Salary ranges for Postdoctoral Fellows will vary depending on the availability of funding and may be governed by the regulations of granting agencies.

Where no specific salary is mandated, the Postdoctoral Fellow’s compensation is based on their relevant experience and responsibilities, with the final salary established by the supervising faculty member following consultation with the Postdoctoral Fellow.

At the discretion of the supervising faculty member, total compensation may exceed the regulated maximum of a single granting agency, provided that other sources of funding are available and the granting agency allows additional compensation. Given the short-term nature of the appointment, salaries are not normally reviewed mid-term.

Postdoctoral Fellows who receive salaries through UBC Payroll from UBC funding sources are employees of the University and receive statutory benefits such as Canada Pension Plan, Employment Insurance and Worker’s Compensation coverage.

While at UBC, any earnings received are considered Canadian income, unless otherwise indicated by Canada Revenue Agency (CRA) in writing prior to arrival.

Please note that by law deductions are taken from the salary for Canada Income Tax, Canada Pension Plan (CPP) and Employment Insurance (EI). A T4 slip will be issued by Payroll, which will be used to file your taxes. Please ensure that your forwarding address is up to date in the event you leave UBC prior to this time. Contact a financial advisor or the Canada Revenue Agency for tax and financial information.

If there are any questions about paying income tax in Canada, please refer to CRA’s information for non-residents or contact the International Tax Services Office:

• Calls from Canada and the US: 1.800.267.5177
• Calls from outside Canada and the US: 1.613.952.3741
• Fax number: 1.613.941.2505

***Collect calls are accepted***

Check the CRA website for a self-directed online course on Learning About Taxes. According to the site, this online course has been developed to help explain the fundamentals of the Canadian tax system and how to file a tax return.

By the nature of the work performed by Postdoctoral Fellows, it is possible that there will not be a strictly defined work schedule that will apply at all times. For jobs with special requirements where scheduling flexibility is a fundamental aspect of the work, it is essential that the Postdoctoral Fellow and the supervising faculty member will meet at the outset of the appointment to discuss and agree on issues and expectations around the scheduling of work, including how overtime requirements will be handled.

However, it is the University’s expectation that full-time work as a Postdoctoral Fellow will conform generally to the following guidelines and standards:

• Typical work week – The typical work week for all Postdoctoral Fellows in all departments, except as noted below, is forty (40) hours per week.
• Overtime – All overtime work performed for which overtime payments will be requested must be approved by the supervising faculty member in writing in advance of the overtime work and compensated accordingly. With mutual agreement between the Postdoctoral Fellow and the supervising faculty member, equivalent time off may be taken. The Postdoctoral Fellow must use accrued paid days off within the calendar year or project year in which they are accrued unless there is prior written approval of the supervising faculty member or the Department Head.
• Supervising faculty members have the right to direct days and hours of work for Postdoctoral Fellows as employees.

Postdoctoral Fellows who are employees are eligible for health benefits if they meet the eligibility requirements. Please refer to the benefits section on the main postdoctoral fellows page for detailed information on eligibility requirements. Detailed information regarding benefits and leaves is found in the benefits section of the employee website.

Vacation entitlement is governed by BC’s Employment Standards Act, and is at least 2 weeks per year with salary and benefits. Additional vacation time may be granted at the discretion of the supervising faculty member.

Leaves are governed by BC’s Employment Standards Act. Postdoctoral Fellows as employees are eligible for the following types of leaves:

• short term sick leave;
• maternity, parental, and adoption leave;
• general leave (without salary);
• jury duty or court witness leave; or
• compassionate care leave.

To be appointed to a Postdoctoral Research Fellow position an individual must be within five years of being awarded the Ph.D. degree or 10 years of being awarded the MD or DDS degree. Exceptions will be considered where the research career has been interrupted by circumstances such as parental responsibilities or illness. If near completion of PhD please contact Faculty Relations.

Postdoctoral Fellows are researchers at UBC who are in training and work under the general supervision of a faculty member. Appointments as a Postdoctoral Fellow, according to Policy AP10 – Postdoctoral Fellows. 

The objective of such an appointment is to contribute to UBC’s research and teaching mission, and to strengthen one’s publication record and CV in order to build a reputation and enhance one’s chances of securing a more permanent faculty position in both teaching and research. The ranks are as follows:

• A Postdoctoral Fellow is a member of a research group or an individual researcher working under the general supervision of a faculty member and may assist with the supervision of graduate students.
• A Postdoctoral Teaching Fellow is an additional appointment for those Postdoctoral Research Fellows who are given formal teaching assignments. Postdoctoral Fellows can be involved in both undergraduate and graduate lecturing, laboratory instruction, tutorials, and supervision of undergraduate projects.

Please note that individuals who do not qualify for appointment as Postdoctoral Fellows may be considered for appointment as Research Associates.

PDF appointments are for a limited period of time. Subject to the requirements of an external funding organization, a PDF typically holds successive one‐year PDF appointments at the University, for up to three years. With the approval of the Dean, a person may hold PDF appointments at the University for up to five years.

Advertising is not required for Postdoctoral Fellows. However, if an advertisement is placed, please ensure that the UBC faculty advertising guidelines are followed. Please note there are no immigration restrictions regarding citizenship.

When recruiting Postdoctoral Fellows, faculty members should adhere to relevant legislation, such as the Human Rights Code of British Columbia and the Employments Standards Act. Information on human rights legislation is available from Faculty Relations. Faculty members will consider UBC’s employment equity goals when recruiting Postdoctoral Fellows.

Most often, a faculty member who has funding to support a Postdoctoral Fellow will conduct the selection process personally, or with other faculty members if there is joint funding for the position. Killam Fellowships and fellowships funded by external agencies are awarded by an adjudication process established by the external agency. In all cases, faculty members are encouraged to obtain letters of reference as well as following up with references either in person or by phone prior to offering an appointment.

Interested individuals can check the faculties/departments of interest to them to see if there are any Postdoctoral Fellow positions available. Please visit the Faculty Career Opportunities page and apply as indicated.

Interested individuals may also directly contact a faculty member with related research interests (even if there are no current postings in that area). Each department has a list of faculty members and their research topics. Postdoctoral applications can be made directly to a specific faculty member(s).

Every postdoctoral fellow must receive an appointment letter, which must be signed by Academic Head of Unit and the postdoctoral fellow accepting the terms of the appointment. Appointment letters set out in writing the terms of the appointment, as well as detailing expectations and commitments of both the Postdoctoral Fellow and the supervising faculty member.

A Postdoctoral Fellow will be associated with one or more faculty colleagues for the purpose of research collaboration. The supervising faculty member provides whatever resources are needed to support the collaborative research activities.

All Postdoctoral Fellows must hold a formal appointment at UBC. Postdoctoral Fellow appointments are made one year at a time, and are renewable up to three years. With the approval of the Dean, appointments may be renewable up to five years - check with your Dean’s Office regarding approval for an appointment beyond three years. Please note that an appointment should be made regardless of funding source. The following documentation is required for all appointments:

• Copy of the offer letter accepted by the Postdoctoral Fellow
• Current curriculum vitae
• Proof of legal entitlement to perform work for UBC
  • For citizens or permanent residents of Canada, providing the Social Insurance Number (SIN) in Workday is sufficient
  • For foreign nationals:
    • Copy of a valid work permit
    • Copy of Social Insurance Number application receipt (not required for appointments not paid by UBC)
  • For appointments of Canadians or Permanent Residents where the funding is being paid directly to the postdocs and a SIN is not provided, a copy of one of the following:
    • a Canadian passport;
    • birth certificate;
    • CRA tax receipt showing SIN; or
    • PR or citizenship card.

Please note that where an additional appointment is being made for a Postdoctoral Teaching Fellow, a copy of the offer letter signed by the Postdoctoral Teaching Fellow must be included when the appointment is processed. Refer to the Postdoctoral Teaching appointments section below for further information on teaching appointments.

A Postdoctoral Fellow's employee file resides with the department with copies of official documentation uploaded to Workday.

Postdoctoral Fellows receive earnings from either a supervisor’s grant or from a fellowship which may or may not be administered via UBC. In some cases earnings are paid from a combination of sources. Earnings from a supervisor’s grant are salary, and as such as subject to the BC Employment Standards Act (ESA), as well as the Canada Revenue Agency. Fellowship earnings are not subject to the same deductions as regular (General Salary Plan) deductions. Please refer to the information on Income Tax found on the Postdoctoral Fellows Employees page and on the Postdoctoral Fellow Award Recipients page.

Compensation needs to be recorded accurately in Workday and will be in one or a combination of the following earnings types:

• General Salary Plan:  Where the supervising faculty member’s grant is providing compensation.
• Faculty & Postdoc Fellowship: For fellowship funds that are paid via UBC and are specifically in the name of the postdoc.
• External Allowance:  For any funds that are paid directly to the postdoc from the funding source. External funds need to be recorded in Workday to ensure individuals are covered under UBC’s liability insurance and are covered under the Extraordinary Expense Fund (EEF). 

Compensation must be in Canadian dollars and as the monthly amount.  These are the defaults in Workday and should not be adjusted.

MITACS Awards

• Accelerate Grant: In the case of MITACS Accelerate awards they must be coded as General Salary Plan earnings. Although the award has both the name of the supervisor and the award recipient (referred to as Intern by MITACS), the award can be transferred by a supervisor to another postdoctoral fellow. This indicates that the award is granted to the supervisor rather than the Postdoc and therefore is to be handled as employee earnings.
• Elevate Award: Must be paid to Award Recipients as Fellowship earnings as the funding ceases upon the Postdoc's departure.

Postdoctoral Teaching Fellows 

• Earnings for Teaching Fellows is always General Salary Plan earnings.

There's no salary scale for Postdoctoral Fellows, however, as a guideline the salaries offered to our postdocs should be in line with the annual award amounts provided by the Tri-Agencies (CIHR, NSERC & SSHRC). If we are unable to offer a salary that is in line with Tri-Agency amounts we must at least provide a salary that meets the BC minimum wage.

All British Columbia (BC) residents are required to have basic medical coverage through the BC Medical Services Plan (MSP). Postdoctoral Fellows must apply for coverage directly from MSP upon arrival in B.C.

Please note that there is a three-calendar-month waiting period prior to enrolment with MSP. During the waiting period, we encourage Postdoctoral Fellows to have private coverage which can be purchased through David Cummings Insurance Services Ltd. (DCIS).

Foreign Postdoctoral Fellows holding work permits for one year or more are considered residents of B.C. by MSP. Postdoctoral Fellows with work permits for less than one year can also purchase private medical coverage through David Cummings Insurance Services Ltd. (DCIS).

i) Postdoctoral Fellows receiving earnings from UBC. Those who are in receipt of earnings paid by UBC (regular salary or fellowship) may be eligible for health benefits, which include Extended Health, Dental and the Employee and Family Assistance Program. The eligibility requirements for benefits are:

• an appointment of at least 1 year in length
• a minimum 50% appointment
• must meet the minimum salary requirements for that position

ii) Postdoctoral Fellows receiving earnings from outside of UBC. Postdoctoral Fellows who receive funding directly from an organization/agency other than UBC, may be eligible for benefits. Requirements for benefit eligibility are as above. Additionally the individual must have a valid Canadian Social Insurance Number.

Detailed information on benefits and Leaves can be found in the benefits section of the employee website.

The costs for benefits are primarily covered by the supervising faculty member. An Employer Benefit Cost Calculator is also available on the Payroll website for supervising faculty member to determine how much money to budget for salaries and benefits when applying for research grants (note that postdocs benefits fall under the Faculty umbrella). In the case of fellowship earnings, benefit expenses cannot be charged to the fellowship unless the award/grant agency specifically allows for benefit expenses to be changed to the fellowship – confirmation in writing is required. Where the fellowship does not allow benefit costs, the department administrator will need to set up a separate account for benefit charges. In the case of Non-University Funded (NUF) Postdoctoral Fellows, the department administrator will also need to set up a separate account for benefit charges. Prior to charging benefits to a research grant, units must ensure that benefit costs are an eligible expense under the grant.

Postdoctoral fellows who are ineligible for extended health benefits are encouraged to make private arrangements for benefit plans and insurance coverage.

Information regarding enrolling in benefits is found on the employee benefits site. 

The supervising faculty member is one of the most important links between the Postdoctoral Fellow and the University. The University expects that the supervising faculty member/postdoctoral fellow relationship will be one of mutual respect and consideration. The policies and practices of the University are geared to equitable treatment of all appointees with a measure of consistency; however, written materials cannot cover every situation. The supervising faculty member has some latitude and discretion in handling individual situations as they arise.

Besides the Postdoctoral Fellow, the supervising faculty member is the person most responsible for the continuing development of the Postdoctoral Fellow. The University encourages individual growth and the supervising faculty member is in a good position to help determine what actions should be taken to ensure development within the University environment.

UBC's housing and relocation services team at UBC can assist with the orientation to Vancouver and to campus life.

The Postdoctoral Fellows Office in the Faculty of Graduate & Postdoctoral Studies provides a semi-annual PDF Orientation Day. Please refer to their website for further information.

The supervising faculty member, Department Head and Dean are responsible for orienting Postdoctoral Fellows to the Department and Faculty. Departmental or faculty administrators prepare written materials about services, procedures and standards in the department and faculty, and useful contacts at UBC. The supervising faculty member is responsible for orientation to the worksite, and for providing information about performance expectations, standards for hours of work, safety procedures and ethical/scholarly integrity issues.

Postdoctoral Fellows are generally regarded as advanced research trainees and are treated accordingly in such matters as departmental communications, social interaction and consultation about matters affecting them.

The experience of each Postdoctoral Fellow varies throughout the University and is influenced by such factors as the academic discipline, the needs and obligations of the supervising faculty member, and the culture of the assigned lab or research unit. Postdoctoral Fellows are encouraged to take ownership of their experience, within the bounds of common sense and University policy, much as one would with any postgraduate career.

Universally accepted standards of academic achievement typically include publication of research in peer-reviewed academic journals, and/or the advancement of intellectual property through patenting or licensing. Research outputs in the Fine Arts may include exhibitions, performances and media installations. It is expected that Postdoctoral Fellows will be appropriately recognized for their contributions to publications, patents and other products of research. It is the responsibility of the supervising faculty member to develop a clear understanding of rights and obligations under the policies on Research, Patents and Conflict of Interest with the Postdoctoral Fellow at the beginning of the Postdoctoral Fellow’s appointment. Postdoctoral Fellows themselves should become familiar with their obligations under UBC’s Scholarly Activity Policies.

Postdoctoral Fellows are frequently involved in the preparation of proposals for research grants and in other forms of acquiring research support. The degree of involvement in these processes by the Postdoctoral Fellow, and the level of supervision offered by the supervising faculty member, varies widely. Beyond the support offered by the supervising faculty member and academic unit, additional support and information about available research funding is available from the Office of Research Services.

Professional development courses and workshops are regularly offered through Centre for Teaching, Learning Technology (CTLT), including programs on leadership, supervising graduate students, and peer coaching. Professional development in grant proposal writing is offered periodically through the Office of Research Services and the Office of the Vice President Research & International.

It's recognized that Postdoctoral Fellows are an intellectual resource in the university and that both undergraduate and graduate programs benefit from their participation. Postdoctoral Fellows may be involved in undergraduate and graduate lecturing, laboratory instruction, tutorials, supervision of undergraduate projects, and assistance with the supervision of graduate students.

Postdoctoral Fellows should discuss their desire to participate in the teaching activities of the department with their supervising faculty member and with the Department Head. In cases of formal assignment of teaching duties, the Department Head will give the Postdoctoral Fellow an additional appointment as a Postdoctoral Teaching Fellow. In advance of making this type of appointment, Heads should be aware of any granting agency restrictions on the amount of teaching that can be assigned to the Postdoctoral Fellow.

The university recognizes the right of staff to work in an environment free from harassment and discrimination.

Policy SC7 – Discrimination addresses problems arising from grounds prohibited from discrimination under the Human Rights Code of British Columbia. The prohibited grounds of discrimination include: age, ancestry, colour, family status, marital status, physical or mental disability, place of origin, political belief, race, religion, sex, sexual orientation and criminal conviction unrelated to employment. If there are any concerns related to discrimination or harassment, please bring them to the attention of the supervising faculty member or the Equity Office.

The University’s statement on Respectful Environment for Students, Faculty and Staff addresses concerns an employee may have about personal harassment that does not involve prohibited grounds of discrimination covered under the Human Rights Code of British Columbia. Again, these concerns should be brought to the attention of the supervising faculty member or Head of Academic Unit for investigation and resolution in a timely manner.

The best way to handle a problem between a postdoctoral fellow and his/her supervising faculty member is to identify it when it first arises, and collaborate on finding a solution. Unresolved problems may be brought to the attention of the Head of Academic Unit or the Equity Office. The Dean of the Faculty of Graduate & Postdoctoral Studies may act as an Ombudsperson in any dispute of a serious nature where a neutral third party may be required. Faculty Relations can also be contacted at any time for assistance.

Postdoctoral Fellow appointments at UBC can be renewed one year at a time, normally up to 3 years. With the Dean’s written approval, appointments may be extended for a further two one-year terms (i.e. up to a maximum of 5 years in total).

Supervising faculty members should give reasonable notice (usually 3 months) to a Postdoctoral Fellow on their intention to renew or not to renew an appointment. Renewals must be confirmed in writing and if terms and conditions have changed, a new offer letter should be signed. Please review the documentation checklist page to ensure all requirements are met. Keep in mind that foreign postdoctoral fellows may require 4 months’ notice to renew their work permit.

Postdoctoral Fellows who wish to leave their position prior to the appointment end date should provide at least one months’ notice to their supervising faculty member in writing. The notice period may be waived by the supervising faculty member. The supervising faculty member must work with their departmental administrator to process the resignation through Workday. A copy of the resignation letter is required.

There are a number of career sites available to assist you in finding different opportunities such as University Affairs, Academic Works, and Academic Careers Online.

Please see the Safety & Risk Services website for up-to-date information on laboratory safety, Workplace Hazardous Materials Information System (WHMIS), and mandatory and optional laboratory training courses. Each department also has an established Safety Committee. Please see the supervising faculty member or department administrator for information regarding department specific safety policies and procedures.

Appointment at or promotion to the rank of Professor is reserved for those whose contributions are considered outstanding. These persons will have met appropriate standards of excellence and have wide recognition in the field of their interest.

They must have:

• shown high quality in teaching and sustained and productive scholarly activity,
• attained distinction in their discipline, and
• participated significantly in academic and professional affairs.

Promotion to this rank is neither automatic nor based on years of service and it's expected that some persons will not attain this rank.

These appointments are full-time and are normally tenured or grant tenured. These appointments are subject to the approval of the Senior Appointments Committee and the President. For the Senior Appointments Committee’s approval, please review the Guide to Promotion and Tenure (pdf).

Initial appointments at the rank of Professor can be tenure track or grant tenure track. Renewal of a grant/tenure track appointment will normally be made without term. By the end of an appointee’s fifth year of continuous service in a term appointment with review, a recommendation must be made to the President either to grant a tenured appointment or not to renew the appointment.

In exceptional cases a recommendation may be made before the end of the fifth year, or in the case of an Associate Professor or Professor, before the time when it would normally be made; in particular an early recommendation to grant a tenured appointment may be made when a candidate has had academic, professional, or other comparable experience before being appointed by the University.

Appointment at or promotion to the rank of Associate Professor normally requires evidence of successful teaching and of scholarly activity beyond that expected of an Assistant Professor.

The candidate for appointment or promotion will be judged on teaching as defined in Section 4.02 in the Agreement on Conditions of Appointment for Faculty, and specifically judged on:

• sustained and productive scholarly activity,
• ability to direct graduate students, and
• willingness to participate and participation in the affairs of the Department and the University.

Promotion to this rank is not automatic or based on years of service and it is expected that some persons who may be granted tenured appointments will not attain this rank. In exceptional circumstances, initial appointment at this rank may be based upon evidence of the candidate’s potential to meet these criteria, including the opinion of scholars or other qualified persons familiar with the candidate’s work and capability.

These appointments are normally full-time and are tenured or grant tenured. These appointments are subject to the approval of the Senior Appointments Committee and the President. For the Senior Appointments Committee’s approval, please review the Guide to Promotion and Tenure (pdf).

Initial appointments at the rank of Associate Professor can be tenure track or grant tenure track. Renewal of a grant/tenure track appointment will normally be made without term. By the end of an appointee’s fifth year of continuous service in a term appointment with review, a recommendation must be made to the President either to grant a tenured appointment or not to renew the appointment. In exceptional cases a recommendation may be made before the end of the fifth year, or in the case of an Associate Professor or Professor, before the time when it would normally be made; in particular an early recommendation to grant a tenured appointment may be made when a candidate has had academic, professional, or other comparable experience before being appointed by the University.

Appointment at or promotion to the rank of Assistant Professor normally requires completion of academic qualifications, and evidence of ability in teaching and scholarly activity.

Evidence will ordinarily be required to demonstrate that the candidate for an appointment or promotion is:

• involved in scholarly activity,
• a successful teacher, and
• is capable of providing instruction at the various levels in his or her discipline, but it is sufficient to show potential to meet these criteria.

The evidence may include the opinion of scholars familiar with the candidate’s work and capability.

These appointments are full-time and are tenure track or grant tenure track upon initial hire. Appointments at this rank are normally for a term of four years. Renewal of an individual’s appointment is for another term of four years, with mandatory review for tenure and promotion in year 7.

Decisions on the award of tenured appointments are made in accordance with the provisions of Article 2.03 of the Agreement on Conditions of Appointment for Faculty. In special cases an Assistant Professor may be given the rank of Senior Instructor and a tenured appointment.

Appointment to this rank requires evidence of potential ability in teaching and research. Appointment is for a maximum of two years.

Upon completion of a terminal degree, the person’s rank shall be converted to Assistant Professor. A person will not normally be reappointed as an Acting Assistant Professor. The pre-tenure period begins at the start of an appointment as Acting Assistant Professor.

These appointments are full-time and are tenure track or grant tenure track.

Appointment at or promotion to the rank of Professor of Teaching requires:

• evidence of outstanding achievement in teaching and educational leadership
• distinction in the field of teaching and learning
• sustained and innovative contributions to curriculum development, course design and other initiatives that advance the University’s ability to excel in its teaching and learning mandate.

Initial appointments at this rank are normally tenured appointments.

These appointments are full-time and are normally tenured or grant tenured. These appointments are subject to the approval of the Senior Appointments Committee and the President. For the Senior Appointments Committee’s approval, please review the Guide to Promotion and Tenure (pdf).

Appointment at or promotion to the rank of Associate Professor of Teaching requires:

• evidence of excellence in teaching and demonstrated educational leadership
• involvement in curriculum development and innovation, and
• other teaching and learning initiatives.

It's expected that Associate Professors of Teaching will keep abreast of current developments in their respective disciplines, and in the field of teaching and learning. Promotion to the rank of Professor of Teaching may occur in the fifth or subsequent years in rank.

These appointments are full-time and are tenured or grant tenured. These appointments are subject to the approval of the Senior Appointments Committee and the President. For the Senior Appointments Committee’s approval, please review the Guide to Promotion and Tenure (pdf).

Appointment to this rank normally requires:

• completion of academic qualifications,
• evidence of ability and commitment to teaching, and
• promise of educational leadership.

Appointments and reappointments are normally made for three years, but in exceptional circumstances may be made for a lesser period. An Assistant Professor of Teaching who is in the fifth year of appointment shall be considered for promotion to the rank of Associate Professor of Teaching and if successful shall be granted tenure in that year.

If a person holding an appointment as an Assistant Professor of Teaching is appointed to a professorial rank, service in the pre-tenure appointment in the professorial rank shall be deemed to commence at the date of the appointment to that rank.

Individuals at this rank should normally have a PhD or combination of degree and equivalent experience.

These appointments are full-time and are tenure track or grant tenure track.

• Reduced Appointment Form
• Retirement Option Election
• Years in Rank

• Retirement Counselling Reimbursement Claim Form

• Curriculum Vitae for the Professoriate stream
• Curriculum Vitae for the Professor of Teaching stream

Refer to the recruitment of foreign academics page

• Postdoc Maternity, Parental & Adoption Leave Form
• Maternity-Adoption-Parental Leave Form for Faculty & Librarians
• Study Leave Application
• Application for Leave of Absence for Purpose Other than Study, and without Salary
• Professional Development Leave for Lecturers Form

SAC Cover Sheet

• Deadlines: When submitting an action on Workday allow enough time for processing keeping in mind that it should not normally be more than two pay periods in advance. To allow enough time for Faculty Relations to review a BP for the next pay period, it needs to reach us about 10 working days in advance of the paycheque deadline.
• Workday report list: Administrators are able to run a variety of reports which can provide useful data for appointees in their units. Search Custom and Standard Reports for the list of reports you have access to. 

For Workday resources and help visit the Integrated Service Centre.

• Faculty appointment matrix: Assistance in determining the appropriate job title/rank for new faculty appointments.
• Compensation matrix: A comprehensive list of salary and benefits, including leaves, available to the different faculty groups.
• Reappointment Letters: Template reappointment letters have been created for a variety of faculty positions.
• Titles and ranks: Descriptions of appointment types processed through UBC Faculty Relations.

• Benefits at UBC: Information on coverages and benefits eligibility, including  the breakdown of costs for employer and employee.
• Benefit cost calculator – Employer paid benefits: Use this calculator to cost out the employer paid benefits.
• Compensation matrix: A comprehensive list of salary and benefits, including leaves, available to the different faculty groups.

• Foreign academics: Information on documentation required for foreign academics.
• Relocating and immigration

• Advertising guidelines: Which positions need to be advertised, for how long and where.
• Offer Letters: Template offer letters have been created for a variety of faculty positions.

• Refer to the information on the Leaving UBC page.

• Faculty salary increases: Information on the annual increase process for bargaining unit members.
• Faculty & Librarian Salaries
• Minimum salary rates for benefits
• Research associate salaries

Should there be a deviation from the UBC Faculty Relations-approved template, please complete the Documentation form (doc) and submit it with the unsigned offer letter to UBC Faculty Relations. Please review the Procedures and Documentation for Tenured and Tenure Track Offer Letters (doc).

In drafting your offer letter for tenured and tenure track positions, you have the following three options:

• Use the faculty relations tenured/tenure track offer letter template
• Request the faculty relations department's review modifications to tenured/tenure track offer letter template
• Modify the tenured/tenure track letter with no review by the faculty relations department prior to signing the letter

If you have questions about the process or contractual elements of the offer letter templates, or require a pre-approval of a letter, please contact the appropriate senior manager.

Approvals and legal consequences

Note that a signed offer letter which doesn't follow the revised faculty relations template or has not been pre-approved will be the responsibility of the unit, in terms of legal consequences that may flow from the contractual terms (including legal fees and potential damages). Where a pre-approval is requested, UBC Faculty Relations will aim to provide an answer within 24 hours.

To support and promote the university’s salary equity goals, documentation of the starting salary and the rationale for the salary offer is required.

Document the starting salary and indicate whether or not you require a review of the offer letter using the Procedures and Documentation for Tenure Track Offer Letters (doc) form. This form must be included with every tenured and tenure track offer letter and accompanying tenured and tenure track faculty appointment form.

The templates on this page are in Word format to allow editing and saving for future reference.

Please ensure that you provide the candidate sufficient time to sign within the offer date stated at the end of the offer letter; if the candidate’s signature is after this period, the contract will not be valid.

If you need any assistance with preparing offer letters, please contact a senior manager in faculty relations at the Vancouver campus or Okanagan campus.

Instructions for structure and language of letters

• Please maintain the template letter’s structure.
• Omit any clauses which do not apply to the particular position; for example, work permit requirements. These clauses are highlighted in yellow. Please feel free to modify the wording to make the letter more personal and less formulaic, taking care not to make substantive changes to the language.
• Ensure that formatting (headings, font usage) and abbreviations usage are consistent throughout.
• Include appropriate, full titles and credentials for those listed as signatories.
• Print on Unit or Faculty Letterhead.
• Ensure that the signature lines are included with the body of the letter, and not by themselves on the last page.  If necessary, add some spaces to ensure that the final paragraph of the letter and the signature lines are on the same page.
• Remove instructional language, such as the header information on the first page and the last updated by information and email on the signature page.

To streamline offer letters across both campuses, there's now one consolidated set of template letters for tenure stream faculty and probationary/confirmed librarians.

Instructions and the offer letter template for offer letters to be used at both UBCV and UBCO follow:

• Faculty members, tenure stream (February 2026)
• Librarian, confirmed and probationary (January 2025)
• Canada Impact and Research Chair (March 2026)

Please ensure when producing an offer letter that you follow the procedures and documentation for review of tenure stream offer letters at UBCV are followed.

• Faculty members - PT Term or FT Without Review (February 2025)
• Lecturer (February 2025)
• Sessional Lecturers - New Hires (February 2025)
• General Librarians
  • General Librarian Without Review Offer Letter  (August 2025)
  • Part-time general librarians, with appointments of 50% or greater
  • Part-time general librarians, with appointments of less than 1 year or less than 50%

• Guest Speaker - Letter of Invitation (March 2025)
• Post Retirement Appointment (September 2023)
• Research Associates, with 1 year appointments 50% or greater (February 2026)
• Research Associates, with appointments less than 1 year or less than 50% (February 2026)
• Term faculty appointments-unpaid for Canadian/PR (March 2026)
• Term faculty appointments-unpaid for Foreign Nationals (September 2025)
• Term faculty appointment-paid for Canadian/PR (March 2026)
• Visiting Faculty under Visiting Professor Exemption (February 2025)
  • LMIA-Exemption Offer Number Confirmation Letter (November 2022)
• Visiting Researcher under 120-Day Work Permit Exemption (February 2025)

• Postdoctoral fellow welcome letters
  • UBC Vancouver Postdoctoral fellow welcome letter
  • UBC Okanagan Postdoctoral fellow welcome letter
• Postdoctoral fellow offer letter - Employee -  (March 2026)
• Postdoctoral fellow offer letter - Award Recipient (March 2026)
• Postdoctoral teaching fellow (April 2024)
• Postdoc Reappointment Letter-Award Recipient (March 2026)
• Postdoc Reappointment Letter-Employee (March 2026)
• LMIA-Exemption Offer Number Confirmation Letter (November 2022)

Please review the Instructions for administrative appointment offer letters

• Heads of academic units (October 2022)
• Associate deans (December 2024)

Please review instructions section above before using these templates

• Sessional lecturer reappointment template (October 2022)
• Lecturer renewal (October 2022)
• Research Associate reappointment template (October 2022)

Generic reappointment letter templates

• Faculty members in the faculty association (March 2023)
• Faculty members not in the faculty association (March 2023)

It's important to advertise as widely as possible in both print and/or online media and in accordance with Policy HR11 – Employment Advertising​​​​.

There are a variety of publications and/or websites that can be utilized: University Affairs, CAUT Bulletin, CMAJ, Nature, Pacific News Group (Vancouver Sun & Province), and the Globe and Mail.  It is imperative that openings, particularly for Tenure stream positions are posted widely. Units may want to make use of the advertising feature on the Graduate and Postdoctoral Studies (G+PS) website, which provides access to a number of posting sites without cost to the unit.

See the section on advertising procedures below for details on how to advertise in these sites and publications.

Vacancies must be advertised for at least one month (unless exception noted below) on the appropriate UBC website/s and as follows:

Some positions at UBC don't require advertising, as follows:

• The provost may approve non-competitive appointments in special circumstances. Please refer to the advertising waiver information in section 5.2 of Policy HR11 – Employment Advertising for details.
• Postdoctoral fellows
• Visiting appointments, for faculty from other academic institutions. These are temporary appointments for individuals who are expected to return to their home institution.
• Adjunct, clinical and honorary appointments
• Administrative appointments of heads of departments and directors of schools, when a well-documented case for an internal appointment has been made to the provost. The decision as to the adequacy of the documentation presented will rest with the provost.
• Emeritus appointments
• Term appointments less than one year in length except sessional lecturers. If a term appointment that was originally less than one year is to be extended beyond one year, the position must be advertised.

Develop a detailed profile or description of the position for which you're hiring. You may wish to refer to the Collective Agreement (Articles 3 & 4 of Part 4 – for Faculty and Articles 2 & 3 of Part 5 – for Librarians) and university policies for criteria and expectations.

Vancouver Campus

Approval of tenure stream ads is obtained from Faculty Relations via Workday as part of the Create a Position process prior to the posting of the position in any publication, website or other media. If no changes are required, the position/ad will be approved. Advertisements of term appointments don't require this approval.

Okanagan Campus

Faculty positions must go through the go through the hiring review process.  Grant-funded, sessional lecturers, and short-term positions that are less than 6 months in length are not required to go through the hiring review process. 

Please send a copy of the ad to Human Resources for review prior to the posting of the position in any publication, website or other media.

In the event a tenure stream appointment requires re-advertising, approval must be obtained from the Provost’s Office prior to posting the position again.

The re-advertisement request must follow the same procedures for approval as new requests. This allows for the provosts to be aware of problem recruitment areas. It is also provides for an opportunity to review the ad for possible amendments and improvements. Depending on the length of time since the initial approval, government or UBC policy and procedure changes may also need to be incorporated.

For structure, required elements, and sample phrases, review the UBC Faculty Advertisement Checklist and Guidelines (updated January 2025)

For faculty ranks, review the Faculty Appointment Matrix.

Once the advertisement has been approved, as applicable by the Provost’s Office, departments must place the advertisement themselves.

Faculties are encouraged to use an approved UBC credit card whenever possible. Campus-wide Standing Offer contracts have been set up for the Pacific News Group (Vancouver Sun & Province), the Globe & Mail and TMP Worldwide. Please visit Payment and Procurement Services website for information and the list of preferred vendors.

For the Pacific News Group (Vancouver Sun & Province), the Globe and Mail, simply contact the publication directly to place your order using your P-Card.

Human Resources has a central UBC account with the National Job Bank. Postings placed on the National Job Bank will automatically appear on the WorkBC site, the BC Provincial Government’s job posting board. In order to advertise faculty openings on the National Job Bank,  UBC Vancouver units will need to set up a sub-account through Human Resources (contact Faculty Relations). At UBC Okanagan Trisha Kasawski will make the necessary arrangements. If your unit does not have one already please contact Faculty Relations or Trisha Kasawski.

Policy HR11 – Employment Advertising provides that in special circumstances the responsible executive may waive UBC’s advertising requirement. Refer to section 5.2 of Policy HR11 for full details. 

A request for a waiver must be made and fully approved IN ADVANCE of any job offer using the UBC Employment Advertising Waiver Request Form (HR11):

Waiver Request Form

The UBC Employment Advertising Waiver Request process is as follows:

1. Department, Faculty or Provost’s Office completes the UBC Employment Advertising Waiver Request Form (HR11) and:
   • Attaches appropriate and relevant supporting documentation (e.g. CV for faculty appointments), and
   • Obtains Requestor’s signature as outlined by the relevant UBC policy, and
   • Dean's Offices reviews requests made by Departments.
2. For faculty positions the Dean's Office forwards form with supporting documentation:
   • For UBCV requests, to Central HR Advisory (hr.info@ubc.ca)
   • For UBCV requests requiring the President’s approval, to the Director, Human Resources, Office of the President, Office of the Provost and VP Academic, Office of the VP Research and Innovation (patrizia.todaro@ubc.ca)
   • For UBCO requests, include the hiring request form with your submission to Human Resources (ubco.hr@ubc.ca).
3. Faculty Relations/Human Resources will review the rationale and supporting documentation to facilitate completion of approval process.
4. Once approval has been obtained a copy of the form with the necessary approval will be returned to the Department and/or the Dean's Office.
5. When processing the appointment, the initiating unit must attach the approved Employment Advertising Waiver Request Form to the Business Process in Workday. The Initiator will need to ensure that the appropriate reason is selected in the Business Process to indicate that a waiver has been approved:
   • Approved special circumstances (Waiver Exemption – HR11 5.2); attach approved UBC Employment Advertising Waiver Request Form (faculty/staff).

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.  For CUPE 116, CUPE 2278, CUPE 2950 and IUOE 115, we suggest eight weeks notice as well.

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.  For CUPE 116, CUPE 2278, CUPE 2950 and IUOE 115, we suggest four weeks notice as well.

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.

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 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.  For CUPE 116, 2278, CUPE 2950 and IUOE 115, we suggest four weeks notice as well.

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.

CUPE 116 employees are eligible for one day paid leave for the birth of a child. Please apply for this one day paid leave with your department head or manager.

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, with the exception of CUPE 2950 who will receive the additional 5% once they return to work.

Am I eligible for the SEB?

You may be eligible for SEB if you are 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 6 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.