UBC performance conversation cycle

Performance conversations contain the following activities that are determined, in part, by where you are in the annual performance cycle:

• Setting performance and development expectations.
  Aligned to the role, desired outcomes, level of experience, and job classification.
• Agreeing to performance and learning goals.
  Relevant to strategic objectives, expertise, interest, and feedback received.
• Making time for regular check-ins about performance, progress, and wellbeing.
  Everyday conversations, check-ins, status updates, troubleshooting and relationship building.
• Reviewing performance and learning outcomes against agreed-to goals and expectations.
  An opportunity to reflect on accomplishments, learning, and actual versus desired outcomes.

Performance conversation principles

UBC strives to cultivate the conditions where employees can thrive and grow. When it comes to performance conversations, adhering to a few important principles can enhance the experience for everyone.

Phase 1: Prepare for the performance conversation

Prepare and enhance your performance conversation by attending to the following:

• Identify a meeting space (in person or virtual) that is safe, accessible and confidential.
• Consider your positionality and demonstrate that you care, are attentive, genuine, open-minded and curious.
• Ensure you are inclusive and equitable in your approach.
• Develop your leadership competencies and skills to create a psychologically safe space and workplace.
• Create time to reflect and document employee strengths and specific and respectful feedback to share in person.
• Adjust your style to align with each employee’s needs and preferences.

Phase 2: Have the performance conversation

Use the Connect, Open, Explore and Close (COEC) conversation model to structure and enhance your performance conversations. The approach provides managers and employees with guiding principles and questions and can be easily applied when preparing to engage in annual and ongoing performance and development conversations.

• Considerations for managers/reviewers when conducting a probationary review (.pdf)
• Considerations for managers/reviewers when conducting a non-probationary review (.pdf)

If you require further assistance with performance review process, please contact your HR Advisor or Associate. 

Recommended performance review schedule

View the recommended performance review schedule based on your staff member's employment group. 

Performance development tools – Vancouver campus

Performance development tools – Okanagan campus

Intro to Managing Underperformance Toolkit

Managers and people leaders can make use of a step-by-step introductory guide for circumstances related to managing underperformance of direct reports. 

View Managing Underperformance Toolkit (PDF)

Conflict in the workplace and/or performance concerns

In the workplace, conflicts can arise from various sources, including strained relationships, ineffective communication issues, differing values, goals, interests, and perceptions or structural/organizational issues. These conflicts can lead to poor employee performance, which can negatively impact the work of the entire team.

As a manager, it's your responsibility to address internal conflicts and underperformance issues as soon as possible. By doing so, you can provide your team members with the opportunity to succeed in their roles, improve their performance, and increase their engagement. Managing underperformance can also put performance back on track, which can have a positive impact on the work of the whole team.

If you're experiencing conflict issues or underperformance circumstances with your staff members, we encourage you to contact your HR representative. They can provide you with the necessary support and help you identify a plan to address the situation. 

Managing internal conflicts and underperformance is critical to maintaining a productive and positive workplace environment. By addressing these issues promptly and effectively, you can ensure the success of your team and the organization.

If you work past 65, your benefits coverage will depend on whether you opt to receive or defer your pension. 

Staff Members Working past the age of 65 

Benefits while working after the normal retirement date

The maximum length of time you can choose to defer your pension is the end of the year in which you turn 71.

If you choose to continue to work past your normal retirement date and do not access the funds in your pension account balance, you will continue to receive your benefits, in a modified form. You will continue to receive the modified benefits described below until you begin accessing your pension account balance at the end of the year in which you turn 71, which is the age you must start receiving your pension in accordance with the Income Tax Act.

Extended health, dental and Employee and Family Assistance Program

Coverage continues under the terms of the plans.

Long-term disability (Income Replacement Plan or Disability Benefit Plan)

Your long-term disability coverage will have ended six months before your normal retirement date (four months for CUPE 2950 employees).

Basic life insurance

Your basic life coverage will be reduced from two times your annual basic earnings to one times your annual basic earnings. See the life insurance page  in the benefits section about the option to convert your reduction in basic life coverage to an individual plan.

Optional Life, Optional Accidental Death and Dismemberment (AD&D) – Employee

Your Optional Life and Accidental Death and Dismemberment coverage will continue under the terms of the Plan.

Optional Life, Optional Accidental Death and Dismemberment (AD&D) – Spouse

Your spouse’s Optional Life and Accidental Death and Dismemberment coverage ends on your normal retirement date. Learn about the option to convert your spouse’s Optional Life and AD&D coverage to an individual plan on the benefits section life insurance page.

Group Pension Plan

Your UBC pension plan or BCGEU Childcare pension plan remains in place under the terms of the plan and applicable legislation.

Sick leave

There are no changes to your ability to access short-term sick leave.

Unpaid leave

If you're unable to perform your duties because of illness or injury and you have used up your short-term sick leave bank, you may take an unpaid medical leave of absence. During your unpaid leave of absence, you can choose to maintain some or all of your benefits (including your pension) at your own cost.
 

There are two exceptions:

• Professional and personal development benefits: If you're eligible for professional development funds and the tuition waiver, you can still access these benefits if you work beyond your normal retirement date. Please note that B.C. residents who are citizens or permanent residents of Canada and who are 65 and older can register directly with Student Services for courses with full waivers for application, tuition and student fees. In this case, you do not need to request a Tuition Waiver.
• Eligible members of Faculty and the Academic Executive employee groups can also continue to access the tuition waiver for dependent children. 

Benefits considerations at age 71

If you continue working past the age of 71, you're required by law to begin accessing your pension.

You're no longer eligible for UBC benefits and your coverage will end as is described in the section above.  You'll continue to be eligible for sick leave, vacation and leaves and professional and personal development benefits.

Details by employee group

For more information, please see the letters of agreement for your employee group below. Note there's no letter of agreement for the Farm Workers employee groups.

• BCGEU Vancouver Childcare (pdf)
• BCGEU Okanagan (pdf)
• CUPE 116, CUPE 2278 and CUPE 2950 (pdf)
• IUOE 115 (pdf)
• Management and Professional: Administrative Executive and Management & Professional (pdf)
• Non-union:
  • Executive Administrative (pdf)
  • Non-Union Technicians and Research Assistants (pdf)

If you're an active Faculty member working beyond your Normal Retirement Date, your benefits will change as per Article 7.12 of Part 2 of the Collective Agreement (salary & economic benefits).

UBC staff can access professional development funds to support career growth at the university.

View information for staff on how to access PD funds, including steps to take, how to view your PD balance, and how to claim a reimbursement in Workday for your out-of-pocket or departmental PD expenses. 

Current funding year 

Before submitting a claim, make sure to review the following steps:

1. Review guidelines: Review the PD fund guidelines for your employee group below.
2. Check balance: Check your available PD fund balance in Workday. View instructions.
3. Select PD activity: Select a PD activity that supports your professional development goals and fits within the PD fund guidelines for your employee group.
4. Get approval: Speak to your manager about your learning goals and selected PD activity to ensure that they also agree that your PD activity falls within your employee group's PD fund guidelines.
5. Make purchase: Make your PD fund related purchase.
6. Submit claim for reimbursement: Submit your claim for reimbursement in Workday within 90 days of the original purchase date. View instructions. 

Preparing claims for the 2025-2026 funding year

The 2025-2026 funding year runs from April 1, 2025, to March 31, 2026. 

Claims for the current funding year can be filed in Workday from April 1, 2025 to February 28, 2026

You can submit claims for eligible expenses purchased within the past 90 days. The PD event itself may occur before or after April 1, 2026.

Note 1: You cannot split a single expense purchase across two funding years. For instance, a $500 conference fee payment cannot be claimed as $250 this funding year and $250 in the next funding year. However, separate expenses (e.g., conference registration in current funding year, associated flight in the next funding year) can be claimed if they meet all other eligibility criteria. 

Note 2:  If you have exhausted your current year funding, you can hold onto your receipt and submit on or after April 1, 2026 for the next funding year provided you submit your claim within 90 days of the original purchase date. For example, if you paid for a workshop on January 6, 2026, you may submit a claim starting April 1 but no later than April 6, 2026.

Funding guidelines by employee group

The funds are negotiated as part of the collective agreement bargaining process for most employee groups.

balance-anchor

How to check your PD fund balance 

Your PD fund is set up in Workday as a "reimbursable allowance plan". View the related knowledge base article to help you find your PD fund details in Workday.

• Check my PD Fund balance — View My Professional Development Funds

If you are a member of an eligible employment group but are not enrolled in a PD fund, please contact the Integrated Service Center for assistance .  

submit-anchor

How to submit your claim

Your PD fund claims can be submitted directly through Workday. View related knowledge base articles to help you get started.

• Get reimbursed for my PD fund expense (my out of pocket and my UBC credit card expenses) — Claim expenses against my PD Funds
• Get reimbursement for my department (expenses paid upfront by department) — Transfer PD Funds reimbursement to my department

For more knowledge base articles, claim assistance and general help with Workday, visit the Integrated Service Centre. 

Reimbursement Process:

Your claim will be normally be reviewed by a PD Fund Expense Partner within 5 business days, however the review time may take longer during peak claim periods or if you submit an incomplete claim. You will receive the claim back if the PD Fund Expense Partner requires additional information or if your claim is ineligible for reimbursement. 

After the PD Fund Expense Partner review, your manager or supervisor will review your claim as it relates to your current role and career growth at UBC, and approve directly in Workday.

Overall you should allow up to three weeks for the approval workflow to be completed and for Human Resources to process the reimbursement through Workday.

• If you paid out of pocket, you'll be reimbursed by direct bank deposit.
• If you paid with a UBC credit card (card in your name), your expense will be reconciled directly from your PD Funds.
• If your department paid on your behalf, your department will be reimbursed directly by general ledger credit. 

Eligible expenses

Funds can be used for a variety of professional development activities that will enhance your role-related knowledge, skills and performance as well as contribute to your career growth at the university.

• Receipts must be submitted in Workday within 90 days of the original purchase date to qualify for reimbursement.
• Please note that you cannot split the cost of a PD related expense between two funding years. 

The funds aren't intended to cover job-required expenses such as job-required training, professional memberships or ongoing accreditation. These expenses should continue to be paid by your department. 

Examples of eligible expenses for staff 

• resource books and professional journals
• registration fees for courses, workshops, exams, webinars, and conferences
• professional memberships and certifications that are not required for your job
• one-on-one career coaching fees, when provided by an ICF – credentialed coach
• travel and accommodation for out-of-town conferences, as per Policy FM8 – Business Expenses  and related documents

Examples of ineligible expenses for staff 

• activities or travel to fulfill required work-related responsibilities
• activities taken for health and wellness, general interest, or recreational purposes (including related equipment).
• activities taken for the purpose of leaving employment with UBC (MCAT or LSAT exam preparations as example) .  
• local travel expenses ( parking, gas, meals, transit)
• academic student fees
• application software or licensing (examples such as adobe creative cloud & acrobat pro, lucidchart, trello)
• home phone, data or internet plans
• electronics such as  laptops, ipads, mobile phones, e-readers,
• office equipment or supplies

The funding provided is not included as taxable income on your T4 slip. In order to maintain this non-taxable benefit status of the PD funds you receive, UBC as your employer, must be the primary beneficiary your PD activity. 

Additionally, this means that  you cannot claim the value of any funds received through this program as part of a tuition tax credit or for any other credit on  your annual tax return. Please refer to Canada Revenue Agency – Eligible Tuition Fees for more information.

What managers need to know

As a manager or supervisor, you are responsible for reviewing the relevance of your staff's PD fund claim as it relates to their current role and career growth at UBC, and for approving their PD fund claim in Workday. 

View more information on the Approving Professional Development Fund claims page for managers and administrators (CWL protected). 

Questions?

If you have questions about Workday or how to submit a PD fund claim, please contact the Integrated Service Centre (ISC) .

If you have questions about Staff PD Funds guidelines contact the Workplace Learning Associate in Human Resources at email: pd.funds@ubc.ca 

Retirement planning resources, along with basic information about benefits and life insurance considerations and options for staff and faculty.

Retirement and pensions

Retirement can mean different things to different people and can bring up a variety of emotions. As a transition in the employee life cycle, we understand how important it is that you have the tools to plan your retirement.

Retiring represents a significant life transition that requires planning and preparation. Here’s what you need to know:

• Visit UBC Pensions to learn more about the pension options available to you when you retire.
• You have 31 days from your retirement date to enrol in the optional Retirement and Survivor Benefit Program to receive extended health and dental coverage.
• You may want to convert your life insurance to an individual plan.
• The Employee and Family Assistance Program is available to offer counselling and support.

Normal retirement date

Your normal retirement date depends on your employee group.

If you're a member of the Academic Executive or Faculty, your normal retirement date is June 30 or December 31 following (or on) the date you turn 65.

For all other employee groups, your normal retirement date is the last day of the month you turn 65.

You may be able to work past your normal retirement date. 

Health benefits after retirement

See the pension and retirement benefits page for information on what happens to your benefits after retirement.

Life insurance

When you retire, you have the option of converting your life insurance from UBC's group plan to an individual plan. For more information, visit the Life Insurance Conversion page.

Your basic group life insurance, optional life insurance, and accidental death and dismemberment insurance plans expire on your last day of employment. You can convert one or more of these plans to individual policies so that you continue to hold insurance coverage.

Retirement planning for faculty

Learn about the resources and information available for faculty retirement and planning.

Reduced Work Policy (HR9) for staff 

In accordance with UBC’s Reduced Work Policy (HR9), staff members have the option to apply for a reduced workload leading up to an agreed upon retirement date. This will result in a reduction of volume and/or scope of work of up to 50%, and corresponding reduction in FTE, while retaining full pension for up to three years prior to retiring. An application under UBC’s Policy HR9 is voluntary and is subject to the staff member meeting the eligibility criteria outlined in the policy. 

From giving notice to your manager to getting paid for unused vacation and filling out an exit survey, there are a few considerations to keep in mind when leaving UBC.

Giving notice

Before ending your employment, you'll need to let your manager know you're leaving. The length of time needed for giving notice varies by employee group. Here's how much notice you need to give, based on your union or affiliation:

• CUPE 2950: 10 working days
• CUPE 116 (Regular employees): One month
• CUPE 116 (All other employees with three months continuous service or more): One week
• CUPE 2278:
  • Component 1 - TA: 10 working days
  • Component 2 - ELI: Three weeks
• BCGEU (Child Care): One month
• Management and professional: One month
• Non-union technicians: Three weeks
• Executive administrative: Three weeks

Unused vacation

If you have unused accumulated vacation when you leave UBC, you'll be paid for it on your last paycheque. For more information, contact your administrator, or review your employee group’s handbook or agreement.

Benefits and pension

Take care of any outstanding benefits claims and familiarize yourself with what happens to your benefits, including life insurance, when you leave the university.

If you leave UBC for any reason after age 55, you may be eligible for retirement and survivor benefits.

Learn more about you benefits and pension when Leaving UBC. 

Former employee access to Workday

Employees who leave UBC after November 1, 2019 can access Workday using their existing CWL and password for 18 months past their termination date to access their pay and tax slips. In some instances, former employees may be able to access other UBC systems (FASMail, Library, Parking, etc.) for up to 9 months from their termination date.  Please talk to your manager prior to leaving UBC if you would like to request this additional access. 

Please remember to update your contact information (email, phone, address) in Workday prior to departing UBC.

For more information on access to financial documents in Workday after leaving UBC, visit the UBC Finance Former Employee webpage. 

Retiring at UBC

Retirement can mean different things to different people and can bring up a variety of emotions. As a transition in the employee life cycle, we understand how important it is that you have the tools to plan your retirement.

Learn more about Retirement at UBC and visit the UBC Pensions website to learn more about your pension benefits upon retirement.

Review the statutory holidays observed by UBC. 

2026 statutory holidays

JANUARY

FEBRUARY 

*UBC includes Easter Monday and Boxing Day on its list of statutory holidays.

Related resources

Visit the Vacation and leaves page for vacation information and specific guidelines around Winter leaves, which vary by employee group.

For more information on statutory holidays, please view your collective agreement or employee handbook.

UBC administrators can visit the Statutory holiday pay page.

If you are leaving or retiring from your job at UBC, you likely have some questions about what will happen to your benefit coverage, pension and other issues.

This is explained in more detail below, but here’s a summary of some of what you need to know:

• Your health care benefits – such as extended health and dental plans – will end at the end of the month of your last day worked. However, if you are working in British Columbia under a Work Permit, your health care benefits will end on the last day of the month which your Work Permit expires if this date is prior to or on your last paid day.
• Your life insurance ends the last day you work. However, you can apply to convert your life insurance coverage to an individual plan.
• If you are a staff member with unused accrued vacation time, it will be paid out either on your last paycheque or by printed cheque.
• If you are receiving a Supplemental Employment Benefit (SEB) as part of your maternity or parental leave, this benefit ends on your last day of employment. Please note that if you are employed as a UBC staff member, you are required to repay the amount of your SEB top-up if you do not fulfill the six-month return to work requirement.
• If you are a member of the UBC Staff or Faculty Pension Plan, you will need to make some decisions about the pension benefits you’ve accumulated during your employment.

When will my benefits end?

Extended Health and Dental Plans

If you are enrolled for Extended Health and Dental through UBC, your coverage will end at the end of the month of your last day worked. 

You have 90 days from the date your coverage ends to submit any claims to Sun Life for reimbursement.

You can purchase coverage for extended health and dental plans from many different insurance companies, including UBC’s provider, Sun Life.  The advantage of choosing a product with Sun Life is that you will not be required to submit medical information as part of your application.  For more information on Sun Life’s individual insurance products, visit Sunlife My Choice Plans or call Sun Life directly at 1-877-893-9893.

If you are 55 or older, another option available to you is the UBC Retirement and Survivor Benefits (RSB) Program.  The RSB offers a continuation of group benefits to UBC community members who retire or leave UBC after age 55. The coverage is not the same as that offered to current UBC employees and you are responsible for paying the monthly premiums. If you’d like to enrol in the program, you must do so within 31 days of your benefits ending as an active employee at UBC.

Employee and Family Assistance Program

Your EFAP coverage ends three months from the first of the month on or following your last day worked.

Life insurance

Your Life Insurance coverage ends on your last day worked. This also applies to your (and your spouse’s, if applicable) optional life insurance and optional accidental death and dismemberment insurance. However, you can convert your coverage into an individual insurance policy or opt for a different one. For more information, visit the Life Insurance Conversion page. You have 31 days from your last day of work to convert your group insurance through UBC into an individual policy.

Long-term disability plan (Income replacement plan/disability benefit plan)

Your Long-term Disability coverage ends on your last day worked.

Tuition fee waiver

Your UBC Tuition Fee Waiver ends on your last day worked at UBC. However, if you are taking a course that began before your last day of work, you will continue to be covered by the UBC Tuition Fee Waiver, provided you already applied for and received the benefit.

Professional Development Reimbursement Fund

Please contact pd.funds@ubc.ca with questions about your professional development funding.

Vacation leave (staff only)

If you have unused accrued vacation time, it will be paid out either on your last pay cheque or by printed cheque. For more information, contact Payroll.

Supplemental Employment Benefit (SEB)

If you are receiving benefits through the Supplemental Employment Benefit (SEB) Program, your benefit will end on your last day of employment. Please note that if you are employed as a UBC staff member, you are required to repay the amount of your SEB top-up if you do not fulfill the six-month return to work requirement. For more information, contact Payroll.

Pension

If you are a member of the UBC Staff or Faculty Pension Plan, visit the UBC Pensions website to learn more about the decision you need to make about the pension benefits you have accumulated during your time at UBC.

Retiring represents a significant life transition that requires planning and preparation. Here’s what you need to know:

• Visit the UBC Pensions website to learn more about the pension options available to you when you retire.
• You have 31 days from your retirement date to enrol in the optional Retirement and Survivor Benefit Program to receive extended health and dental coverage.
• You may want to convert your life insurance to an individual plan.
• The Employee and Family Assistance Program is available to offer counselling and support.

What is my normal retirement date?

Your normal retirement date depends on your employee group.

If you are a member of the Academic Executive or Faculty, your normal retirement date is June 30 or December 31 following (or on) the date you turn 65.

For all other employee groups, your normal retirement date is the last day of the month you turn 65.

You may be able to work past your normal retirement date.

Your pension

Visit the UBC Pensions website to learn more about your pension options when you retire. UBC Pensions offers workshops and seminars to help you understand the options available to you.

When will my benefits end?

Visit the Leaving UBC website to learn when your benefits will end.

Health benefits after you retire

When you retire, you can no longer access the same benefits that were available to you as a UBC employee. However, if you are 55 or older when you retire, you can choose to sign up for the UBC Retirement and Survivor Benefits (RSB) Program, which offers three plans: Extended Health, Dental and the Employee and Family Assistance Program. The coverage is not the same as that offered to current UBC employees and you are responsible for paying the monthly premiums. If you’d like to enrol in the program, you must do so within 31 days of retiring. You cannot apply after this date.

Life insurance after you retire

Your life insurance coverage expires on your last day of employment at UBC. However, you can apply to convert your life insurance from the UBC group plan to an individual plan. After your last day of work at UBC, you have 31 days to convert your Basic Group Life, Optional Life or Accidental Death and Dismemberment insurance plans from a group to an individual policy without having to provide a Health Statement to Sun Life. You are responsible for arranging this coverage and paying the premiums associated with any individual policies directly to Sun Life.

For more information, visit the Life Insurance Conversion page.

Retirement planning and financial advice

UBC’s Employee and Family Assistance Program offers counselling, support and resources to help you plan for retirement and make better-informed spending, saving and debt management decisions. The combination of comprehensive assessments, personalized information packages and/or consultation with a Financial Counsellor can help you make more intelligent, informed and calculated decisions regarding how to best manage your money and debt. Visit the UBC EFAP page for more information and to make an appointment.

Retirement resources for faculty

Visit UBC Faculty Relations’ website for information on the retirement resources and benefits available to faculty members.

If you continue to work past the age of 65 (also known as the "normal retirement age"), this will impact your pension and your eligibility for benefits.

Many UBC faculty and staff are enrolled in one of the following employer-sponsored pension plans: the UBC Faculty Pension Plan, the UBC Staff Pension Plan, and the BCGEU Vancouver (Child Care) Pension Plan.

These registered plans are governed by the Income Tax Act and the BC Pension Benefits Standards Act. This legislation states that if you work past your plan’s normal retirement date, you can choose to:

• Continue making contributions to your plan; or
• Stop making pension contributions to your plan.

The choice you make will have an impact on your eligibility for benefits. You can review the impact on your benefits in the sections below. If you need further advice or clarification, please contact the Benefits team.

normal

What is your “normal retirement date"

When it comes to your pension and other UBC benefits, the term retirement doesn’t necessarily mean that you’ve stopped working; it means that you’ve started taking your UBC pension plan benefit. 

You can retire as early as age 55 and as late as December 31 of the year in which you turn age 71, however, you can consider age 65 to be your “normal retirement age”. There are some variations in the normal retirement date for each of UBC's Pension Plans:

• UBC Faculty Pension Plan, the normal retirement date is either January 1 or July 1 after you turn 65, whichever date comes first.  
• UBC Staff Pension Plan, the normal retirement date is the first day of the month after the month you turn 65.   

If you are an active faculty member working beyond your “normal retirement date,” your benefits will change as per Article 7.12 of Part 2 of the Collective Agreement (salary and economic benefits).

This decision will affect your other UBC benefits. If you choose to continue contributions, no action is required on your part until the end of the calendar year in which you turn age 71

Other considerations

What happens to my benefits once I turn 71?

Your eligibility for UBC benefits is connected to whether or not you are making pension plan contributions. The latest that you may continue making contributions is November 30 of the year in which you turn 71. After that, you may continue working, but you are required to start taking your pension benefit and you may not continue making contributions. That means you will no longer be eligible for most UBC benefits and your coverage will end as described above in Table 2, under Stop making pension contributions.          

You will continue to be eligible for sick leave, vacation and leaves and professional and personal development benefits.

withdrawing voluntary pension contributions or receiving Canada Pension Plan benefits after 65

Will these affect my eligibility for UBC benefits?

Members of the UBC Faculty Pension Plan and BCGEU Vancouver (Child Care) Pension Plan can access their voluntary contributions, as well as any amounts transferred in from another registered plan, without affecting their UBC benefit eligibility. 

UBC Staff Pension Plan members do not make voluntary contributions or transfers in amounts from other plans.      

Canada Pension Plan (CPP) benefits do not impact your eligibility for UBC benefits. If you decide to work past age 65 and begin receiving your CPP benefit, you will remain eligible for the same UBC benefits you currently receive, as long as you continue making UBC pension plan contributions. 

More information

For more information about your UBC benefits while working past age 65 contact the Benefits team.

Dealing with death is a difficult time. We’re here to help you – whether you are the family member of a UBC employee who has died or if you are a UBC employee facing the death of one of your dependents.

Here’s what you need to know:

• If you are the beneficiary of a UBC employee who has died, you may be entitled to receive a life insurance payment. If you are the named beneficiary of a UBC employee’s pension plan, you are entitled to a death benefit.
• If you are the dependent spouse or child of a UBC employee who has died and have been receiving benefit coverage through UBC, your benefit coverage will expire a certain time after the employee’s death. You have the option of enrolling in the Retirement and Survivor Benefit program within 31 days of your coverage ending; this program provides extended health and dental coverage for a monthly cost.
• If you are a UBC employee providing care or support to an eligible family member who has a serious medical condition with a significant risk of death within 26 weeks, you are eligible for an unpaid compassionate care leave. You can also apply for EI benefits to receive some income during this period.
• If your spouse held Optional Life Insurance through UBC and has died, please contact us to initiate a claim.
• If your dependent spouse or child has died, you will need to notify Sun Life and remove them from your benefit plan.
• You may need to name new beneficiaries for your life insurance and pension.
• Counselling and support is always available through UBC’s Employee and Family Assistance Program.

Death of an employee

Life insurance

If you were enrolled in UBC’s Basic Group Life Insurance Plan or Optional Life Insurance, on your death, your designated beneficiary will receive a sum of money (benefit). Your beneficiary will not have to pay tax on this amount. Your beneficiary can contact UBC Benefits to initiate the claim.

Pension

If you were enrolled in the UBC Faculty Pension Plan or UBC Staff Pension Plan, your designated beneficiary will be paid a benefit in the event of your death. Your beneficiary can contact the UBC Staff Pension Plan or UBC Faculty Pension Plan to claim the death benefit.

How long will dependents retain benefits coverage with UBC?

Extended Health and Dental Plans

If you are a staff member, Extended Health and Dental benefits coverage for your surviving dependents will end at the end of the month that you die. 

If you are a faculty member, health benefits coverage for your surviving dependents will end three months from the first of the month following the date of your death.

Your surviving dependents will have 90 days from the date their coverage ends to submit any claims you incurred prior to your death to Sun Life for reimbursement.

Employee and Family Assistance Program

EFAP coverage for surviving dependents ends three months from the first of the month following the date you die.

What health benefits plan is available for surviving dependents?

UBC Retirement and Survivor Benefits (RSB) Program offers the continuation of group benefits to your surviving family members who were eligible for benefits. Dependents must pay a monthly premium cost and enrol within 31 days of their UBC benefits ending.

Death or terminal illness of a dependent

Compassionate care leave

If you are providing care or support to an eligible family member who has a serious medical condition with a significant risk of death within 26 weeks (as certified by a medical practitioner), you are eligible for up to eight weeks of unpaid compassionate care leave.

When you apply for a compassionate care leave, you can also apply for Employment Insurance (EI) compassionate care benefits from Employment and Social Development Canada (ESDC). EI benefits are payable for up to 26 weeks. If you are a Postdoctoral Fellow Award Recipient, you are not eligible for EI benefits.

Compassionate or bereavement leave

Depending on your employee group, you may be eligible to take paid compassionate or bereavement leave if a family member passes away.

Optional life insurance

If your spouse or dependent child has passed away and was covered for Optional Spouse or Optional Dependent Life insurance, please contact UBC Benefits. We will the initiate the life insurance claim and advise you of next steps.

Removing a spouse or dependent child from your benefits

If your spouse or dependent child has passed away, you will need to cancel their benefit coverage for UBC Extended Health, Dental Care and the Employee and Family Assistance Program. If applicable, you must also cancel their Optional Life/AD&D coverage. You can remove someone from your UBC benefits plan in Workday, for more information visit Making Enrolment Changes page. 

You have 90 days from the date their coverage ends to submit any claims your dependent incurred prior to their death to Sun Life for reimbursement. You can find claim forms on our Forms page.

Life insurance and pension

You may want to name your spouse or partner as the beneficiary on your life insurance through UBC (Basic and/or Optional Life). You can do this in Workday. For more information visit Making Enrolment Changes page.  

To change the beneficiary of your pension:

For UBC Staff Pension Plan members: Visit the Naming a Beneficiary page to review relevant information.

For UBC Faculty Pension Plan members: Visit the Designating your Beneficiary page to review relevant information.

Counselling support through UBC’s Employee and Family Assistance Program

UBC’s Employee and Family Assistance Plan offers free and confidential counselling and support available in-person and by phone, web or mobile app. In addition to counselling, GreenShield Health offers Work, health, and life Services that can assist you in areas of family, financial and legal support.