Under Article 55 of the collective agreement, three additional days’ leave of absence with pay per calendar year will be granted to all regular employees represented by BCGEU at UBC Okanagan.

These days may be used during the three working days during the seasonal closure (between Boxing and New Year’s). These days may alternatively be used by employees at other times during the year subject to reasonable timing of notice and operational requirements. All days must be used within the year and may not be carried over to the following year.

Should employees be required to work during the seasonal closure, they will be paid at their regular rate of pay and be granted the equivalent number of days (up to three days) off with pay at some other mutually agreeable time.

Article 30.09 of the collective agreement provides that employees who are normally scheduled to work on these days will be granted leave of absence with pay unless they're required to work for operational reasons. If required to work, they will be paid their regular wages and granted three paid leave of absence days at another mutually agreed upon time. Employees who are not normally scheduled to work on these days are not eligible for this paid leave.

Article 18.10 of the collective agreement has the same provisions as that of the CUPE 116 collective agreement.

It provides that employees who are normally scheduled to work on these days will be granted leave of absence with pay unless they're required to work for operational reasons. If required to work, they will be paid their regular wages and granted three paid leave of absence days at another mutually agreed upon time. Employees who are not normally scheduled to work on these days are not eligible for this paid leave.

Article 20.04 of the Collective Agreement has the same provisions as that of the IUOE 115 Collective Agreement, and also applies to shift employees.

It provides that employees who are normally scheduled to work on these days will be granted leave of absence with pay unless they're required to work for operational reasons. If required to work, they will be paid their regular wages and granted three paid leave of absence days at another mutually agreed upon time. Employees who are not normally scheduled to work on these days are not eligible for this paid leave.

The agreement with AAPS, representing Management and Professional staff, takes a different approach to this period. Article 10.04 of the AAPS Agreement recognizes that staff members are called upon to work significant additional hours of work. The Article provides guidance to supervisors and staff members on different means of compensation or other offsetting benefits.

Several examples are provided, including the option of granting paid leave for these three working days. Article 12.9 specifically deals with paid “Paid Leave (Winter)” and states:

“…in order to offset significant amounts of hours of work over and above the usual job requirements, employees who are normally scheduled to work may be granted three (3) days leave of absence with pay to be taken between December 26^th and January 1^st unless they are required to work for operational reasons.”

Unlike the CUPE 2950 and 116 agreements, there is not an entitlement to paid leave, nor is there provision for carryover. However, "Christmas Leave" is a means within operational requirements to compensate Management and Professional staff for their significant additional hours of work over and above the usual job requirements. It may also be provided as a form of recognition for other contributions of these staff members.

The terms and conditions for this group quite closely resemble those of CUPE 116. Please refer to the Employee Handbook for Technicians and Research Assistants under "General/Statutory Holidays" section. In order to recognize staff consistently, UBC's human resources department recommends that employees who are normally scheduled to work be granted paid leave over the seasonal closure, unless they're required to work for operational reasons.

Employees who are required to work should be paid at straight time and granted three paid leave of absence days to be taken at some other mutually agreeable time. If part-time employees are regularly scheduled to work, they are also entitled to this benefit. If part-time or hourly staff are not regularly scheduled to work between Christmas and New Year’s, they are not entitled to this time off with pay.

The terms and conditions of this group closely resemble those of CUPE 2950. Please refer to the Employee Handbook for Executive Administrative Staff under "Christmas Paid Leave" section. Human Resources therefore recommends that they be granted paid leave over the seasonal closure, subject to operational requirements.

The terms and conditions of employment of this group are similar to those of Management and Professional staff represented by AAPS. These employees are not represented by AAPS, however.

We recommend that, based on operational requirements, supervisors of excluded Management and Professional Staff should consider paid leave over the seasonal closure as one form of recognition for the contributions of these staff members, including their significant additional hours of work.

Employees in this group usually have their terms and conditions of employment benchmarked against those provided to management and professional staff. They're not covered by the AAPS agreement, however, and the terms of their employment relationship have been the subject matter of negotiation between individual employees and their supervisors.

UBC's human resources department recommends that the general guideline of using paid leave over the seasonal closure as one form of recognition for the contributions of these staff members, including their significant additional hours of work.

Over the years, a number of legal tests have emerged to try and simplify the determination. Regrettably, as the modern employment relationship has evolved, legal tests have followed suit and in fact grown more complex.

Making a determination requires careful consideration of a wide variety of factors, and each situation will invariably require its own independent assessment.

Employers are legally obligated to deduct, contribute, and remit payroll deductions on behalf of their employees. Such deductions include income taxes, pension contributions, and insurance premiums.

No such obligation exists for independent contractors because they are, by definition, employers themselves. Failure to properly identify an employee as an employee may obligate the employer to pay outstanding payroll deductions in addition to significant penalties, interest, and legal fees.

An injured worker believed to be a contractor but deemed an employee by WorksafeBC will at minimum result in retroactive payment of unpaid premiums, interest and fines. Additional exposure may include increased future premiums, legal costs, and impacts upon reputation.

A judicial or arbitral finding that a terminated contractor was, at law, an employee could result in the adverse conclusion that legislative standards were violated giving rise to claims for:

• unpaid overtime
• maternity/parental leave
• severance
• special/general damages
• legal fees and fines.

Furthermore, such judgments are invariably public, affecting not only the reputation of the employer, but possibly triggering domino claims by employees retained under similar terms.

Given the above, it's critically important that administrators understand how the law distinguishes between the two. When in doubt, it is strongly advised that HR Advisors are called upon to assist.

It's a common misconception that contractual language is determinative in itself. It's not, although a well-crafted contract can certainly reduce ambiguity as to the parties’ intent.

Other criteria that are not solely determinative include the following:

1. Worker has an official GST/HST number and charges tax
2. Business does not deduct for income tax, EI or CPP
3. Worker sets own hours and is not actively supervised
4. Worker works for several businesses
5. Worker submits an invoice for labour provided
6. Worker drives their own vehicle and provides own tools
7. Worker is paid by commission.

Human Resources and Financial Operations have collaborated to provide administrators with a fast track assessment tool designed to provide greater assistance in making determinations.

The tool comprises four questions that will determine whether an individual is a contractor or whether further assessment is required. Simply follow the instructions and remember that while every effort has been made to assure confidence in such an assessment, this tool can't provide certainty.

Complete the HR Fast Track Assessment form (CWL required).  Once it's completed and signed, keep it on file for your records.

A thorough assessment of a worker-payer relationship comprises elements from each of the following common law tests:

1. Control – Most frequently used, this test assesses the ability, authority, or right of the payer to control the actions of the worker, including the amount, nature, location, and management of the work to be done including the right of the worker to delegate work.
2. Economic reality – This test explores the economic practices of the worker, including whether they bear the ultimate responsibility for any profit or loss of the contract. An individual who faces financial risk, bears all responsibility for profit or loss, and accounts for all costs incurred in the pursuit of profit, is likely to be determined a contractor. The absence of these factors likely reflects an employment relationship.
3. Fourfold – This test incorporates elements of the control and economic reality tests above. The presence of the following factors indicates an employee/employer relationship: (a) control; (b) ownership of the tools; (c) chance of profit; and (d) risk of loss. Control in itself is not always indicative.
4. Organization/integration – This test considers an individual’s role within an organization and presupposes that integral services more accurately reflect an employee relationship. However, if the services are ancillary or separate altogether, then the individual may be better viewed as a contractor. Note however that the ever increasing complexity and inter-dependency between businesses renders this test increasingly archaic.

The CRA provides the following elements as a (non-exhaustive guide) to determining whether the responses better reflect a contract of service (employee) or a contract for service (contractor):

1. The level of control the university has over the worker’s activities
2. Whether or not the worker provides the tools and equipment
3. Whether the worker is free to sub-contract the work or hire assistants
4. The degree of financial risk taken by the worker
5. The degree of responsibility for investment and management held by the worker
6. The worker’s opportunity for profit
7. Any other relevant factors, including written contracts.

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 sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

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. It is suggested that you do this at least eight weeks before the start date of your leave.

• For Postdoctoral Fellows (Employees), apply for a leave of absence from your department by completing the Maternity/Parental/Adoption Leave Application form.
• For Faculty, Librarians and Sessional Lecturers, apply for a leave of absence from your department by completing the Maternity/Parental/Adoption Leave Application form. Return your form to your department administrator at least four weeks before your leave.
• Academic Executives do not need to fill out a form, please submit your maternity leave via Workday (details can be found on the Workday Knowledge Base : Request a Leave of Absence). 

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 Faculty 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 leave?

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

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 sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

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. It is suggested that you do this at least eight weeks before the start date of your leave.

• For Postdoctoral Fellows (Employees), apply for a leave of absence from your department by completing the Maternity/Parental/Adoption Leave Application form.
• For Faculty, Librarians and Sessional Lecturers, apply for a leave of absence from your department by completing the Maternity/Parental/Adoption Leave Application form. Return your form to your department administrator at least four weeks before your leave.
• Academic Executives do not need to fill out a form, please submit your parental leave via Workday (details can be found on the Workday Knowledge Base : Request a Leave of Absence). 

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 Faculty 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.

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 as specified below:

• During parental 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 sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

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. It is suggested that you do this at least eight weeks before the start date of your leave.

• For Postdoctoral Fellows (Employees), apply for a leave of absence from your department by completing the Maternity/Parental/Adoption Leave Application form.
• For Faculty, Librarians and Sessional Lecturers, apply for a leave of absence from your department by completing the Maternity/Parental/Adoption Leave Application form. Return your form to your department administrator at least four weeks before your leave.
• Academic Executives do not need to fill out a form, please submit your adoption leave via Workday (details can be found on the Workday Knowledge Base : Request a Leave of Absence). 

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 Faculty 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.

What is the Supplemental Employment Benefits program?

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

For example, if you have monthly gross earnings of $8,000 ($2,000/week), your EI maternity/parental benefit will pay you 55% of those earnings, up to a maximum of $729 a week (EI maximum for 2026). You will receive the EI maximum amount ($729/week) and SEB will top this up by $1,171/week so that your combined EI and SEB benefit payment will total $1,900/week (95% of your weekly salary) during the specified number of weeks you are eligible for top-up. (This is an illustrative example only.)

The SEB top-up calculation and amount remains the same even if you choose the extended parental option.

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. Sessional Lecturers are eligible for SEB top-up during the weeks normally worked and top-up is calculated based on current salary at the time of leave.

Am I eligible for the SEB?

You may be eligible for SEB if you 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, and
• have your EI benefits claim approved by Employment and Social Development Canada.

How do I apply for Supplemental Employment Benefits?

You will need to provide a copy of your “My Latest Claim” from your myService Canada account after you receive your first EI payment. To submit your “My Latest Claim” please submit a Workday support request through the UBC Self-Service Portal. Payroll will use this information to calculate your SEB top-up.

Service Canada often takes four weeks to process claims. Given that you must show your first EI stub to receive your benefit, be sure to budget for this time delay.

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.

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.

If you meet EI’s eligibility rules for benefits, you will receive EI maternity and parental benefits up to the number of weeks specified below. The payment is generally around 55% of your pre-leave earnings for the standard parental leave or around 33% of your pre-leave earnings for the extended parental leave up to a specific maximum amount. To be eligible for EI benefits, pregnant employees must have 600 insurable hours in the 12-month period before the start of the leave.

After serving a one-week waiting period that is unpaid, pregnant employees may be eligible for up to 78 weeks of Employment Insurance (EI) benefits from Service Canada during their maternity and parental leave (15 weeks of EI maternity plus 35 weeks of EI standard parental benefits or 61 weeks of EI extended parental benefits).

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.

The 78-week maximum assumes that the pregnant employee applies for the full 61 weeks of EI parental benefits. The 61 weeks of EI parental benefits may also be shared with the other birth parent (see EI benefits for birth parents below).

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 sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

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. 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 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 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.

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.

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.

If you meet EI’s eligibility rules for benefits, you will receive EI parental benefits up to the number of weeks specified below. The payment is generally around 55% of your pre-leave earnings for EI standard parental leave or around 33% of your pre-leave earnings for EI extended parental leave up to a specific maximum amount. To be eligible for EI benefits, birth parents must have 600 insurable hours in the 12-month period before the start of the leave.

EI benefits are payable for a maximum of 61 weeks between both birth parents, if these benefits are shared. If unshared, either one of the birth parents can receive the full 61 weeks.

The one-week waiting period for EI benefits is not required to be served if it was previously satisfied by the pregnant employee during her maternity leave.

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 sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

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. 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 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 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.

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. You must complete your parental leave within the first 78 weeks of your child arriving in your home.

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.

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.

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

If you meet EI’s eligibility rules for benefits, you will receive EI parental benefits up to the number of weeks specified below. The payment is generally around 55% of your pre-leave earnings for EI standard parental benefits or 33% of your pre-leave earnings for EI extended parental benefits up to a specific maximum amount. 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.

After serving a one-week waiting period that is unpaid, EI benefits are payable for a maximum of 61 weeks between adopting parents. 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 EI benefits are shared between adopting parents, only one waiting period needs to be served.

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 sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

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. 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 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 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/or parental benefit and 75% 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 $729 a week (EI maximum for 2026). You will receive $550/week of EI benefit payments and SEB will top this up by $200/week so that your combined EI and SEB benefit payment will total $750/week (75% 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 are a member of a Staff employee group and 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.

Am I eligible for the SEB?

You are eligible for SEB if you 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 depending on your employee group. (This does not apply to Academic Executives, Faculty, or Postdoctoral fellow employees.)

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.

• 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.

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 sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

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. It is suggested that you 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 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.

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 sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

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. It is suggested that you 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?

No, you are eligible for EI parental benefits only.

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.

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 as specified below:

• during parental 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 sharing parental benefits. With the sharing benefit, you can take up to:

• 40 weeks of parental benefits when choosing the standard option, or
• 69 weeks of parental benefits when choosing the extended option.

One parent cannot receive more than 35 weeks of standard or 61 weeks of extended parental benefits.

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. It is suggested that you 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 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?

No, you are eligible for EI parental benefits only.

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 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 $729 a week (EI maximum for 2026). You will receive $550/week of EI benefits and SEB will top this up by $400/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 a pregnant employee taking maternity 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 depending on your employee group.

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 upon your return to work right away or after six months. (See the table above to see if your employee group is eligible for this.) If you are eligible, contact your Payroll Representative in Financial Operations to apply for the additional 5% SEB top-up.

• 2008 HR Memo on the CUPE 116 Attendance Management Program (pdf)
• For Managers: CUPE 116 Attendance Management Guidelines (pdf)
• Letter to CUPE 116 employees regarding the Attendance Management Program (pdf)

• CUPE 2950 Attendance Management Guidelines (pdf)
• Informal Attendance Conversation (CUPE 2950) (pdf)
• Formal Meeting Checklist (CUPE 2950) (pdf)
• Attendance Management FAQs (CUPE 2950) (pdf)

• Revised Sept 2014 Attendance Management IUOE Guidelines (pdf)
• Frequently Asked Questions January 2016 (pdf)
• Letter to All IUOE Employees Jan 2016 (pdf)

Attendance Management Guidelines (M&P and non-union)

Share information with your staff about your standards for attendance and expectations about the employee’s responsibility regarding attendance and absenteeism.

Employees are responsible for making sure they:

• Call their supervisor to report absences
• Attend to personal business outside of business hours
• Schedule medical and dental appointments outside of work hours, if possible

Increase your staff’s awareness of the importance of being at work regularly and consistently, and how their attendance relates to their contribution to the success of your team.

Acknowledge good attendance and coach employees who are having difficulty with attendance to find solutions.

One way to decrease the use of sick time and encourage attendance at work is to promote health, wellness and safety in the workplace. In some cases, absenteeism may be a symptom of something else going on in an employee’s life.

UBC has supports in place to promote wellness, both for individuals and organizations:

• UBC benefits and wellbeing programs, including workplace safety and injury prevention, health promotion, and a graduated return to work program
• The Employee and Family Assistance Program (EFAP), for a confidential counselling service for employees and their families

If you need support with attendance management, contact your HR Advisor.

Keep accurate records of your staff’s attendance. With good records, you will be able to see if there is excessive use of sick time, and be able to spot any patterns of absenteeism.

UBC makes it a priority to manage absenteeism.

On an annual basis, UBC's human resources team compiles data on sick leave usage from Workday and uses it for the following purposes:

• The “Managing Health Promotion and Absenteeism at UBC report presented to the Executive and the Board of Governors, providing a snapshot of the health of our staff and faculty and including statistics on the usage of sick leave (staff only), Income Replacement Plan, Employee and Family Assistance Program, and the Return to Work Program as well as Prevention, Health and Wellbeing Programs.
• Benchmarking of sick leave data and assessing the effectiveness of programs in managing absenteeism.
• A tool for deans, directors, department heads and administrators to benchmark sick leave in their department or faculty against the rest of the university.

Absences, including sick leave, should be entered in Workday.

For Workday resources and help visit the Integrated Service Centre

If you become aware of problematic behaviour, it's recommended that you deal with it early. Please consult with your department administrator or a human resources advisor before taking any corrective action.

If attendance becomes an issue, we again recommend that you address it early. A good practice is to speak to the student employee about frequent absences as you would with any staff employee.

With any unionized student appointments, you need to consult your HR Advisor prior to addressing attendance issue.

Most often, appointments conclude when the term appointment comes to an end. If a student resigns prior to the end of their appointment, please ensure you obtain a written resignation.  

 Should the department need to end an appointment prior to the specified term, student employees require notice in accordance with the BC Employment Standards Act in most instances. If you need to end a student’s appointment prior to the specified term end date for any reason, please contact your HR Advisor for assistance. A termination or end job business process will need to be completed in Workday if you end a student appointment earlier than the expected term end date. 

For students in unionized positions, contact your HR Advisor.

Students in research positions that are a direct benefit to their studies (GRAs) do not pay into the Canada Pension Plan or Employment Insurance regime and will receive T4As. These students can't apply for Employment Insurance.

Students who are in non-research positions or research positions that aren't a direct benefit to their studies (for example GAAs doing research in a field outside of their studies that are beneficial for a PI but not themselves) pay into Canada Pension Plan and Employment Insurance and will receive T4s. These students may apply for EI.

T4s/T4As are available through Workday. For Workday resources and help visit the Integrated Service Centre. 

Visiting Faculty appointments are provided to academics visiting a UBC campus. These appointments are made only when appointees hold continuing appointments or have emeritus status at other universities or institutions to which they expect to return.  All paid visiting faculty must have an appointment. For those that are unpaid we normally recommend an appointment if the visit to campus is one month or more.

These positions are normally held for a maximum of 2 years. For more information, please review Policy AP4 – Faculty Term Appointments

Visiting Faculty who are foreign nationals will require a work permit, unless they are eligible for entry under the 120-Day Researcher category.  Please refer to the IRCC Offer of Employment - completion guide for Postdoc & Visitor appointments on the Recruiting foreign academics page.

Please refer to the appointment checklist for visitors for the list of documents that must be submitted to Faculty Relations.

These appointees are not eligible for pension and benefits. Visitors are encouraged to make private arrangements for benefit plans and insurance coverage.

Individuals who are visiting students fall under the Visiting International Research Student (VIRS) category handled by UBC Student Services (UBC Vancouver) or the Global Engagement Office (UBC Okanagan).

An individual who holds a non-academic appointment at another institution may be able to hold a visiting scientist appointment at UBC. The appointment may be up to two years and the expectation is that the individual will be returning to their position at the home institution.  These positions can be paid or unpaid. 

Units wishing to offer a visiting position to a foreign national who does not hold an academic position at another university must contact either Immigration.help@ubc.ca (UBC Vancouver) or Trisha.Kasawski@ubc.ca (UBC Okanagan) prior to making an offer in order to determine eligibility for entry into Canada. 

Please refer to the appointment checklist for visitors for the list of documents that must be submitted to Faculty Relations.

These appointees are not eligible for pension and benefits. Visitors are encouraged to make private arrangements for benefit plans and insurance coverage.