If you are on short-term sick leave and unable to work for more than a four- or six-month period (depending on your employee group) due to illness or injury, you may qualify for long-term disability, which will provide you with a monthly income based on a percentage of your pre-disability gross monthly salary.

For faculty, the long-term disability plan is called the Income Replacement Plan. For staff employees, the long-term disability plan is called the Disability Benefit Plan. Sun Life is the University’s insurer of the Income Replacement and Disability Benefit plans.

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. Start the process by sending an email to disabilityclaims.info@ubc.ca (or contact the Benefits team to discuss) to learn how to apply for benefits and to obtain the application forms you’ll need.

If you apply for benefits, you need to provide proof that you became disabled while you were covered by the plan and that you have been following appropriate medical treatment for your disability since its onset.

For information on short-term sick leave or unpaid medical leave, please visit the Leaves section.

Need help understanding your sick leave and applying for long-term disability? Read our claims process guide:

• UBC Income Replacement Plan Claims Process: Guide for Faculty, Academic Executives & Staff High Earners Enrolled in the Faculty Pension Plan
• UBC Disability Benefit Plan Claims Process: Guide for Staff

Learn more about your long-term disability plan

There are some differences between the plans for each of UBC’s employee groups, so please review the section that applies specifically to your group and check the Sun Life benefits booklet for further details.

• CUPE 116
• CUPE 2950
• Faculty, Academic Executive, Administrative Executive and Staff High Earners enrolled in the Faculty Pension Plan
• Management & Professional, Service Unit Director, CUPE 2278 and Administrative Executives enrolled in the Staff Pension Plan
• BCGEU Vancouver (Child Care), BCGEU Okanagan, Executive Administrative, Farm Workers, IUOE 115 and Non-Union Technicians & Research Assistants

Your UBC Life Insurance Plans include the following mandatory and optional life insurance plans:

How do I make a change to my life insurance policies?

You can make the following changes to you and your spouse’s life insurance policies in Workday:

• Changing your Basic Life beneficiary (employee only)
• Changing your Optional Life beneficiary
• Applying for Optional Life/AD&D for the first time, or increasing coverage
• Cancelling Optional Life/AD&D, reducing coverage or change in smoker/non-smoker status

Visit Making enrolment changes for more information on how to make a change to your life insurance policies. 

How do I submit a life insurance claim?

If you die, your beneficiary or executor must contact UBC Human Resources to submit a life insurance claim. We can only communicate directly with the designated beneficiary, beneficiaries or trustees that are on file. They will be asked to provide all of the following information in writing:

• name of deceased
• date of death
• a copy of the death certificate certified by a lawyer, notary or Commissioner of Oaths

UBC Human Resources will then provide the necessary claim forms and help with the claim submission process.

If your spouse or dependent child dies and was covered for Optional Life Insurance, please contact UBC Human Resources to initiate a claim.

Please contact Janet McHugh at 604-822-6823 or janet.mchugh@ubc.ca to submit a life insurance claim.

How do I apply for a loan against my life insurance?

If you are diagnosed with a terminal illness and are expected to live less than 24 months, you may be eligible to apply for a Living Benefits loan, which can provide some financial relief.

For more information about Living Benefits loans, including details about the application and approval process, contact UBC Benefits.

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 050555 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 Life Insurance Plans, refer to the Sun Life benefits booklet for your employee group.

• BCGEU Vancouver (Child Care)
• BCGEU Okanagan
• CUPE 116
• CUPE 2278 (English Language Instructors)
• CUPE 2950
• IUOE 115
• Faculty: includes Faculty and Academic Executive
• Management and Professional: includes Management & Professional and Administrative Executive
• Non-union: includes Executive Administrative, Farm Workers and Non-Union Technicians and Research Assistants

The Health Spending Account (HSA) benefit is available for some employee groups at UBC.

If you are eligible for this benefit, the HSA provides you with an annual credit to pay for certain expenses that are not covered by UBC’s Extended Health and Dental plans. These expenses could include the cost of deductibles or amounts over plan maximums. The HSA credit is allocated to you and you may use it to pay for claims for your eligible dependents.

The HSA benefit is available to employees who are members of the BCGEU Okanagan, BCGEU Vancouver (Child Care), CUPE 116, CUPE 2278 (English Language Instructors), CUPE 2950, Executive Administrative, Faculty (includes Academic Executives and Postdoctoral Fellows), Farm Workers, IUOE 115, Management & Professional and Non-union Technician/Research Assistants employee groups who are also enrolled in the UBC Extended Health Plan.

Eligible CUPE 2278 (Teaching Assistants) learn more about your Health Spending Account

Eligibility

You are eligible for the Health Spending Account (HSA) benefit if you are a member of one of the following employee groups and you are enrolled in the UBC Extended Health Plan:

• BCGEU Okanagan
• BCGEU Vancouver (Child Care)
• CUPE 116
• CUPE 2278 (English Language Instructors)
• CUPE 2950
• Executive Administrative
• Faculty (includes Academic Executives and Postdoctoral Fellows)
• Farm Workers
• IUOE 115
• Management & Professional (Paymaster and TRIUMF M&P employees are not eligible for the HSA benefit)
• Non-union Technician/Research Assistants.

Eligibility for new hires

If you have just joined UBC, you are eligible for the HSA benefit as of the date you are enrolled in the Extended Health Plan. This benefit is not pro-rated, so even if you enroll partway through the year, you are still eligible for the full annual amount of the HSA benefit.

How the HSA benefit works

You will receive a credit on January 1 of each year. The Health Spending Account (HSA) credit is valued at:

• $200 per year if you are a member of BCGEU Okanagan,
• $200 per year if you are a member of BCGEU Vancouver (Child Care),
• $500 per year if you are a member of CUPE 116,
• $200 per year if you are a member of CUPE 2278 (English Language Instructors),
• $375 per year if you are a member of CUPE 2950,
• $200 per year if you are a member of Executive Administrative,
• $400 per year if you are a member of the Faculty (includes Academic Executives and Postdoctoral Fellows),
• $200 per year if you are a member of Farm Workers,
• $1,000 per year if you are a member of IUOE 115,
• $400 per year if you are a member of the Management & Professional employee group (includes Management & Professional, Excluded Management & Professional, Service Unit Director and Administrative Executive), or
• $200 per year if you are a member of Non-union Technician/Research Assistants employee group.

The HSA is a non-taxable benefit and it must be used within a certain time frame. You can carry forward unused portions of the credit for one year, but if you do not use the carried-forward amount by the end of the second year, you will lose the carried-forward amount.

Deadlines for submitting claims

There is a deadline to submit HSA claims. You have 90 days from the end of the benefit year (December 31) to submit an HSA claim for expenses incurred during that year. For example, at the end of December 31, 2025, you have 90 days (until March 31, 2026) to submit claims for 2025. After March 31, 2026, you are no longer able to submit 2025 claims to your HSA. Please note, it is recommended you submit your claims prior to the last claiming deadline day as Sun Life’s e-claims system is unavailable overnight during Eastern Standard Time.

Here is an example of how the HSA works for employee groups with a $200 credit per year.

2025

2026

If you have questions about making HSA claims, you can contact Sun Life via secure message at mysunlife.ca, or phone them directly at 1-800-661-7334 or 1-800-361-6212.

Eligible expenses

What does the HSA cover?

Your Health Spending Account (HSA) benefit can be used for many expenses that are either not covered or are only partially covered by UBC’s Extended Health and Dental plans. These include:

• deductibles; amounts over plan maximums (for example, if you’ve reached your annual maximum for physiotherapy, then you can claim your extra expense);
• amounts over plan maximums (for example, if you’ve reached your annual maximum for physiotherapy, then you can claim your extra expense);
• unpaid portions of prescription drugs, dental (including orthodontics) and paramedical services;
• unpaid amounts from your spouse’s plan (if you are covered under your spouse’s plan);
• unpaid amounts for out-of-country claims;
• unpaid amounts for laser eye surgery;
• physician fees for completing forms/reports; and
• insurance premiums for private health or dental care coverage.

For a complete list of eligible expenses, refer to the Sun Life HSA List of Eligible Expenses, Canada Revenue List of Common Medical Expenses You Can Claim or visit the Sun Life Members website. This list is subject to any changes that are made to the list of items qualifying as medical expenses under the Income Tax Act (Canada).

What is not covered by the HSA?

Your HSA does not cover the following expenses:

• provincial health plan premiums,
• non-prescription medication,
• fitness club fees,
• home gym equipment, or
• books about health and wellness.

For more information on ineligible expenses, refer to the Canada Revenue List of Common Medical Expenses You Cannot Claim.

HSA claims for dependents

The HSA credit can also be used towards dependent’s claims as well.

Eligible dependent(s) include your:

• spouse or partner,
• dependent children (age 18 or younger, or age 19 to 24 if in full-time attendance at a school or university), and
• disabled children of any age who are financially dependent on you

The following dependents are also eligible if they are financially dependent on you in accordance with the Canadian Income Tax Act and they reside in Canada:

• dependent children age 25 and over,
• grandchildren,
• parents,
• grandparents,
• brothers and sisters,
• aunts and uncles, and
• nieces and nephews.

When you submit your claim online or sign your paper claim form, you are acknowledging that the dependent you are claiming for is financially dependent on you.

How to submit your HSA claim

As with most UBC Extended Health and UBC Dental expenses, you can submit HSA claims online or by mail. We’ve outlined the process below, and have included information about how to coordinate your claim with another group plan.

Welcome to UBC, one of the world's top universities and one of Canada's top employers. We're here to support you as you settle into your new role at UBC.

The essentials to get started

Below are some guidelines to help you get oriented to your new role and to the UBC community. Your manager or local administrator may offer a more customized plan that will be relevant to you, your role, and your work arrangement.

You can also use the New Hire's Onboarding Checklist to guide you throughout the process.

View New Hire's Onboarding Checklist (PDF)

View UBC Vancouver Onboarding Journey Map (PDF)

View UBC Okanagan Onboarding Journey Map (PDF)

Tour UBC's campuses

Experience what makes UBC unique and learn what’s available to you on our two stunning campuses – all without leaving your home. Explore the Vancouver campus and Okanagan campus by taking a virtual guided tour. 

Your UBC employee orientation course

There’s a lot to learn and discover as you settle into your new role at UBC. The New to UBC Orientation Course is a self-directed resource and learning space filled with informative and interactive content curated specifically to support new faculty and staff as you navigate the university community during your first couple of months and beyond. 

Through a series of course modules, you will: 

• Learn about the resources, services and support available to you as you navigate your career journey at UBC, now and beyond your onboarding.
• Develop a foundational understanding of how we are shaping the future of research, teaching and work, and how you can contribute to UBC's mission and priorities.
• Learn about the unique opportunities to explore and get involved in our community, and why we are consistently recognized as one of Canada’s Top Employers. 

Faculty and Staff Orientation events offered by the university will expand on the content in this course and provide additional networking and engagement opportunities with the UBC community.

New to UBC Vancouver Orientation Course  

New to UBC Okanagan Orientation Course

Campus-wide orientation events for faculty and staff

Welcome to UBC Orientation
The Welcome to UBC Orientation event is hosted throughout the year to welcome and support new staff and faculty as they begin their journey at UBC. This interactive session will combine speakers and activities for new hires to learn more about UBC and our priorities, ways to be engaged in the campus community, and the opportunities available here for you. You will also have the opportunity to connect with fellow new colleagues and hear tips and advice from seasoned staff.

Benefits@UBC Webinars for Faculty and Staff
The Benefits@UBC webinar is hosted throughout the year by the UBC Vancouver Benefits team to help new faculty and staff to better understand the wide range of benefits available to you. Join us to learn which benefits you are eligible for and how to access them including Extended Health and Dental Care, Life Insurance, Employee and Family Assistance Program, and Tuition Waivers. 

You@UBC: Navigating Your Development Journey for Staff
The You@UBC Professional Development (PD) Orientation event is hosted three times per year by the Learning and Talent Development team as an interactive session to support staff in exploring the professional development resources available at UBC, and engaging in reflection and goal setting around navigating your development journey in your current role at UBC. 

Register for a Welcome Orientation, Benefits Webinar, or PD Orientation  

New Faculty Teaching Orientation
UBC’s New Faculty Teaching Orientation is hosted annually in August by the Centre for Teaching, Learning and Technology to welcome and support new instructors as they navigate their roles and responsibilities at the institution. The orientation provides an opportunity for new faculty to learn about the academic culture, policies, and practices of the institution, as well as the resources available to support their teaching, research, and service. This event also presents a valuable opportunity to connect with new colleagues and foster professional networks.

Register for the 2025 New Faculty Teaching Orientation

New to UBC Vancouver Connections Program
The New to UBC Vancouver Connections Program is a self-directed, cohort-based program designed to support new faculty and staff within their first year of employment with building new connections within the UBC community and creating shared experiences as they navigate their onboarding journey. Program participants are matched into small groups and determine how frequently to meet with group members and what types of activities to engage in. 

Register for the next cohort of the Connections Program

Questions? 

If you have questions or need help in your first days and weeks at UBC, questions around your onboarding experience, or resources available to you, contact the Orientations & Onboarding team at workplace.orientations@ubc.ca. 

Who to contact for specific issues:

• For Workday issues or questions: submit a support request through the UBC Self Service Portal or call 604-822-8200 for UBC Vancouver or 250-807-8163 for UBC Okanagan
   
• For questions about your benefits coverage, visit hr.ubc.ca/benefits, or connect with a benefits specialist.
   
• For workplace accommodation and accessibility support, contact the Centre for Workplace Accessibility and speak confidentially with a Workplace Accessibility Specialist at 604-822-8139 or workplace.accessibility@ubc.ca. 
   
• The Sexual Violence Prevention and Response Office (SVPRO) offers confidential support for those who have been impacted by any form of sexual or gender-based violence, harassment or harm, regardless of where or when it took place.

​​​​​

The Medical Services Plan (MSP) is the BC provincial government’s medical insurance plan and is administered by Health Insurance BC.

All eligible BC residents and their dependents must enrol in MSP, which pays for the medically required services of physicians and surgeons, hospital services, as well as dental and oral surgery when it is medically required to be performed in a hospital.

To be eligible to enrol in UBC’s Extended Health Plan, you must be eligible and enrolled in the Medical Services Plan of BC or another Canadian public health plan. UBC’s Extended Health Plan, provides you with coverage for medical services and expenses that are not covered by MSP, such as prescription drugs, vision care and more.

You can make changes to your UBC Benefit plan, including: updating your personal information, changing or adding beneficiaries and dependents, and changing the amount of coverage you carry for optional benefits.

To do so, you will need to login to your Workday account. Any changes you make to your benefit details may take 5-7 business days to be reflected in your Sun Life profile.  

Login to Workday

Updating your personal information

If you move, change your name, or change your bank or account number for direct deposit of your payroll and benefit reimbursements, you will need to update this information through your Workday account.

Adding or removing a spouse or child from your health benefits

To add or remove a dependent from your benefits coverage, you will need to update this information through your Workday account. This can be prompted by entering a common-law relationship, marriage, divorce or separation, the birth or adoption of a child, or the death of a spouse or dependent. For example, some life changes may affect who will be your pension and/or basic life insurance beneficiary.

Updating your beneficiary for your life insurance and changing your optional coverage

Updating your beneficiary

It is important to keep your Life Insurance beneficiary up to date to ensure that the intended person receives the sum of money (benefit) in the event of your death (or in the event of your spouse’s death if you have Spouse Optional Life Insurance). This can be prompted by entering a common-law relationship, marriage, divorce or separation, the birth or adoption of a child, or the death of a spouse or dependent.

You can nominate a beneficiary for Basic Life, and if you are enrolled in it, your Optional Life and Spouse Optional Life Insurance.

To update your beneficiary for your life insurance, please login to your Workday account. 

If you are enrolled in Optional AD&D Insurance, the beneficiary of your Optional AD&D Insurance is the same beneficiary as is listed on your Optional Life Insurance. This also applies to the beneficiary named by your spouse if they are covered by Optional Life and Optional AD&D insurance.

Changing your Optional Life Insurance coverage

You can change the coverage amount for your Optional Life Insurance as long as you don’t exceed the maximum allowed on your plan. Changes in insurance coverage must be in blocks of $25,000.

To increase, decrease or waive your Optional Life Insurance coverage or to update your answer to the Tobacco Use question, please login to Workday. 

Require assistance?

For Workday resources and help visit the Integrated Service Centre.

As a new hire at UBC, you may be eligible for a number of benefits plans.

If eligible, you can select or waive plans, add your dependents and beneficiaries, and make changes to your coverage. You are unable to waive plans that are mandatory.

Through Workday, you can complete all your required enrolments in one sitting, in a secure, web-based environment. Carefully review the guidelines below to learn more about the information you need to have on hand to complete the process.

If you have already completed the benefits enrolment task in Workday, please see the After you enrol in benefits page for the final steps to get the most out of your benefits.

Before you begin

There are a few steps to take before you begin the online enrolment process. 

1. Review your benefits package and decide which optional benefits you want to be covered for

Before you enrol online, review the benefit package available to you as a UBC employee. There are both mandatory and optional benefits, and some benefits are paid for by you and others are paid by UBC. You need to decide which of the optional benefits you wish to be covered for.

You are not automatically enrolled for all benefits. It is important to understand what UBC benefits you are eligible for and when you will be covered for these benefits. The Workday system will determine the benefits you are eligible for based on your appointment details and age at the date of hire. You can choose to elect or waive some benefit plans and also add your dependents and beneficiaries. You are unable to Waive plans that are mandatory.

If you are a resident of British Columbia, you must enrol in MSP. By law, MSP is mandatory for all eligible residents and their dependents. If you hold a valid work or study permit, you are also eligible.

UBC Extended Health and Dental plans allow for double coverage. This means that if you are covered under your spouse’s plan, you can also enrol in the UBC Extended Health and Dental plans if your spouse’s plan also allows for double coverage. If your spouse’s plan does not allow for double coverage, you must decide which plan you and your family would like to enrol in.

2. Gather the following information

You need to know the following before you begin:

• Social insurance number (SIN): You must provide your social insurance number and the social insurance number of your spouse if you are applying for optional life insurance.
• Personal health number (PHN) found on your BC Services Card: The personal health number is proof of your BC Medical Services Plan (MSP) enrolment and is required if you are planning to enrol in the Extended Health plan through UBC. You must provide your own personal health number, as well as the numbers of your dependents (spouse and/or children). If you are new to BC but have coverage under another Canadian provincial health plan, please provide your provincial health number. If you do not have a valid provincial health number (for example, you are new to Canada) click on Submit to skip this step. Once you receive your number from the government, be sure to update it in Workday. Learn more about enrolling in the MSP.
• Dependent information: You will need to provide full names, dates of birth, and addresses of your dependents.
• Proof of birth date for you and your spouse: If you are applying for the UBC Staff Pension Plan, you will need to provide proof of your birth date and the birth date of your spouse, if applicable. This proof can be provided through a copy of a birth certificate, Canadian citizenship card or passport.

Log in to Workday and get started

When you have received a notification that your Benefits Election task is now available in Workday, you can start your enrolment process. You can expect to spend between 15 and 30 minutes completing your enrolments.

Login to Workday

Helpful hints and tips

• Resource: Need help? We have pulled together all the best resources into one Benefits Enrolment Guide. This guide includes helpful links and answers to the most common benefits enrolment questions for this complex process.
• Video: For a step-by-step guide to the benefits enrolment process instructions view our Benefits enrolment how-to video (CWL required). This 15-minute video will guide you through the Workday process with on-screen prompts and additional explanations.
• Pay close attention to the optional benefits. The costs associated with optional benefits may be paid by you, UBC or a combination of both. Before you begin, fully understand the benefits and any associated costs.
• Adding dependents. Depending on your eligibility, you can add dependents to some or all of the following benefits: Extended Health, Dental and the Employee Family and Assistance Program.

After you've enrolled: Sign up to Sun Life, Finalize Pharmacare, and check your details

Once you have completed your enrolment in Workday, you can now start using your benefits. There are a few more steps to take in order for you to get the most out of your benefits -- including signing up to the Sun Life member portal and reviewing your benefits for accuracy. You can find this information on the After you enrol in benefits page.

Next steps to set up your benefits

Require assistance?

Contact one of our helpful Benefits Associates, if you have further questions or need assistance with benefits coverage. For Workday resources and help visit the Integrated Service Centre.

The benefits you are eligible for depend on your employment status at UBC.

If you are a new hire, it is important to know when your coverage for specific UBC benefits becomes effective. This will allow you to ensure the continuity of your coverage between what is provided by UBC and what is provided by the group plan you hold with your former employer or your own individual coverage.

Your dependents, including your spouse, parents and children, may also be eligible for benefits through your employment at UBC. To learn about which benefit programs your dependents qualify for, please visit our Dependents page.

For complete details about your plan, please refer to your extended health and dental plan booklet for your employee group. 

Benefits by employee group

You can also learn about the benefits you are eligible for when your coverage becomes effective and the cost of these benefits, please review the details in your employee group below.

• Academic Executives
• Administrative Executive
• BCGEU Vancouver (Child Care)
• BCGEU Okanagan
• CUPE 116
• CUPE 2278 (English Language Instructors)
• CUPE 2950
• Executive Administrative
• Faculty & Postdoctoral Fellows (Award Recipients and Employees)
• Farm Workers & Non-Union Technicians/Research Assistants
• IUOE 115
• Management & Professional (includes Management & Professional, Excluded Management & Professional, Service Unit Director and Administrative Executive)

This page describes when your coverage for specific UBC benefits will begin and end, assuming that you are eligible for the benefit. Visit our Eligibility page for information on your benefits eligibility.

Dental

Coverage begins

UBC’s Dental Plan begins on your date of hire (or when you have completed your enrolment if you did not enroll within 45 days of your hire date). For example, if you begin work at UBC on April 17, your Dental coverage will begin on April 17.

Coverage ends

If you leave UBC (either through the end of your employment or retirement), your UBC Dental coverage ends at the end of the same month. For example, if you leave UBC on November 20, your Dental coverage will end on November 30.

Your coverage may also end if:

1. You voluntarily cancel your coverage. In this event, Workday will use your requested end date (must be the end of a month).
2. You are on an unpaid leave of absence and elect not to continue coverage.
3. You are working past your normal retirement date* and elect to receive your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan retirement income/benefit option(s). In this event, coverage will end on the day before you elect to receive your pension.
4. You are working past your normal retirement date* and have deferred your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan until age 71. In this event, coverage will end at the end of the year you turn age 71, the maximum pensionable age as defined by the Income Tax Act (Canada).

* The Normal Retirement Date for staff is the end of the month you turn 65. For Academic Executive or Faculty, your normal retirement date is June 30 or December 31 following (or on) the date you turn 65.

Once your Dental coverage ends you can arrange alternative coverage through an individual insurance policy. For more information, visit the Leaving UBC page.

Extended health

Coverage begins

UBC’s Extended Health Plan begins on your date of hire (or when you have completed your enrolment, if you did not enroll within 45 days of your hire date). For example, if you begin work at UBC on April 17, your Extended Health coverage will begin on April 17.

If you are new to BC and arriving from another province, your Extended Health coverage begins on your date of hire (or when you have completed your enrolment, if you did not enroll within 45 days of your hire date).

If you are new to Canada, your Extended Health coverage begins the first day of the month you satisfy the MSP waiting period. The waiting period is the balance of the month you arrive in BC, plus two full months. The only exception is if you are enrolled in the Sun Life Inpatriate Plan during the MSP waiting period – if this is the case then your Extended Health coverage begins on your date of hire (or when you have completed your enrolment, if you did not enroll within 45 days of your hire date).

Coverage ends

If you leave UBC (either through the end of your employment or retirement), your UBC Extended Health coverage ends at the end of the same month. For example, if you leave UBC on November 20, your Extended Health coverage will end on November 30.

Your coverage may also end if:

1. You voluntarily cancel your coverage. In this event, Workday will use your requested end date (must be the end of a month).
2. You no longer meet MSP’s eligibility rules, such as if your work permit has expired. In this event, coverage will end as of the date you are no longer eligible.
3. You are on an unpaid leave of absence and elect not to continue coverage.
4. You are working past your normal retirement date* and elect to receive your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan retirement income/benefit option(s). In this event, coverage will end on the day before you elect to receive your pension.
5. You are working past your normal retirement date* and have deferred your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan until age 71. In this event, coverage will end at the end of the year you turn age 71, the maximum pensionable age as defined by the Income Tax Act (Canada).

* The Normal Retirement Date for staff is the end of the month you turn 65. For Academic Executive or Faculty, your normal retirement date is June 30 or December 31 following (or on) the date you turn 65.

Once your Extended Health coverage ends you can arrange alternative coverage through an individual insurance policy. For more information, visit the Leaving UBC page.

Surrogacy & Adoption

Coverage begins

UBC’s Surrogacy and Adoption Benefits begin on your date of hire (or when you have completed your enrolment in the extended health benefits plan, if you did not enroll within 45 days of your hire date). For further details regarding enrolment in the extended health benefits plan if you are new to BC or Canada, refer to the Extended health Section above.

Coverage ends

If you leave UBC (either through the end of your employment or retirement), your UBC Surrogacy and Adoption Benefits coverage ends at the end of the same month. For example, if you leave UBC on November 20, your coverage will end on November 30.

Your coverage may also end if:

1. You voluntarily cancel your coverage by cancelling your extended health benefits. In this event, Workday will use your requested end date (must be the end of a month).
2. You no longer meet MSP’s eligibility rules, such as if your work permit has expired. In this event, coverage will end as of the date you are no longer eligible.
3. You are on an unpaid leave of absence and elect not to continue coverage.
4. You are working past your normal retirement date* and elect to receive your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan retirement income/benefit option(s). In this event, coverage will end on the day before you elect to receive your pension.
5. You are working past your normal retirement date* and have deferred your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan until age 71. In this event, coverage will end at the end of the year you turn age 71, the maximum pensionable age as defined by the Income Tax Act (Canada).

* The Normal Retirement Date for staff is the end of the month you turn 65. For Academic Executive or Faculty, your normal retirement date is June 30 or December 31 following (or on) the date you turn 65.

Employee and Family Assistance Program

Coverage begins

If eligible, you will be automatically enrolled for the Employee and Family Assistance Program (EFAP). If you have dependents, you must also complete an enrolment task in Workday for them.

UBC’s EFAP coverage begins on your date of hire.

For example: if you start your job on January 12, your EFAP coverage begins on January 12.

Coverage Ends

Your coverage ends if:

1. You leave UBC (either through the end of your employment or retirement). In this event, coverage will end three months after the first of the month after your employment ends or you retire. For example, if you end your employment April 22, your EFAP coverage will end July 31.
2. You are on an unpaid leave of absence and elect not to continue coverage.
3. You are working past your normal retirement date* and elect to receive your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan retirement income/benefit option(s). In this event, coverage will end three months from the day you elect to receive your pension. For example, if you start collecting your pension on June 1, your EFAP coverage will end on August 31.
4. You are working past your normal retirement date* and have deferred your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan until age 71. In this event, coverage will end three months after the end of the year you turn 71, the maximum pensionable age as defined by the Income Tax Act (Canada).

* The Normal Retirement Date for staff is the end of the month you turn 65. For Academic Executive or Faculty, your normal retirement date is June 30 or December 31 following (or on) the date you turn 65.

Basic Life Insurance

Coverage begins

If you are eligible, you will be automatically enrolled in Basic Life Insurance on your date of hire. You must also complete the beneficiary designation section of the enrolment task in Workday.

Coverage ends

Your coverage ends if:

1. You leave UBC (either through the end of your employment or retirement). In this event, coverage will end when your employment ends.
2. You are on an unpaid leave of absence and elect not to continue coverage.
3. You are working past your normal retirement date* and elect to receive your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan retirement income/benefit option(s). In this event, coverage will end the day before you elect to receive your Pension.
4. You are working past your normal retirement date* and have deferred your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan until age 71. In this event, coverage will end at the end of the year you turn 71, the maximum pensionable age as defined by the Income Tax Act (Canada).

* The Normal Retirement Date for staff is the end of the month you turn 65. For Academic Executive or Faculty, your normal retirement date is June 30 or December 31 following (or on) the date you turn 65.

Once your coverage ends, you can convert your coverage to an individual insurance policy. For more information, visit the Life Insurance Conversion page.

Optional Life Insurance

Coverage begins

Coverage begins for Optional Life Insurance when you and/or your spouse’s application is approved by Sun Life Assurance Company of Canada. You (and UBC) will be advised of your coverage effective date in writing.

Coverage ends

Your coverage ends if:

1. You voluntarily cancel your coverage. In this event, Workday will use your requested end date.
2. You leave UBC (either through the end of your employment or retirement). In this event, coverage will end when your employment ends
3. You are on an unpaid leave of absence and elect not to continue coverage.
4. You are working past your normal retirement date* and elect to receive your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan retirement income/benefit option(s). In this event, coverage will end on the day before you elect to receive your pension.
5. You are working past your normal retirement date* and have deferred your UBC Staff, UBC Faculty or BCGEU Vancouver (Child Care) Pension Plan until age 71. In this event, coverage will end at the end of the year you turn age 71, the maximum pensionable age as defined by the Income Tax Act (Canada).

Once your coverage ends, you can convert your coverage into an individual insurance policy. For more information, visit the Life Insurance Conversion page.

Your spouse’s coverage ends if:

1. You voluntarily cancel your spouse’s coverage. In this event, Workday will use your requested end date.
2. If you leave UBC (either through the end of your employment or retirement). In this event, coverage will end when your employment ends.
3. You are on an unpaid leave of absence and elect not to continue coverage.
4. You reach your normal retirement date.* In this event, your spouse’s coverage will end on your normal retirement date* even if you continue to work at UBC.

* The Normal Retirement Date for staff is the end of the month you turn 65. For Academic Executive or Faculty, your normal retirement date is June 30 or December 31 following (or on) the date you turn 65.

Optional Accidental Death and Dismemberment (AD&D) Insurance

Coverage begins

Coverage begins for Optional Accidental Death and Dismemberment when you and/or your spouse’s optional life insurance coverage begins, if you also elected AD&D coverage.

Coverage ends

Coverage ends when you and/or your spouse’s optional life insurance coverage ends.

Once your coverage ends, you can convert your coverage into an individual insurance policy. For more information, visit the Life Insurance Conversion page.

Income Replacement Plan and Disability Benefit Plan

Coverage begins

If eligible for the Income Replacement Plan (IRP) and Disability Benefit Plan (DBP), you will be automatically enrolled for this benefit on your date of hire.

Coverage ends

Your coverage will end if:

1. You leave UBC (either through the end of your employment or retirement). In this event, coverage will end when your employment ends.
2. You are laid off.
3. You are on an unpaid leave of absence and elect not to continue coverage.
4. You reach your normal retirement date.* In this event, your coverage will end six months before this date (four months for CUPE 2950).

* The Normal Retirement Date for staff is the end of the month you turn 65. For Academic Executive or Faculty, your normal retirement date is June 30 or December 31 following (or on) the date you turn 65.

UBC Pension Plan

Coverage begins

Faculty Pension Plan: If you are appointed for one year or more at more than 50% FTE, you may be eligible to join the pension plan effective on the date of your appointment.

Other part-time faculty and administrative executive staff may be eligible to join the plan after two years of continuous service, if you have earned at least 35% of the Canada Pension Plan earnings ceiling in each of two consecutive calendar years.

Sessional lecturers appointed for four months or more and who meet the 50% appointment requirement are eligible to join the plan.

Staff Pension Plan:

If you are eligible, you will be automatically enrolled in the Staff Pension Plan when enrolled in the Basic Life Insurance.

Coverage ends

You have options for your pension that depend on how old you are when you leave your employment at UBC, and if you are retiring.

Learn more about the Faculty Pension Plan or call the UBC Pensions Office at 604.822.8100.

Learn more about the Staff Pension Plan or call the UBC Pensions Office at 604.822.8100.

Leaves

Coverage begins

The date you become eligible for Leaves depends on the leave you are applying for.  Apply for a leave of absence in writing to your Supervisor.

Coverage ends

Your access to all leave coverage will end when your employment with UBC ends.

Professional development: tuition waivers

Coverage begins

Monthly Staff: You are eligible for Tuition Waivers after three months of service. For CUPE 2278 only, you are eligible after six months of service.

Hourly Staff, with the exception of CUPE 116 and IUOE 115: You are eligible for Tuition Waivers after three months of accumulated service, if you satisfy the minimum hourly requirement for the three-month period before the course start date (17.5 hours or 20 hours per week, depending on your employee group).

Hourly CUPE 116 and IUOE 115 employees are eligible for Tuition Waivers after 12 months of accumulated service, if you are normally scheduled to work at least 20 hours per week for the 12-month period before the course start date. If your hours fall below 20 hours per week, you can remain eligible, provided you have satisfied the waiting period and worked 960 hours in the previous 12 months before the course start date and you have not been laid off or terminated your employment.

Faculty (members of the Bargaining Unit) and their dependent children: You are eligible for Tuition Waivers when you start at UBC.

Coverage ends

Your access to Tuition Waivers will end on your last day of employment with UBC. However, if you are taking a course that began while you were employed, you are still eligible if you were approved for the Tuition Waiver before your last day of employment.

Faculty with emeritus status who were previously a member of the Faculty Association are eligible for Tuition Waivers for themselves and for their dependent children.

Professional Development (PD): PD funding

Coverage begins

Staff: You can access Professional Development Funding when you start at UBC, provided that it is available to your employee group.

Faculty (members of the Bargaining Unit): You can access Professional Development Reimbursement funds when you start at UBC.

Sessional Lecturers without continuing status: You are entitled to Professional Development Reimbursement funds at a rate of $100 per credit course taught.

Coverage ends

Staff: Your access Professional Development Funding will end when your employment ends. If you are taking a class or attending a PD event, that event must begin before the last day of your employment at UBC.

Faculty: Your access to Professional Development Reimbursement funds will end when your employment ends. If you are taking a class, attending a PD event or purchasing equipment, that event must begin before the last day of your employment at UBC.

Sessional Lecturers without continuing status: You may carry forward your Professional Development Reimbursement funds for up to two years, even if you do not have an active appointment.

As a UBC employee, you and your dependent family members may be eligible to take UBC courses without paying some or all of the tuition fee.

The tuition waiver you are eligible for depends on your employee group and may include:

• a Tuition Waiver, which allows you to take up to 12 credits of UBC courses, or (for eligible staff employee groups) the dollar equivalent in UBC Extended Learning non-credit courses  or approved UBC Sauder School of Business Professional Growth non-credit courses every 12-month period,
• the ability to transfer some or all of this Tuition Waiver to your eligible dependent spouse or child; and
• if you are a member of faculty or an academic executive, a Tuition Waiver for your dependent children of up to 120 UBC undergraduate credit courses

Tuition Waivers by employee group

To learn more about Tuition Waivers as they relate to your employee group, visit the appropriate link below:

• Faculty and Academic Executive
  • Dependent Children of Faculty and Academic Executives
• Administrative Executive, Management & Professional, and Non-Union Technicians and Research Assistants
• BCGEU Okanagan, CUPE 116, CUPE 2278, CUPE 2950, Executive Administrative, Farm Workers and IUOE 115

Note: BCGEU Vancouver (Child Care) employees are not eligible for the Tuition Waiver. Please contact your supervisor for information about funding for professional development activities.

Questions?

If you have general questions about tuition waivers or your eligibility, please contact UBC Benefits. If you have submitted a tuition waiver application, and have questions about processing, please contact the Integrated Service Centre. 

Professional development funding and opportunities

Funding is available to several employee groups to support learning opportunities that enhance knowledge, work performance, and career growth at UBC. Professional development funds can be accessed to supplement UBC tuition waivers and can be used for a variety of external learning activities such as professional membership fees, workshops, conferences, and courses. Discover your eligibility and information on how to apply by visiting our PD Funding page.

Human Resources also offers a variety of programs that support you, your unit and the university as a whole. Explore career development  opportunities such as workshops, one-on-one coaching, leadership programs, on-demand learning and conflict theatre.