Maternity, parental and adoption leave for administrative executives and management & professional

How many weeks of leave am I eligible for as a pregnant employee?

Under the BC Employment Standards Act, pregnant employees are eligible for maximum of 78 weeks of unpaid leave. This includes:

• 17 weeks for a maternity leave and
• 35 weeks for a standard parental leave or 61 weeks for an extended parental leave.

All UBC employees qualify for an additional six consecutive weeks of unpaid maternity leave if you are unable to return to work after the end of the consolidated unpaid leave period for reasons related to the birth or the termination of the pregnancy, as certified by a medical practitioner.

An additional five consecutive weeks of unpaid parental leave will be granted if your child is certified by a medical practitioner to be suffering from a physical, psychological or emotional condition requiring an additional period of parental care.

If you wish to take additional leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any approved additional leave will be considered a general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

What EI benefits am I eligible for during a maternity and parental leave?

Pregnant employees may be eligible for Employment Insurance (EI) benefits from Service Canada during their unpaid maternity and parental leave. To be eligible for EI benefits, pregnant employees must have 600 insurable hours in the 12-month period before the start of the leave.

If you meet EI’s eligibility rules for benefits, you will receive EI maternity and parental benefits as specified below:

• during maternity leave, the EI maternity payment is 55% of your pre-leave earnings up to a specific maximum amount for 15 weeks after a one week unpaid waiting period is served;
• during parental leave, birth parents have a choice of standard EI parental benefits (55% of your pre-leave earnings up to a specific maximum amount for 35 weeks) OR extended EI parental benefits (33% of your pre-leave earnings up to a specific maximum amount for 61 weeks) after a one week waiting period is served (this is not required if the pregnant employee has already served the waiting period). Two parents may share the EI parental benefits and both parents are required to choose the same option, either standard or extended. You cannot change between options once parental benefits have been paid.
• If you select the extended EI parental benefits option, you will need to request additional leave if you will take more than the 61 weeks that is available to you under the BC Employment Standards Act. Any approved additional leave will be considered general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

Your EI maternity benefits can start as early as 13 weeks before the expected date of birth, and can end as late as 17 weeks after the actual date of birth.

Your EI parental benefits can start as early as the child’s date of birth, and can end no later than 52 weeks after the week the child is born if you choose the standard option or 78 weeks if you choose the extended option.

If you have a child born or placed with you for the purpose of adoption and share EI parental benefits with another parent, you may be eligible for the Parental Sharing Benefit. With the sharing benefit, you can take up to:

• 5 additional weeks of parental benefits when choosing the standard option, or
• 8 additional weeks of parental benefits when choosing the extended option.

How and when do I apply for a maternity and parental leave and EI benefits?

You should apply for a leave of absence from your department in writing, notifying them of the dates you expect to leave and return to work. For Administrative Executives and Management & Professional, you should do this at least eight weeks before the start date of your leave. 

Your department will then update your appointment status in Workday to notify Payroll that you are going on leave.

To coincide with EI payment weeks and avoid any possible loss of EI benefits begin your leave on a Sunday and end it on a Saturday (return from the leave on a Sunday).

You should apply for EI maternity and parental benefits from Service Canada as soon as possible after you stop working. If you delay applying for benefits later than four weeks after your last day of work, you risk losing these benefits.

A Record of Employment (ROE) is required for your EI application. Your Payroll Representative will automatically send your ROE electronically to Service Canada after your last paycheque. You do not need to request a ROE from UBC.

If you would like to speak with someone at UBC regarding your Record of Employment:

• UBC Vancouver Staff Payroll Representatives
• UBC Okanagan Staff and Faculty Payroll Representatives

Am I eligible for Supplemental Employment Benefits during my maternity and parental leave?

Yes. This program tops up your EI maternity and parental benefit payment to more closely match your regular earnings. See the section below on Supplemental Employment Benefit for more information and how to apply.

Will I still receive my benefits when I’m on maternity and parental leave?

See the section Benefits Coverage while on a Leave for more information.

Will I accrue vacation while on maternity and parental leave?

See the Vacation page for more information.

Will I accrue sick days while on maternity and parental leave?

See the Paid Sick Leave page for more information.

You are eligible for two days paid leave for the birth of your child as the non-birth parent.

How many weeks of leave am I eligible for as a birth parent?

Under the BC Employment Standards Act, birth parents are eligible for up to 62 weeks of unpaid parental leave.

An additional five consecutive weeks of unpaid parental leave will be granted if your child is certified by a medical practitioner to be suffering from a physical, psychological or emotional condition requiring an additional period of parental care.

If you wish to take additional leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any approved additional leave will be considered a general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

What EI benefits am I eligible for during a parental leave?

Birth parents may be eligible for Employment Insurance (EI) benefits from Service Canada during their unpaid parental leave. To be eligible for EI benefits, birth parents must have 600 insurable hours in the 12-month period before the start of the leave.

If you meet EI’s eligibility rules for benefits, you will receive EI parental benefits as specified below:

• during parental leave, birth parents have a choice of standard EI parental benefits (55% of your pre-leave earnings up to a specific maximum amount for 35 weeks) OR extended EI parental benefits (33% of your pre-leave earnings up to a specific maximum amount for 61 weeks) after a one week waiting period is served (this is not required if the pregnant employee has already served the waiting period). Two parents may share the EI parental benefits and both parents are required to choose the same option, either standard or extended. You cannot change between options once parental benefits have been paid.
• If you select the extended EI parental benefits option, you will need to request additional leave if you will take more than the 62 weeks that is available to you under the BC Employment Standards Act. Any approved additional leave will be considered general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

Your EI parental benefits can start as early as the child’s date of birth, and can end no later than 52 weeks after the week the child is born if you choose the standard option or 78 weeks if you choose the extended option.

If you have a child born or placed with you for the purpose of adoption and share EI parental benefits with another parent, you may be eligible for the Parental Sharing Benefit. With the sharing benefit, you can take up to:

• 5 additional weeks of parental benefits when choosing the standard option, or
• 8 additional weeks of parental benefits when choosing the extended option.

How and when do I apply for a parental leave and EI benefits?

You should apply for a leave of absence from your department in writing, notifying them of the dates you expect to leave and return to work. For Administrative Executives and Management & Professional, you should do this at least four weeks before the start date of your leave. 

Your department will then update your appointment status in Workday to notify Payroll that you are going on leave.

To coincide with EI weeks and avoid any possible loss of EI benefits begin your leave on a Sunday and end it on a Saturday (return from the leave on a Sunday).

You should apply for EI parental benefits from Service Canada as soon as possible after you stop working. If you delay applying for benefits later than four weeks after your last day of work, you risk losing these benefits.

A Record of Employment (ROE) is required for your EI application. Your Payroll Representative will automatically send your ROE electronically to Service Canada after your last paycheque. You do not need to request a ROE from UBC.

If you would like to speak with someone at UBC regarding your Record of Employment:

• UBC Vancouver Staff Payroll Representatives
• UBC Okanagan Staff and Faculty Payroll Representatives

Am I eligible for Supplemental Employment Benefits during my parental leave?

Yes. This program tops up your EI parental benefit payment to more closely match your regular earnings. See the section below on Supplemental Employment Benefit for more information and how to apply.

Will I still receive my benefits when I’m on parental leave?

See the section Benefits Coverage while on a Leave for more information.

Will I accrue vacation while on parental leave?

See the Vacation page for more information.

Will I accrue sick days while on parental leave?

See the Paid Sick Leave page for more information.

Am I eligible for a pre-placement adoption leave?

You are eligible for a paid pre-placement adoption leave of up to 20 days for each adoption.

You will still have access to your UBC benefits while you are on a pre-placement adoption leave.

What can the leave be used for?

This leave may be taken intermittently and if applicable, taken before any unpaid adoption leave to:

• take a pre-requisite adoption course,
• complete adoption suitability evaluations, including pre-placement visits with the prospective adoptive child, or
• complete the legal process in the child’s or children’s country, including travel, for an international adoption while employee is in the country.

Your ability to access a pre-placement adoption leave will end with the placement of the adoptive child. This leave cannot be used in the event of a direct placement of a child.

How do I apply for a pre-placement adoption leave?

You must notify your supervisor, in writing, of your intent to apply for this leave. You should indicate the date you expect to go on leave and the date you expect to return to work. This leave can be taken intermittently. You or your department can then submit the leave request through Workday. 

Login to Workday

For Workday resources and help visit the Integrated Service Centre.

What happens after I have adopted my child?

Once you are caring for your newly adopted child, you can apply for an unpaid adoption leave and Employment Insurance benefits.

How many weeks of leave am I eligible for as an adopting parent?

Under the BC Employment Standards Act, adopting parents are eligible for maximum of 62 weeks of unpaid adoption leave.

An additional five consecutive weeks of unpaid leave will be granted if your child is certified by a medical practitioner to be suffering from a physical, psychological or emotional condition requiring an additional period of parental care.

If you wish to take additional leave beyond what is stipulated under the BC Employment Standards Act, you must request this in writing from your supervisor and any approved additional leave will be considered a general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

What EI benefits am I eligible for during an adoption leave?

As an adopting parent, you may also be eligible for Employment Insurance (EI) parental benefits from Service Canada during your unpaid adoption leave. To be eligible for EI benefits, adopting parent (s) must have 600 insurable hours in the 12-month period before the start of the leave.

If you meet EI’s eligibility rules for benefits, you will receive EI parental benefits up to the number of weeks specified below:

• during adoption leave, adopting parents have a choice of standard EI parental benefits (55% of your pre-leave earnings up to a specific maximum amount for 35 weeks) OR extended EI parental benefits (33% of your pre-leave earnings up to a specific maximum amount for 61 weeks) after a one week waiting period is served (only one parent is required to serve the waiting period). Two parents may share the EI parental benefits and both parents are required to choose the same option, either standard or extended. You cannot change between options once parental benefits have been paid.
• If you select the extended EI parental benefits option, you will need to request additional leave if you will take more than the 62 weeks that is available to you under the BC Employment Standards Act. Any approved additional leave will be considered general unpaid leave and you will be responsible for paying the full cost of the benefits and pension you choose to maintain.

Your EI parental benefits must be completed within the first 52 weeks of your child arriving in your home if you choose the standard option or 78 weeks if you choose the extended option.

If you have a child born or placed with you for the purpose of adoption and share EI parental benefits with another parent, you may be eligible for the Parental Sharing Benefit. With the sharing benefit, you can take up to:

• 5 additional weeks of parental benefits when choosing the standard option, or
• 8 additional weeks of parental benefits when choosing the extended option.

How and when do I apply for an adoption leave and EI benefits?

You should apply for a leave of absence from your department in writing, notifying them of the dates you expect to leave and return to work. For Administrative Executives and Management & Professional, you should do this at least four weeks before the start date of your leave. 

Your department will then update your appointment status in Workday to notify Payroll that you are going on leave.

To coincide with EI weeks and avoid any possible loss of EI benefits begin your leave on a Sunday and end it on a Saturday (return from the leave on a Sunday).

You should apply for EI parental benefits from Service Canada as soon as possible after you stop working. If you delay applying for benefits later than four weeks after your last day of work, you risk losing these benefits.

A Record of Employment (ROE) is required for your EI application. Your Payroll Representative will automatically send your ROE electronically to Service Canada after your last paycheque. You do not need to request a ROE from UBC.

If you would like to speak with someone at UBC regarding your Record of Employment:

• UBC Vancouver Staff Payroll Representatives
• UBC Okanagan Staff and Faculty Payroll Representatives

Am I eligible for Supplemental Employment Benefits during my adoption leave?

Yes. This program tops up your EI parental benefit payment to more closely match your regular earnings. See the section below on Supplemental Employment Benefit for more information and how to apply.

Will I still receive my benefits when I’m on adoption leave?

See the section Benefits Coverage while on a Leave for more information.

Will I accrue vacation while on adoption leave?

See the Vacation page for more information.

Will I accrue sick days while on adoption leave?

See the Paid Sick Leave page for more information.

What is the Supplemental Employment Benefits program?

The Supplemental Employment Benefits (SEB) Program pays the difference between the Employment Insurance (EI) maternity and parental benefit and 95% of your salary for a specified period of time.

For example, if you have monthly gross earnings of $4,000 ($1,000/week), your EI maternity/parental benefit will pay you 55% of those earnings, up to a maximum of $668 a week (EI maximum for 2024). You will receive $668/week of EI benefits and SEB will top this up by $282/week so that your combined EI and SEB benefit payment will total $950/week (95% of your weekly salary) during the specified number of weeks you are eligible for top-up. (This is an illustrative example only.)

Service Canada will calculate your EI maternity/parental benefit based on your average weekly earnings over the 12 month period from the start date of your leave.  UBC will calculate your SEB top-up based on your current salary at the time of your leave.

If you do not return to work after your leave for at least six months, you will be required to reimburse UBC the total value of the SEB payments you received while on leave.

After six months of return to work, you will receive the additional 5% of salary for the specified length of time top-up is payable.

Am I eligible for the SEB?

You may be eligible for SEB if you are a pregnant employee taking maternity/parental leave, a birth parent taking a parental leave or an adopting parent taking parental leave.

You must also:

• be currently actively employed by UBC,
• have your EI benefits claim approved by Employment and Social Development Canada, and
• be returning to work for at least six months following your leave. If you do not return to work for at least six months, you may be required to pay UBC back any top-up benefits you received.

How do I apply for Supplemental Employment Benefits?

Submit a ticket to your Payroll Representative in Financial Operations – Payroll and attach the Letter of Agreement for the SEB Program. If you are in a union, a union shop steward must sign the letter as a witness. Payroll will sign the UBC Representative section of the form. If you are non-union, a Financial Services Payroll Manager must sign the letter as a witness.

• UBC Vancouver Payroll Representatives
• UBC Okanagan Payroll Representatives

By signing the Letter of Agreement, you agree to remain at work for a minimum of six months following your leave. If you do not remain at work for six months, you are required to repay UBC the full amount of the SEB benefits you received. If you return to a part-time position after your leave, you may have to repay some or all of your SEB benefits. If you are not sure whether you will remain at work for six months following your leave, you can apply for the SEB Program retroactively after you return to work for six months. This allows you to avoid a situation where you have to repay a benefit to UBC.

After you have signed the Agreement, provide your Payroll Representative in Financial Operations with a copy of your “My Latest Claim” from your myService Canada account after you receive your first EI payment.  Payroll will use this information to calculate your SEB top-up.

The Agreement will also outline if you are eligible for the additional 5% SEB top-up after you return to work for 6 months. If you are eligible, contact your Payroll Representative in Financial Operations to apply for the additional 5% SEB top-up.