Unpaid sick leave

If you use up all of your paid sick leave days and are still unable to return to work, you should apply for an unpaid medical leave.

If you are in the third month of your absence from work due to illness or injury and it does not seem that you will be able to make a full return to work, you should apply for long-term disability. Learn more about long-term disability benefits.

How to apply for unpaid sick leave

For unpaid medical leave, apply to your department in writing, including a doctor’s certification of the illness and a prognosis of your expected return date. Your department will then place you on an unpaid medical leave in Workday. After notifying your department in writing, you can also submit your request for approval through Workday.

Login to Workday

For Workday resources and help visit the Integrated Service Centre.

Employment Insurance (EI)

If you are going on unpaid sick leave, you should apply for Employment Insurance as soon as you know the dates of your leave.

A Record of Employment (ROE) is required for your EI application.  Your Payroll Representative will send your ROE electronically to Service Canada following 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 ROE:

Applying for Employment Insurance (EI)

Details on applying for Employment Insurance Sickness Benefits can be found on the Service Canada website.

For medical leaves of more than six months (four months for CUPE 2950), you may be eligible to apply for the Income Replacement Plan/Disability Benefits Plan.

What happens to my benefits when I’m on an unpaid sick leave?

When you are on leave, you can choose to keep your benefits or cancel your benefits. See Benefits Coverage while on a Leave for more information.

Elder care resources

We all know that life demands exist outside of work. Below are a list of suggested resources to assist you and your family in navigating elder care and caregiver support.

Compassionate care and general leaves

You may need to take time off work to care for a family member who is extremely ill or due to the death of a family member. The first type of leave is called a compassionate care leave, and the second type of leave is known as a compassionate or bereavement leave — learn more about Compassionate care & compassionate or bereavement leave. 

Counselling services and elder care support

The Employee and Family Assistance Program (EFAP) is a confidential and voluntary counselling support service. Counsellors can help with a range of issues, including relationship challenges, stress, depression, anxiety, addiction, family issues, grief and more. Services are confidential and available in multiple languages and formats.

EFAP also offers an extensive suite of services to support you, from providing wellbeing coaching or advising on family issues to offering legal support. These Work/Life consultations are conducted over the telephone and are designed to help you make the decisions that are best for you. Access WorkLife support services here.

Health authorities

Health Authorities provide services for Seniors, including Seniors Housing, and Home and Community Care. For more information, click on the Health Authority responsible for the area in which you, or your family member, lives.

  • Vancouver Coastal Health – Vancouver, Richmond, North and West Vancouver and along the Sea-to-Sky Highway, Sunshine Coast and BC’s Central Coast.
  • Fraser Health – Burnaby, Port Moody, Surrey, White Rock, New Westminster, Coquitlam, Port Coquitlam, Delta, Langley, Abbotsford, Pitt Meadows, Maple Ridge, Mission, Chilliwack, Agassiz and Hope. Visit their Caregiver Support page.
  • Interior Health – Kelowna, Kamloops, Cranbrook, Trail, Penticton and Vernon, as well as a multitude of more rural and remote communities. Visit their Caregiver Support pages.
  • Vancouver Island – Victoria, Nanaimo, Salt Spring Island, Comox as well as a multitude of more rural and remote communities.
  • Northern Health – Northeast, Northern Interior and Northwest regions of British Columbia.

Government benefits and resources

Helplines and referral services

  • BC Seniors Healthcare Support Line: 1-877-952-3181
  • Healthlink BC: 8-1-1
  • Senior Advocacy Line: 1-866-437-1940
  • Route65.ca is a free, B.C.-specific directory that helps the public connect with available independent living, assisted living, long-term care, and home health options. The platform also offers educational tools and resources that can help people who are navigating the system.
  • A Place For Mom: Free service for connecting seniors and their families to retirement homes.

Community organizations and support groups

Paid sick leave

You might need to take time off from work to recover from an injury or illness.

As described below, you will continue to be paid your salary and receive uninterrupted benefits based on your employee group, whether you work full-time or part-time, and how long you are away from work.

What do I do if I’m sick?

When you’re sick, you should contact your supervisor right away to let them know that you’re too ill to be at work that day. You or your supervisor will record the sick day through Workday and reduce your sick leave bank accordingly. If possible, let your supervisor know when you plan to next be at work and keep them updated if this should change. For prolonged absences, you may be asked to provide a doctor’s note.

Login to Workday

For Workday resources and help visit the Integrated Service Centre.

How many sick days am I eligible for each year?

The number of sick days you can take each year depends on your UBC employee group.

UBC Employee GroupAllowed paid sick leave
Academic Executive

You can take sick leave with pay because of illness or injury as outlined in Policy HR4 – Sick Leave (formerly Policy #62). Sick leave with pay may be approved for up to a maximum of six months.

For a paid medical leave, apply to your department in writing, including a doctor’s certification of the illness, the start date of the leave, a prognosis of your expected return date and any accommodation that may be required if requesting a partial medical leave. Your department will then notify Faculty Relations that you are going on paid medical leave.

Administrative Executive

You can take sick leave with pay because of illness or injury and the number of days depends on whether you have completed your probationary period.

If you are a full-time employee and you have completed your probationary period, you are eligible for a paid leave of absence of up to six months for each illness or injury.

If you are still in your probationary period, you accumulate sick leave at 1.25 days per month worked.

If you work part time, your sick leave is pro-rated based on your percentage of employment.

BCGEU Vancouver (Child Care)

You can take sick leave with pay because illness or injury up to the number of days in your sick leave bank.

If you are a full-time employee, you accumulate sick leave at 1.25 days per month worked, to a maximum of 120 days.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

BCGEU Okanagan

You can take sick leave with pay because of illness or injury, up to the number of days in your sick leave bank.

If you are a full-time employee, you accumulate sick leave at 1.25 days per month worked, to a maximum of 152 days.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

CUPE 116

You can take sick leave with pay because of illness or injury up to the number of days in your sick leave bank.

If you are a full-time regular employee working 37.5 hours per week, you accumulate sick leave at 9.375  hours per month worked, to a maximum of 1140 hours. If you are a full-time regular employee working 35 hours per week, you accumulate sick leave at 8.75 hours per month worked, to a maximum of 1064 hours.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

CUPE 2278

You can take sick leave with pay because of illness or injury and the number of days depends on whether you have completed your probationary period.

If you are a full-time employee and you have completed your probationary period, you can take a sick leave of up to six months.

If you are still in your probationary period, you accumulate sick leave at 1.25 days per month worked and may use up to the number of days in your sick leave bank.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

CUPE 2950

You can take sick leave with pay because of illness or injury, up to the number of days in your sick leave bank.

If you are a full-time employee, you accumulate sick leave at 1.25 days per month worked, to a maximum of 152 days.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

Executive Administrative

You can take a sick leave with pay because of illness or injury, up to the number of days in your sick leave bank.

If you are a full-time employee, you accumulate sick leave at 1.25 days per month worked, to a maximum of 152 days.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

Faculty – Faculty, Librarians, Program Directors and Research Associates

You can take a sick leave with pay because of illness or injury according to the provisions of Policy HR4 – Sick Leave (formerly Policy #62) – Leave Due to Illness of Member of Faculty. Your sick leave with pay may be approved up to a maximum of six months.

For a paid medical leave, apply to your department in writing, including a doctor’s certification of the illness, the start date of the leave, a prognosis of your expected return date and any accommodation that may be required if requesting a partial medical leave. Your department will then notify Faculty Relations that you are going on paid medical leave.

Faculty – Sessional Faculty Members

If your appointment is at least 50% and at least four months long, you can take a sick leave with pay because of illness or injury according to the provisions of Policy HR4 – Sick Leave (formerly Policy #62) – Leave Due to Illness of Member of Faculty. Your sick leave with pay may be approved up to a maximum of six months as long as you have a current active appointment.

If your appointment is less than 50% or less than four months long, you will receive incidental sick leave of up to a maximum of five days per four-month term. Casual absences in which the class/es are covered by another Faculty Member or where a class can be rescheduled will not be considered sick leave.

Farm Workers

You can take a sick leave with pay because of illness or injury up to the number of days in your sick leave bank.

If you are a full-time employee, you accumulate sick leave at 1.25 days per month worked, to a maximum of 152 days.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

IUOE 115

You can take a sick leave with pay because of illness or injury up to the number of days in your sick leave bank.

If you are a full-time employee, you accumulate sick leave at 1.25 days per month worked, to a maximum of 152 days.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

Management & Professional

You can take sick leave with pay because of illness or injury and the number of days depends on whether you have completed your probationary period.

If you are a full-time employee and have completed your probationary period, you are eligible for a leave of absence with pay for six months for each distinct illness or injury.

If you are still in your probationary period, you accumulate sick leave at 1.25 days per month worked.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

In any event, the maximum allowable sick leave with pay in any 12 month period is 6 months. An employee may ask that any extenuating or mitigating factors be considered by the University for an extension of sick leave under exceptional circumstances if you have used a full 6 months of paid sick leave during a 12 month period.

In circumstances where more than 24 months have passed since you have incurred 6 months of paid sick leave for an illness or injury and there is a recurrence of a similar illness or injury, you are entitled to a further 6 months of paid sick leave. This entitlement is only available if your application for long-term disability benefits is denied and may only be utilized once.

Non-Union Technicians and Research Assistants

You can take a sick leave with pay because of illness or injury up to the number of days in your sick leave bank.

If you are a full-time employee, you accumulate sick leave at 1.25 days per month worked, to a maximum of 152 days.

If you are a part-time employee, your sick leave is pro-rated based on your percentage of employment.

Postdoctoral Fellows (Award Recipients and Employees)You are eligible for paid sick leave benefits up to a maximum of six months. The first month of continuous sick leave is paid for by your grant or contract, or failing that, from other sources. The next five months of your continuous sick leave will be paid by the Extraordinary Expense Fund (where a grant or contract pays your salary for the next five months). Once you return to work or after six months, whichever occurs first, the grantholder can seek reimbursement through the Extraordinary Expense Fund (Policy FM7 – Contract Employees Fund (formerly Policy #86)).

What if I use up all my sick days?

You are allowed a certain number of sick days each year, and some employee groups are allowed to build up their sick days into a sick leave bank that can be accumulated and used up to the specified maximum. If you use up your allowed number of sick days or your sick leave bank, you should:

  • apply for an unpaid medical leave of absence if you have not yet met the qualifying period (this is also called the elimination period) for receiving long-term disability benefits, or
  • apply for long-term disability benefits if you think you will be unable to return to work after the six-month qualifying period for receiving long-term disability benefits.

When you are on an unpaid medical leave, your benefits may be affected. Learn about your Benefits coverage while on a leave.

Can I use my sick days to care for a dependent who is ill?

It depends on your employee group. The list below shows the employee groups who can use their sick days to care for a dependent, and the number of days allowed. The sick day(s) used to care for a dependent will be deducted from your personal sick leave bank.

  • Administrative Executive: You can take up to five days of accumulated sick leave time to care for a dependent. An eligible dependent is your child, spouse/partner or parent.
  • BCGEU Vancouver (Child Care): You can take up to five paid sick days to care for a dependent. An eligible dependent is your child, spouse/partner or parent.
  • BCGEU Okanagan: You can use up to 10 paid sick days to care for a dependent if you have at least 12 days in your sick leave bank for personal use. An eligible dependent is your child, spouse/partner, parent, guardian, sibling, grandchild, grandparent or any other person who lives with you as a member of your family.
  • CUPE 116: You can take up to five paid sick days to care for a dependent, if you have at least 12 days in your sick leave bank for personal use. An eligible dependent is your child, foster child, spouse/partner or parent related to you by blood, marriage or adoption or, as a partner, is living in a marriage-like relationship with you.
  • CUPE 2278: You can take up to five days of your sick leave to look after a dependent who shares a residence with you.
  • CUPE 2950: You can take up to five paid sick days to care for a dependent if you have at least 12 days in your sick leave bank for personal use. An eligible dependent is your child, foster child, spouse/partner or parent related to you by blood, marriage or adoption or, as a partner, is living in a marriage-like relationship with you.
  • Executive Administrative: You can use up to five paid sick days to care for a dependent. An eligible dependent is your child, spouse/partner or parent.
  • Farm workers: You can take up to five paid sick days to care for a dependent who shares a residence with you, if you have at least 12 days in your sick leave bank for personal use.
  • IUOE 115: You can take up to five paid sick days to care for a dependent who shares a residence with you, if you have at least 12 days in your sick leave bank for personal use.
  • Management & Professional: You can use up to five days of your sick leave time to care for a dependent. An eligible dependent is your child, spouse/partner or parent.
  • Non-union technicians and research assistants: You can take up to five paid sick days to care for a dependent who shares a residence with you if you have at least 12 days in your sick leave bank for personal use.

Am I eligible for paid time off for a medical or dental appointment?

It depends on your employee group. As outlined below, some employee groups can take a certain amount of paid time off for medical or dental appointments.

  • BCGEU Vancouver (Child Care): You may use your paid sick leave days for medical or dental appointments.
  • BCGEU Okanagan: You can take up to two hours for a medical or dental appointment for yourself or up to 15 hours a year as paid time off for appointments for you and your dependent children. Any time beyond this will be deducted from your sick leave bank.
  • CUPE 116: You can take up to 3.75 hours per month if you work a 37.5 hour work week and up to 3.5 hours per month if you work a 35 hour work week for medical or dental appointments as paid time off. Any time beyond this will be deducted from your sick leave bank.
  • CUPE 2950: You can take up to 3.5 hours per month for medical or dental appointments as paid time off. If you exceed 3.5 hours, then the average usage over the previous twelve months will be calculated and if you have not averaged 3.5 hours, additional time for appointments is available up to the maximum potential of 42 hours. Any time beyond this will be deducted from your sick leave bank.
  • Executive Administrative: You can take up to 0.5 days per month for medical or dental appointments as paid time off. Any time beyond this will be deducted from your sick leave bank.
  • Farm workers: You can take up to 0.5 days per month for medical or dental appointments as paid time off. Any time beyond this will be deducted from your sick leave bank.
  • IUOE 115: You can take up to 0.5 days per month for medical or dental appointments as paid time off. Any time beyond this will be deducted from your sick leave bank.
  • Non-union technicians and research assistants: You can take up to 0.5 days per month for medical or dental appointments as paid time off. Any time beyond this will be deducted from your sick leave bank.

How are my sick days calculated if I am on an unpaid maternity and/or parental leave?

Applies to Staff only:

  • BCGEU Vancouver (Child Care) and IUOE 115: No accrual of sick days during maternity and parental leave.
  • BCGEU Okanagan: Full accrual of sick days for the first month of leave, and for the remaining maternity and parental leave, sick days are pro-rated based only on the top-up portion of payments.
  • CUPE 2950: Full accrual of sick days for the first month of leave, and for the remaining maternity leave, sick days are pro-rated based only on the top-up portion of payments. There is no accrual of sick days during parental leave.
  • Management & Professional: Six months of sick time per illness or injury.
  • Other staff members: Sick days are pro-rated based on the top-up portion of payments during maternity leave only. There is no accrual of sick days during parental leave.

How are my sick days calculated if I am on an unpaid adoption leave?

Applies to Staff only:

  • BCGEU Okanagan: Full accrual of sick days for the first month of leave, and for the remaining adoption leave, sick days are pro-rated based only on the top-up portion of payments.
  • Executive Administrative: Sick days are pro-rated based on the top-up portion of payments during adoption leave.
  • Management & Professional: Six months of sick time per illness or injury.
  • Other staff members: No accrual of sick days during adoption leave.

Vacation

Vacation benefits are offered as part of UBC’s overall commitment to help staff and faculty achieve work-life balance.

The number of vacation days you can take depends on your UBC employee group and how many years you have worked at UBC.

What’s my annual vacation entitlement?

Your vacation entitlement depends on your UBC employee group and starts from your date of hire. The following is the amount you are eligible for as a full-time employee. If you are a part-time employee, your vacation is pro-rated based on the number of hours you work (for example, if you work 50% time, you are eligible for half the vacation entitlement).

Vacation entitlements are updated in Workday during the first week of October for the next year.

UBC Employee GroupAnnual Vacation Entitlement
Administrative Executive

Your vacation entitlement is negotiated individually within your contract.

The maximum vacation carry-over allowed for Administrative Executive staff is two weeks.

BCGEU Vancouver (Child Care)
  • Year 1: 1.66 days per calendar month
  • Year 2-4: 4 weeks
  • Year 5 +: 1 extra day per year, up to a total of 5 additional days
BCGEU Okanagan
  • Year 1: 20 days (pro-rated if less than a full year’s service)
  • Year 2-6: 20 days
  • Year 7-9: 26 days
  • Year 10-14: 28 days
  • Year 15 +: 30 days

The maximum vacation carry-over allowed for BCGEU staff is 10 days with your supervisor’s approval.

CUPE 116
  • Year 1: 1.25 days per full calendar month
  • Year 2-4: 3 weeks
  • Year 5-7: 4 weeks
  • Year 8-17: 5 weeks (in addition to this entitlement, on the 14th calendar year, 1 day is added for each additional year of service, up to a maximum of 5 additional days)
  • Year 18 +: 6 weeks

Vacation in any one (1) year must take place by Dec 31st, except that at an employee’s discretion up to ten (10) days of paid vacation may be carried over for use into the following year.

CUPE 116 – UBC Aquatics Centre Permanent Staff
  • Year 1: 1.25 days per full calendar month or part month greater than one-half worked.
  • Year 2-5: 3 weeks
  • Year 6-8: 4 weeks
  • Year 9-13: 5 weeks
  • Year 14 +: 6 weeks

Permanent staff should take their annual vacation in the applicable vacation year.

CUPE 2278 – Language Instructors
  • Four weeks
CUPE 2278 – Teaching Assistants

4% vacation pay is included in your salary. If you are working a full Teaching Assistantship (12 hours per week over two terms), the 16 hours of vacation that is allotted will normally be scheduled between December 24 and January 1.

If you wish to take your vacation leave at another time, this must be approved by your supervisor.

If you are working less than a full Teaching Assistantship, your vacation time is pro-rated.

CUPE 2950
  • Year 1: 1.25 days (8.75 hours) per full calendar month
  • Year 2-4: 3 weeks (105 hours)
  • Year 5-7: 4 weeks (140 hours)
  • Year 8 +: 5 weeks (175 hours) (in addition to this entitlement, on the 14th calendar year, 1 day (7 hours) is added for each additional year of service, up to a maximum of 5 additional days (35 hours))

The maximum vacation carry-over allowed for CUPE 2950 staff is two weeks.

Executive Administrative
  • Year 1: 1.25 days (8.75 hours) per full calendar month
  • Year 2-4: 3 weeks (105 hours)
  • Year 5-7: 4 weeks (140 hours)
  • Year 8 +: 5 weeks (175 hours) (in addition to this entitlement, on the 14th calendar year, 1 day (7 hours) is added for each additional year of service, up to a maximum of 5 additional days (35 hours))

The maximum vacation carry-over allowed for Executive Administrative staff is two weeks.

Faculty and Academic ExecutiveYour vacation entitlements are arranged informally between you and your department head or director. There is a general understanding that faculty members receive one month of paid annual vacation leave each year. You must take any holidays to which you are entitled within the contract period or before any other agreed termination date.
Faculty – Librarians and Program Directors
  • Year 1: 1.67 days for each full month worked
  • Year 2-5: 4 weeks (20 days)
  • Year 6-8: 5 weeks (25 days)
  • Year 9 +: 6 weeks (30 days)

The maximum vacation carry-over allowed for Librarians and Program Directors is two weeks and cannot be compounded year to year.

As per the Memorandum of Agreement between the Faculty Association and the University, if you have been employed as a Faculty Librarian or Program Director and achieve the following employment anniversary dates in the four-year period following November 24, 2020, you will be entitled to supplemental vacation as follows:

  • 13 years continuous employment, 1 week (5 days)
  • 18 years continuous employment, 2 weeks (10 days)
  • 23 years of continuous employment, 3 weeks (15 days)
  • 33 years of continuous employment, 4 weeks (20 days)

Employees who achieve the above employment anniversary dates between November 24, 2020 to November 24, 2024, will be entitled to the supplemental vacation benefit for that year, following which, any further supplemental vacation will be discontinued.

Employees entitled to supplemental vacation will remain entitled to use that supplemental entitlement over a period of five years from the employment anniversary date on which it is granted.

Faculty – Sessional Faculty MembersAs a sessional lecturer, you will be paid 4% of gross earnings in lieu of vacation. After five consecutive years of full-time service, your vacation pay will be increased to 6% of gross earnings.
Faculty – Research AssociateYour vacation entitlement is subject to negotiation with your supervisor or department head, but is a minimum of two (2) weeks per year with salary and benefits. After five (5) consecutive years of employment you are entitled to three (3) weeks of annual vacation.
Farm Workers
  • Year 1-5: 15 days (120 hours)
  • Year 6-8: 20 days (160 hours)
  • Year 9-14: 25 days (200 hours)
  • Year 15: 26 days (208 hours)
  • Year 16: 27 days (216 hours)
  • Year 17: 28 days (224 hours)
  • Year 18: 29 days (232 hours)
  • Year 19+: 30 days (240 hours)

The maximum vacation carry-over allowed for Farm Workers is two weeks.

IUOE 115
  • Year 1: 1.25 days per full calendar month worked
  • Year 2-4: 3 weeks
  • Year 5-7: 4 weeks
  • Year 8-17: 5 weeks (in addition to this entitlement, after 14 years of service, 1 day is added for each additional year of service, up to 17 years of service)
  • Year 18 +: 6 weeks

The maximum vacation carry-over allowed for IUOE 115 staff is two weeks.

Management & Professional
  • Year 1: 1.67 days for each full month worked
  • Year 2-5: 4 weeks (20 days)
  • Year 6-8: 5 weeks (25 days)
  • Year 9 +: 6 weeks (30 days)

The maximum vacation carry-over allowed for M&P staff is two weeks and cannot be compounded year to year.

During the calendar year of your 25th year of service, you will receive a one-time additional 5 days of paid time in recognition of your long service to the university. Part-time employees will have their entitlement pro-rated based on their percentage of employment. With the advance approval of your supervisor, you may carry this entitlement for up 1 year in addition to any other approved carry over. However, if you passed 25 years of service as of 2023, you may carry over this entitlement for up to 2 years. 

Non-Union Technicians and Research Assistants
  • Years 1-5: 15 days (112.5 hours)
  • Years 6-8: 20 days (150 hours)
  • Years 9-14: 25 days (187.5 hours)
  • Year 15: 26 days (195 hours)
  • Year 16: 27 days (202.5 hours)
  • Year 17: 28 days (210 hours)
  • Year 18: 29 days (217.5 hours)
  • Year 19 +: 30 days (225 hours)

The maximum vacation carry-over allowed for Non-Union Technicians and Research Assistants is two weeks.

Postdoctoral Fellows (Award Recipients)You are not entitled to vacation payment from the university; however, should you wish to request vacation time off, please make arrangements with your supervisor.
Postdoctoral Fellows (Employees)Two weeks per year with salary and benefits. Additional vacation time may be granted at the discretion of your supervising faculty member. All vacations and leaves must be taken before the end of your appointment.
Service Unit Directors (SUD)
  • Year 1: 1.67 days for each full month worked
  • Year 2-5: 4 weeks (20 days)
  • Year 6-8: 5 weeks (25 days)
  • Year 9 +: 6 weeks (30 days)

If you have been employed as SUD staff as of December 31, 1977, please contact your HR Advisor regarding your supplemental vacation allowance.

The maximum vacation carry-over allowed for SUD staff is two weeks and cannot be compounded year to year.

Note: Negotiated individual contracts may vary.

How is my vacation calculated if I am on an unpaid maternity and/or parental leave?

Applies to Staff only:

  • BCGEU Vancouver (Child Care) and IUOE 115: No vacation accrual during maternity and parental leave.
  • BCGEU Okanagan: Full vacation accrual in the first six months of maternity and parental leave.
  • CUPE 116: Vacation is pro-rated based on the top-up portion of payments during maternity leave only. There is no vacation accrual during parental leave
  • CUPE 2950: Full vacation accrual for the first month of leave, and for the remaining maternity leave, vacation is pro-rated based only on the top-up portion of payments. There is no vacation accrual during parental leave.
  • Management & Professional: Vacation is pro-rated based on the top-up portion of payments during maternity and parental leave.
  • Other staff members: Vacation is pro-rated based on the top-up portion of payments during maternity leave only. There is no vacation accrual during parental leave.

How is my vacation calculated if I am on an unpaid adoption leave?

Applies to Staff only:

  • BCGEU Okanagan: Full vacation accrual in the first six months of adoption leave.
  • Management & Professional: Vacation is pro-rated based on the top-up portion of payments during adoption leave.
  • Other staff members: No vacation accrual during adoption leave.

What if I haven’t used all my vacation?

You are expected to use your annual vacation days each year. If you have not used all your vacation days in a year, some employee groups allow you to carry over a certain number of vacation days into the following year. See the table above for more information or see your collective agreement or employee handbook.

How do I submit a vacation request?

You should arrange your vacation requests with the head of your individual department or unit. Vacation requests can be submitted directly through Workday and be routed to your manager for review and approval. Ask your department manager or director for details about your vacation benefits.

Login to Workday

For Workday resources and help visit the Integrated Service Centre.

How is my vacation pay calculated?

Your UBC employee group and your length of employment determine how much vacation you are eligible for. Generally, the longer you have been employed at UBC, the more vacation time you are entitled to receive. For long-time employees, you may qualify for additional vacation days up to a specified maximum.

Vacation pay is calculated in weeks and/or days over a standard calendar year (January 1 to December 31). When you are hired and when you officially resign or retire as a UBC employee will impact how your vacation pay is calculated.

Do I get time off over the Winter holidays?

Some employees are eligible for paid leave over the Winter holidays. You are eligible for paid leave during the period between Christmas/Boxing Day and New Year's Day if you are a member of one of the following employee groups:

  • Administrative Executive
  • BCGEU Okanagan
  • CUPE 116
  • CUPE 2950
  • Executive Administrative
  • IUOE 115
  • Management & Professional

See Winter leave for more information.

Benefits coverage while on a leave

When you are on a leave, you can choose to keep your benefits or cancel your benefits.

 

These benefits include Extended Health, Dental, Employee and Family Assistance Program, Basic Group Life, Optional Life/AD&D, and the Income Replacement Plan/Disability Benefit Plan. You can also choose to continue making contributions to your UBC Staff or Faculty Pension Plan.

Once your leave has been processed in Workday, you will receive a Benefits Task in your Workday inbox to make your elections for On Leave benefit plans. You are responsible for paying the full cost (employee plus employer share) for any benefits you choose to continue while on a leave not covered by the BC Employment Standards Act. Once you submit your benefit elections, a Benefits Partner from Payroll will check that your benefits elections are correct and notify you of the monthly cost and next steps.

For short-term unpaid leaves that are five days or less, the process to continue and reinstate your benefits is different. If you are on an unpaid leave that is five consecutive days or less, your benefits will automatically continue and the pro-rated cost of the benefits will be charged on your paycheque when you return.  If you do not want to continue your benefits, you will receive a notification to do this in Workday. If you discontinue any of your benefits while on a short-term unpaid leave, you will have to re-enroll in Workday for some of the benefits.  Please see Reinstating your benefits upon return to work section below. 

Keeping your benefits and maintaining your pension

For compassionate care, family caregiving, maternity, parental or adoption leaves

If you wish to keep some or all of your benefits, UBC will continue to pay the employer portion of your benefit premiums and you are responsible for paying the employee portion of the premiums that are normally deducted from your paycheque.

You are eligible for the Tuition Waiver during this time.

The Benefits Cost Calculator can tell you what it will cost you to maintain your benefits while on leave.

During your leave, UBC will maintain your pension by contributing the employer portion, only if you continue to contribute the employee portion.

For all other leaves, including any approved leave beyond the BC Employment Standards Act

If you wish to keep some or all of your benefits, you are responsible for paying the full cost (employee plus employer portion) of the premiums. This means that you must pay both the employee and employer share of the premium or contribution (for pension).

There are two exceptions to this:

  1. During the first month of unpaid leave (does not include Layoff with Recall Rights), CUPE 2950 employees do not pay the Dental premium;
  2. For unpaid leave less than one month, BCGEU Okanagan employees do not pay the employer share of the benefits premium. For the pension contribution, the University will contribute the employer portion if the employee continues their portion.

You are not eligible for the Tuition Waiver during this time.

The Benefits Cost Calculator can tell you what it will cost you to maintain your benefits while on leave.

For CUPE 116 and CUPE 2950 employees only, your Union may cover the cost of certain premiums for a specified length of time during an unpaid medical leave. For more information, contact UBC Payroll.

Cancelling your benefits

You can also choose to cancel some or all of your benefits while on leave.

Failing to pay your premiums is considered canceling benefits.

Income Replacement Plan/Disability Benefit Plan

If you decide to cancel your IRP/DBP coverage while on leave, you are not eligible to apply for a disability claim for any illness or injury that occurred while you are on leave.  You are also unable to retroactively pay for coverage.

Reinstating your benefits upon return to work

If you cancel your benefits while on leave, your benefits will not be reinstated until you come back to work:

Some benefits will be automatically reinstated if you were enrolled before your leave.

  • Basic Group Life Insurance, Income Replacement Plan/Disability Benefit Plan and the Employee and Family Assistance Plan will be automatically reinstated on the date you return to work. You will receive a notification in Workday to re-enrol in the extended health, dental and Pension plans. You can complete your re-enrolment for these plans directly in Workday.

For Optional Life Insurance and Optional Accidental Death & Dismemberment Insurance, you will need to reapply for coverage and complete another Statement of Health to Sun Life for review and decision.

 

Login to Workday

For Workday resources and help visit the Integrated Service Centre.

Helping faculty and staff in distress: The Orange Folder

The Orange Folder is designed to guide UBC faculty and staff to respond to a person having a mental health crisis or emergency.

Everyone plays an important role in creating healthy and respectful work environments. In your role as a UBC faculty or staff member, you may be the first person to see signs that a colleague is in distress, or they may come to you specifically for help. Use this information to familiarize yourself with common signs of distress and the steps you can take to offer assistance.

For broad mental health resources, please visit Faculty and staff mental health resources.

Banner for the Orange Folder with text "Orange Folder Faculty and Staff Guide

Access the Orange Folder

This printable guide, has been designed for all UBC faculty, staff and leaders who are looking to assist colleagues in distress. The guide includes emergency response information and resources to respond immediately to a mental health crisis.

Download and print the Orange Folder

Orange Folder: Comprehensive version

We have also developed a more comprehensive version of the Orange Folder, with expanded resources and guidance. This 5-page version of the Orange Folder includes additional resources, advice for responding with care, and guidance on the UBC processes and resources available to ensure continued support and aftercare for a colleague after a mental health crisis.

This version is ideal for: front-line staff, managers, and supervisors, and anyone who wants to take a deeper dive into the steps, resources, and guidance recommended to assist a faculty or staff member in distress. 

Download and print the Comprehensive Orange Folder

Need additional support?

Concerned about a student? Learn more about how to assist a student in distress.

In need of support for someone who has experienced sexual assault or other forms of sexual violence? Learn more about UBC’s Sexual Violence and Response (SVPRO) office.

For questions about the Orange Folder, please contact hr.healthwellbeing@ubc.ca (UBC Vancouver) or Amanda Swoboda (UBC Okanagan).

Disability benefits for BCGEU Vancouver (Child Care), BCGEU Okanagan, executive administrative, farm workers, IUOE 115 and non-union technicians & research assistants

If you are on short-term sick leave or unpaid medical leave and unable to work for six months or more due to illness or injury, you may qualify for long-term disability, which will provide you with a monthly income at a percentage of your regular salary.

Your long-term disability plan is called the Disability Benefit Plan (DBP). Sun Life is UBC’s insurer for the DBP.

The information applies to you if you are a member of one of the following employee groups:

  • BCGEU Vancouver (Child Care),
  • BCGEU Okanagan,
  • Executive Administrative,
  • Farm Workers,
  • IUOE 115 and
  • Non-Union Technicians & Research Assistants.

When you should apply

If you are in your third month of absence from work due to illness or injury and it does not seem that you will be able to make a full return to work, you should apply for long-term disability. To get started, email disabilityclaims.info@ubc.ca to learn how to apply for benefits and to obtain the application forms you’ll need.

If you are on an unpaid medical leave

If you have used up your paid short-term sick leave days and have not yet completed the elimination or waiting period for the DBP, you will be placed on an unpaid medical leave. During your unpaid leave, you have the option to continue receiving coverage for your DBP and your other benefits if you pay the full cost of these premiums.

If you are on an unpaid leave of absence during the elimination period, you will receive a Benefits Task in your Workday inbox to make your elections for On Leave benefit plans.  Once you submit your benefit elections, a Benefits Partner from Payroll will check that your benefits elections are correct and notify you of the monthly cost.

If you decide not to continue your DBP coverage or fail to pay your premiums, you are no longer eligible to receive DBP benefit payments after the qualification period. Your coverage will be reinstated when you return to active work.

Your responsibilities

If you are receiving DBP benefit payments, you are expected to make reasonable efforts to:

  • recover from your disability, including participating in any reasonable treatment or rehabilitation program and accepting any offer of reasonable modified duties from UBC, and
  • obtain benefits that may be available from other sources.

Your DBP benefit payments may be withheld or discontinued if you do not fulfill these responsibilities.

For more information

The outline above is a descriptive summary of the plan and is not a contract. All terms and conditions are governed by Contract Number 100328 with Sun Life Assurance Company of Canada. In the event of a discrepancy, benefits will be paid according to the official document and applicable legislation. For complete details about your Disability Benefit Plan, refer to the Sun Life benefits booklet.

If you were disabled prior to April 1, 2013, please refer to the Sun Life benefits booklet for Contract Number 023218.

Disability benefits for Management & Professional, Service Unit Director, CUPE 2278 and administrative executives enrolled in the Staff Pension Plan

If you are on short-term sick leave or unpaid medical leave and unable to work for six months or more due to illness or injury, you may qualify for long-term disability, which will provide you with a monthly income at a percentage of your regular salary.

Your long-term disability plan is called the Disability Benefit Plan (DBP). Sun Life is UBC’s insurer for the DBP.

The information applies to you if you are a member of one of the following employee groups:

  • Administrative Executives enrolled in the Staff Pension Plan,
  • CUPE 2278, or
  • Management & Professional (including Service Unit Director).

If your annual 2026 salary is more than $218,456.79 and you were hired on or after January 1, 2007, please see refer to the long-term disability information on the Faculty page.

When you should apply

If you are in your third month of absence from work due to illness or injury and it does not seem that you will be able to make a full return to work, you should apply for long-term disability. To get started, email disabilityclaims.info@ubc.ca to learn how to apply for benefits and to obtain the application forms you’ll need.

If you are on an unpaid medical leave

If you have used up your paid short-term sick leave days and have not yet completed the elimination or waiting period for the DBP, you will be placed on an unpaid medical leave. During your unpaid leave, you have the option to continue receiving coverage for your DBP and your other benefits if you pay the full cost of these premiums.

If you are on an unpaid leave of absence during the elimination period, you will receive a Benefits Task in your Workday inbox to make your elections for On Leave benefit plans.  Once you submit your benefit elections, a Benefits Partner from Payroll will check that your benefits elections are correct and notify you of the monthly cost.

If you decide not to continue your DBP coverage or fail to pay your premiums, you are no longer eligible to receive DBP benefit payments after the qualification period. Your coverage will be reinstated when you return to active work.

Your responsibilities

If you are receiving DBP benefit payments, you are expected to make reasonable efforts to:

  • recover from your disability, including participating in any reasonable treatment or rehabilitation program and accepting any offer of reasonable modified duties from UBC, and
  • obtain benefits that may be available from other sources.

Your DBP benefit payments may be withheld or discontinued if you do not fulfill these responsibilities.

 For more information

The outline above is a descriptive summary of the plan and is not a contract. All terms and conditions are governed by Contract Number 100328 with Sun Life Assurance Company of Canada. In the event of a discrepancy, benefits will be paid according to the official document and applicable legislation. For complete details about your Disability Benefit Plan, refer to the Sun Life benefits booklet.

Management & Professional

If you were disabled prior to June 1, 2010, please refer to the Sun Life benefits booklet for Contract Number 023218.

CUPE 2278

If you were disabled prior to December 1, 2010, please refer to the Sun Life benefits booklet for Contract Number 023218.

UBC Hiring Solutions

UBC's In-House Recruitment Agency

Hiring Solutions is UBC’s in-house recruitment agency, supporting both temporary and permanent recruitment across the University. From entry-level roles to senior leadership, we deliver flexible, customized hiring solutions at competitive rates. As experts in recruitment at UBC, we work in close partnership with our clients and remain readily available to consult on any staffing need, large or small.

Current Temps: Login to the Timesheet Portal (CWL required) to enter your hours and view our Policies.

Hiring Managers: For managers and leaders, Hiring Solutions can help you quickly find the right people for both short- and long-term roles. If you're looking for recruitment support, visit the UBC Hiring Solutions page (CWL required) to find out more about our services and how we can meet your recruitment needs. You’ll also find key resources, including FAQs tailored for Hiring Solutions staff. Discover how we can streamline your recruitment process and provide expert solutions for your team.

Start your UBC journey with temporary work.

Welcome to UBC Hiring Solutions. We're your starting point for a career at one of Canada's top universities. Whether you're an experienced professional or looking for a chance to learn, UBC has temporary roles across many departments. Each year, nearly 200 individuals join UBC through Hiring Solutions.  We're here to find the right fit for both you and the department.

Discover ubc through temporary work

  • Diverse opportunities: Explore roles in admin, clinical, and finance that match your skills and interests.
  • Valuable experience: Gain software skills and hands-on experience within multiple departments in our ever-evolving academic environment.
  • Internal applicant status: Gain the inside track when applying for internal positions. More than 100 Hiring Solutions temps move into permanent roles at UBC per year.
  • Staying on at UBC: Temp jobs often turn into permanent roles.
  • Benefits (for select temps): Family building benefits, tuition reimbursement.

 

APPLY NOW

Our Process

  1. Apply for admin, clinical, and finance roles that fit your skills.
  2. Complete a pre-recorded video interview
  3. Take skills tests
  4. Attend a real-time virtual interview
  5. Provide reference checks
  6. Join ready to hire pool
  7. Get hired and placed in assignments

 

What to expect

  • Skill-based placement: We match you with assignments based on your skills and experience.
  • Flexible duration: Assignments can last from one week to one year.
  • Commitment required: Declining assignments may affect your future placements.
  • Hourly pay: Pay varies by assignment and is hourly.
  • Flexible work: Be ready for different tasks. Work hours are not guaranteed.
  • Continuous employment: We endeavour to keep you in back-to-back assignments.

 

Common requirements

  • University undergraduate degree in a related field, with additional training in office procedures
  • Three-plus years of recent related experience in a professional office environment, OR one year of administrative or finance experience using Workday in a post-secondary setting.
  • Strong communication and organizational skills, able to work well in a team.
  • Adaptability, attention to detail, and commitment to diversity and confidentiality.

 

Get Started

Join us at UBC and be part of a vibrant community dedicated to excellence, innovation, and inclusivity. 

Get started by browsing the temporary positions that match your skills and interests from one of the three job categories: 

  • Admin/Clerical Support
  • Clinical/Medical Office Assistant/Receptionist
  • Financial Processing Specialist 

You can view listings, learn more and apply via the button, below.

Learn more & apply

Success Stories

"I am genuinely grateful for the unwavering support extended by each member of the team. The wealth of experience and knowledge I have acquired during the past years is truly exceptional, and I am wholeheartedly thankful for all the opportunities of UBC Hiring Solutions assigning me in numerous significant roles across the campus."

– Edrees Kakar, Department of Ophthalmology

Get in touch

Contact Hiring Solutions with any inquiries or to learn more. 

 

Disability benefits for CUPE 2950

If you are on short-term sick leave or unpaid medical leave and unable to work for four months or more due to illness or injury, you may qualify for long-term disability, which will provide you with a monthly income at a percentage of your regular salary.

Your long-term disability plan is called the Disability Benefit Plan (DBP). Sun Life is UBC’s insurer for the Disability Benefit Plan.

When you should apply

If you are in your second month of absence from work due to illness or injury and it does not seem that you will be able to make a full return to work, you should apply for long-term disability. To get started, email disabilityclaims.info@ubc.ca to learn how to apply for benefits and to obtain the application forms you’ll need.

If you are on an unpaid medical leave

If you have used up your paid short-term sick leave days and have not yet completed the elimination or waiting period for the DBP, you will be placed on an unpaid medical leave. During your unpaid leave, you have the option to continue receiving coverage for your DBP and your other benefits if you pay the full cost of these premiums.

If you are on an unpaid leave of absence during the elimination period, you will receive a Benefits Task in your Workday inbox to make your elections for On Leave benefit plans.  Once you submit your benefit elections, a Benefits Partner from Payroll will check that your benefits elections are correct and notify you of the monthly cost.

If you decide not to continue your DBP coverage or fail to pay your premiums, you are no longer eligible to receive DBP benefit payments after the qualification period. Your coverage will be reinstated when you return to active work.

Your responsibilities

If you are receiving DBP benefit payments, you are expected to make reasonable efforts to:

  • recover from your disability, including participating in any reasonable treatment or rehabilitation program and accepting any offer of reasonable modified duties from UBC, and
  • obtain benefits that may be available from other sources.

Your DBP benefit payments may be withheld or discontinued if you do not fulfill these responsibilities.

 

For more information

The outline above is a descriptive summary of the plan and is not a contract. All terms and conditions are governed by Contract Number 100328 with Sun Life Assurance Company of Canada. In the event of a discrepancy, benefits will be paid according to the official document and applicable legislation. For complete details about your Disability Benefit Plan, refer to the Sun Life benefits booklet.

If you were disabled prior to December 1, 2010, please refer to the Sun Life benefits booklet for Contract Number 023218.

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