for your maternity/parental leave, adding your new child to your group benefit plans, returning to work once your elected maternity and parental leave period has ended and finally, reviewing your status once you've returned to work.

Click on each process below for more detailed information. Also refer to the FAQ section for answers to commonly asked questions about maternity and parental leaves.

Preparing for Maternity Leave

Preparing for a Maternity Leave is a simple four step process. To ensure commencement of maternity leave benefits it is important to understand both the University and Government entitlements and the processes that support both.

Step 1 - Submit Time Off Request form to Manager

The Time Off Request form is used to initiate a request for Maternity Leave. The form should be submitted to your manager or supervisor at least four weeks in advance of your last day worked. Your Manager will review the request and submit it to Human Resources (HR). This will initiate the process to begin Maternity/Parental leave. To coincide with EI payable weeks and avoid any loss of EI benefits, staff should commence Maternity Leave, when possible, on a Monday.

Step 2 - Complete Benefit Directives form

HR will send you a Maternity/Adoption Leave package after receiving the Time Off Request form from your manager. The package includes a letter outlining your compensation during the first 18 weeks of leave as well as a Benefits Directive for you to review and complete. The Benefits Directive allows you to determine your participation in benefits programs while on leave. All benefits during the Parental Leave portion of the Maternity/Parental leave will be terminated if the Benefit Directive form is no signed and returned to HR.

Step 3 - Start application for EI Benefits Online

You can initiate your online application for EI benefits prior to their leave period. This online application can only be completed once Service Canada has electronically received your Record of Employment (ROE) from the UofC. Your ROE will be produced and electronically sent to Service Canada on commencement of your leave.

Step 4 - Complete EI Application

On the first day of leave or soon after the delivery date, you should complete your EI online application through the Service Canada website. This will commence your maternity leave benefits through the government of Canada’s Employment Insurance program.

Adding your new child to your benefits

In order for an employee to add their new dependant to their benefits plan, the employee must complete and submit a Benefit Change Form to hrops@ucalgary.ca. This should occur within 31 days of the date of birth or custody of an adopted child.

Returning from Maternity/Parental Leave

At least four weeks prior to the expected return date an employee should provide written notice to their Manager or Supervisor of their intent to return. The manager will notify HR of the expected return to work date and you will be returned back to regular status effective that date.

Back at Work

Once you have returned to work you should review your status through the myUofC portal, ensuring that your benefits and pension have been reinstated.

Submitted by 21232f297a57a5a... on Thu, 06/26/2014 - 4:50pm

Maternity and Parental Leave - Frequently Asked Questions

Who is eligible for Maternity Leave?

Regular and Limited Term who have completed 6 continuous months of service

What Maternity Leave benefits are available?

Birth Mother

  • 18 weeks of maternity leave
  • During the EI waiting period (1 week): Employee receives 95% of normal salary
  • During the remaining period of maternity leave (17 weeks): Employee receives Top Up Benefit based on the Sick Leave provisions. EI benefits (55% of salary up to EI weekly maximum) plus a percentage of income from U of C.
  • Benefit cost sharing remains the same
  • Employee may retain or cancel benefits by signing benefit directive
  • Pension contributions are mandatory during the 18 week maternity leave

What Parental Leave benefits are available?

Birth Parent

An employee who has completed six (6) months of continuous service and who has or will have the actual care or custody of the newborn or newly adopted child, will be granted up to thirty-four (34) weeks Parental Leave without pay within fifty-two (52) weeks after the child's birth.  The employee shall provide proof of birth or adoption of the child and give their manager or supervisor reasonable notice in writing of the date on which the leave is to start. The date of the return to work shall be established before the start of the leave. 

Parental Leave taken in combination with either Maternity Leave or Adoption Leave cannot exceed fifty-two (52) weeks in total.

What Adoption Leave benefits are available?

Adoptive Parent

An employee who has completed six (6) months of continuous service and who has or will have the actual care or custody of the newborn or newly adopted child, will be granted up to thirty-four (34) weeks Parental Leave without pay within fifty-two (52) weeks after the child's birth.  The employee shall provide proof of birth or adoption of the child and give their manager or supervisor reasonable notice in writing of the date on which the leave is to start. The date of the return to work shall be established before the start of the leave. 

  • 18 weeks of adoption leave
  • During the EI waiting period (1 week): Employee receives 95% of normal salary
  • During the remainder of the adoption leave (17 weeks): Employee receives top up payment based on Sick Leave provisions. EI benefits (55% of salary up to EI weekly maximum) plus a percentage of income from U of C.
  • Benefit cost sharing remains the same
  • Employee may retain or cancel benefits by signing benefit directive
  • Pension contributions are mandatory during the 18 week adoption leave

Parental Leave taken in combination with either Maternity Leave or Adoption Leave cannot exceed fifty-two (52) weeks in total.

Learn about the Employment Insurance (EI) benefits available from Service Canada and how to apply for these benefits

Apply online for Employment Insurance (EI) benefits at:

or in person to a Service Canada Centre

  • There is a one (1) week waiting period for EI benefits to be processed and typically another week until the employee received the first EI deposit

Submitted by 21232f297a57a5a... on Fri, 06/27/2014 - 10:28am

Leave Without Pay

Leave without pay* is considered to be a leave of between six (6) days and six (6) months absence. The Leave without pay processes involves three steps; preparing for your unpaid leave, returning to work once your elected leave period has ended and finally, reviewing your status once you've returned to work. Approval of a leave without pay is granted at the discretion of the employee's department.

*NOTE – A leave without pay of five (5) days or less should be administered on the employee's timesheet using the Time Reporting Code (TRC) LSU.

Click on each process below for more detailed information.

Preparing for Leave

1 - Submit Time Off Request form to Manager

The Time Off Request form is used to initiate a request for unpaid Leave. The form should be submitted to your manager or supervisor in 4 to 6 weeks in advance of your last day worked. Your Manager will review and approve the request and submit it to Human Resources (HR). This will initiate the process to begin an unpaid leave.

Step 2 - Complete Benefit Directives form

HR will send you a Benefits Directive form for you to review and complete. The Benefits Directive allows you to determine your participation in benefits programs while on your unpaid leave. All benefits during the leave period will be terminated if the Benefit Directive form is not signed and returned to HR

Returning from Leave

At least four weeks prior to the expected return date an employee should provide written notice of that date to their Manager or Supervisor. The manager will notify HR of the expected return to work date and the employee will be returned back to regular status effective that date.

Back at Work

Once you have returned to work you should review your status through the myUofC portal ensuring that your benefits and pension have been reinstated.