Process temporary separation

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Process temporary separation


Temporary (seasonal) layoff:

  • Employer initiated leave

Recall from Temporary (seasonal) layoff:

  • Employees recalled from temporary layoff

Reference: Common Human Resources Business Process 6.02.

Manager

Temporary seasonal layoff and recall from temporary layoff

Provide the Seasonal layoff periods information to human resources

Human resources

Temporary (seasonal) layoff

  • Process the seasonal layoff in the Human Resources Management System as specified in the letter of offer
  • Ensure accurate and timely completion of job and personal information rows in Human Resources Management System. Human resources is responsible for ensuring that information was received successfully in Phoenix

Recall from temporary layoff

  • Process the recall in Human Resources Management System
  • Issue a recall letter identifying the exact dates of work for the season for each subsequent year
  • Ensure accurate and timely completion of job and personal information rows in Human Resources Management System as a Recall and verification of that data
  • Ensure that information was received successfully in Phoenix

Delegated Authorities

Contact the Pay Centre if under exceptional circumstances there are changes to the temporary separation.

Finance

The section 33 authorization of the transaction in Phoenix.

Note: If there are questions or concerns on a transaction requiring section 33 authorization, finance will contact the Pay Centre in accordance with procedures.

Pay Centre

Temporary (seasonal) layoff and recall from temporary (seasonal) layoff

Upon notification of data entry in Human Resources Management System:

  • Determine eligibility and enrolling employee in all benefits

Upon receipt of the worklist:

  • Provide the compensation standard benefits letter and any related forms to the employee
  • Ensure all entitlements and benefits are updated as required in Phoenix
Leave without pay
(greater than 5 days):
Illness and disability

Disability insurance and long-term disability insurance are compulsory government insurance plans designed to protect against loss of income due to long term illness.

Disability insurance is applicable to employees subject to collective bargaining and long-term disability insurance for employees excluded or unrepresented by the collective bargaining process. Disability insurance and long-term disability insurance are compulsory plans for all eligible employees.

Reference:  Insurance administration manual to confirm all employees who are eligible for disability insurance or long-term disability insurance.

Leave without pay (greater than 5 days): Illness and disability Employee

  • Submit a formal leave request to their manager form GC 178 or equivalent. If the employee is unable to complete the leave form, the delegated authority can complete on their behalf
  • Provide medical certificate
  • Complete the following and send by encrypted email, fax or mail to the Pay Centre: Mail Facility, including a pay action request form PSPC 446-5E duly completed.
    • Provide payment of Public Service Health Care Plan contributions while on leave without pay (if applicable)
    • Written notification if an employee chooses to cease the Public Service Health Care Plan deduction

Once the employee becomes eligible for either Disability insurance or long-term disability insurance:

  • Complete the relevant form (depending on whether they are claiming disability insurance or long-term disability insurance)

Leave without pay (greater than 5 days): Illness and disability Disability insurance claim

There are three separate forms:

  1. Employee’s statement
  2. Employer’s statement
  3. Physician’s statement
  • Complete employee’s statement
  • Ensure the employer’s Statement form is completed and sent back to the Pay Centre: Mail facility by encrypted email, fax or mail, including a pay action request form PSPC 446-5E duly completed.
  • Complete part 1 of the physician’s statement
  • Request that part 2 be completed by the attending physician who, in turn, will send it directly to Sun Life

Leave without pay (greater than 5 days): Illness and disability Long–term disability insurance claim

There are two separate forms:

  1. The employee’s statement
  2. The physician’s statement
  • Complete part 1 of the statement
  • Request that part 2 be completed by the attending physician and sent to Industrial Alliance
  • Ensure that completed forms and supporting documents be sent to the insurer
  • Ensure all sections are completed and sent back to the Pay Centre: Mail facility by encrypted email, fax or mail, including a pay action request form PSPC 446-5E duly completed

Leave without pay (greater than 5 days): Illness and disability Manager

The delegated authority:

  • Sign the leave form and request authentication by the departmental trusted source
  • Can complete the leave form if the employee is unable to complete

If the employee is on secondment:

  • Seek signature from home organization delegated authority
  • Complete the leave form if the employee is unable to complete the form
  •  Provide a copy of the employee's job description upon request
  • Once authenticated by a trusted source, the leave form can be submitted by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

Leave without pay (greater than 5 days): Illness and disability Disability insurance claim

Complete the employer’s statement and return to the employee.

Leave without pay (greater than 5 days): Illness and disability Long–term disability insurance claim

Complete their portion of the long-term disability insurance claim form and return to the employee.

Leave without pay (greater than 5 days): Illness and disability Finance

The section 33 authorization of the transaction in Phoenix.

Note: If there are questions or concerns on a transaction requiring section 33 authorization, finance will contact the Pay Centre in accordance with procedures.

Leave without pay (greater than 5 days): Illness and disability Trusted source

Upon receipt of leave form:

  • Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, example:
    • The section 34 signature is authenticated for all requests affecting financial results and/or manager’s budget before it is sent to the Public Service Pay Centre
    • The human resources delegated signature is authenticated for all requests being submitted by departments (excluding direct from employees)

Leave without pay (greater than 5 days): Illness and disability Pay Centre

Check the trusted source list.

Upon receipt of leave form:

  • Send the required disability insurance or long-term disability insurance form for completion
  • Provide the Compensation benefits letter
  • Enter the leave without pay into Human Resources Management System (job data including expected return date and leave balances)
  • Ensure all entitlements and benefits are updated as required in Phoenix

Leave without pay (greater than 5 days): Illness and disability Disability insurance claim

  • Complete their relevant sections of the employer’s statement
  • Ensure that signatures are authenticated signed by the manager or direct supervisor
  • Send the following to Sun Life by fax:
    • The completed employee’s statement
    • The completed employer’s statement and a copy of the employee job description

Leave without pay (greater than 5 days): Illness and disability Long–term disability insurance claim

  • Complete their relevant sections of the long-term disability insurance form
  • Ensure that signatures are authenticated signed by the manager or direct supervisor
  • Send the form to Industrial Alliance
  • Advise the relevant insurer if the employee becomes entitled to a retroactive salary revision, reclassification, and etcetera.

Leave without pay (greater than 5 days): Illness and disability Pension Centre

  • Counsel the employee when the employee goes on leave without pay
  • Send the ADM 466 information on leave without pay to the employee.  This will provide information regarding leave and impacts to service
  • Calculate the deficiencies
Leave without pay
(greater than 5 days):
Maternity and parental

Maternity and parental leave is unpaid leave granted to an employee (male or female) for the purpose of caring for their new-born or adopted child.

Leave without pay (greater than 5 days): Maternity and parental Employee

  • Provide a notice to the employer in advance of the birth or when the leave is intended to commence in accordance with the relevant collective agreement
  • Complete and sign the leave form GC 178 or equivalent and providing it to their delegated authority

Upon receipt of the benefit letter and related forms:

  • Collect, complete and send the following documentation by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed
  • Completed and signed Supplemental Unemployment Benefit Plan agreement
  • Proof of application and receipt of employment insurance or Quebec Parental Insurance Plan benefits in order to receive full maternity or parental benefits allowance
  • Agreement for the payment of Public Service Health Care Plan contributions while on leave without pay (if applicable)
  • Cheques for cash payment of Public Service Health Care Plan (if applicable)
  • Written notification, if an employee chooses to cease the Public Service Health Care Plan deduction
  • Quebec Parental Insurance Plan employee statement

If there is an amendment to original leave dates:

  • Notify the manager if the original agreed upon leave dates have changed
  • Amend the leave form GC 178 as required and provide to delegated authority for signature

Leave without pay (greater than 5 days): Maternity and parental Manager

The delegated authority:

  • Sign the leave form and request authentication by the departmental trusted source (if the employee is on secondment, seek signature from home organization delegated authority)
  • Once authenticated, the leave form can be submitted by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

Leave without pay (greater than 5 days): Maternity and parental Finance

The section 33 authorization of the transaction in Phoenix.

Note: If there are questions or concerns on a transaction requiring section 33 authorization, finance will contact the Pay Centre in accordance with procedures.

Leave without pay (greater than 5 days): Maternity and parental Trusted source

Upon receipt of leave form:

  • Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, etcetera:
    • The section 34 signature is authenticated for all requests affecting financial results and/or manager’s budget before it is sent to the Public Service Pay Centre
    • The human resources delegated signature is authenticated for all requests being submitted by departments (excluding direct from employees)

Leave without pay (greater than 5 days): Maternity and parental Pay Centre

Check the trusted source list for all leave without pay greater than 5 days.

Upon receipt of the leave form:

  • Provide the compensation standard benefits letter and any related forms to the employee
  • Enter the leave without pay into Human Resources Management System (job data including expected return date and leave balances)
  • Ensure all entitlements and benefits are updated as required in Phoenix
  • Calculate and start top ups
  • Send required forms to union, etcetera.

Leave without pay (greater than 5 days): Maternity and parental Pension Centre

  • Counsel the employee when the employee goes on leave without pay
  •  Send the ADM 466 Information on leave without pay to the employee to provide information regarding leave and impacts to service
Leave without pay
(greater than 5 days):
Other

Other types of leave without pay include the following:

  • Authorized leave without pay
  • Care of immediate family
  • Education leave
  • Greater than 5 or 3 year and Pension opt out
  • Personal needs less than 3 months
  • Personal needs more than 3 months
  • Relocation of spouse
  • Suspension

Special working arrangement:

  • Leave with income averaging
  • Pre-retirement transition leave
  • Self-funded leave

Leave without pay (greater than 5 days): Other Employee

Fill the appropriate form and submitting it to their manager:

  • Leave application form GC 178
  • Application for leave with income averaging form TBS 325-10
  • Application for pre-retirement transition leave form TBS 325-9E
  • Application for self-funded leave form TBS 330-109

Upon receipt of the benefit letter and related forms:

  • Collect and send the following documentation by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed
  • Agreement for the payment of Public Service Health Care Plan contributions while on leave without pay (if applicable)
  • Cheques for cash payment of Public Service Health Care Plan (if applicable)
  • Written notification if an employee chooses to cease the Public Service Health Care Plan deduction
  • Cheques for payment of Public Service Dental Care Plan (if applicable)

If there is an amendment to original leave dates:

  • Notify the manager if the original agreed upon leave dates have changed
  • Amend the leave form GC 178 as required and providing to the delegated authority for signature

Leave without pay (greater than 5 days): Other Manager

Validate that the employee is eligible for entitlement (for example: pre-retirement transition leave).

The delegated authority:

  • Sign the leave form and request authentication by the departmental trusted source (if the employee is on secondment, seek signature from home organization Delegated Authority).

If the employee is on secondment, seek signature from home organization delegated authority.

Once authenticated, the leave form can be submitted by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

Contact the Pay Centre if under exceptional circumstances there are changes to the leave arrangements (only applies to special working arrangements).

Leave without pay (greater than 5 days): Other Finance

The section 33 authorization of the transaction in Phoenix.

Note: If there are questions or concerns on a transaction requiring section 33 authorization, finance will contact the Pay Centre in accordance with procedures.

Leave without pay (greater than 5 days): Other Trusted source

Upon receipt of leave form:

  • Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, example:
    • The section 34 signature is authenticated for all requests affecting financial results and/or manager’s budget before it is sent to the Public Service Pay Centre
    • The human resources delegated signature is authenticated for all requests being submitted by departments (excluding direct from employees)

Leave without pay (greater than 5 days): Other Pay Centre

Check the trusted source list.

Upon receipt of the leave form:

  • Provide the compensation standard benefits letter and any related forms to the employee
  • Enter the leave without pay into Human Resources Management System (job data including expected return date and leave balances)
  • Ensure all entitlements and benefits (example: adjustment to pensionable earnings) are updated as required in Phoenix
  • Send a copy of the ppplication for pre-retirement transition leave form TBS 325-9E to the Pension Centre
  • Send forms to third party where applicable

Leave without pay (greater than 5 days): Other Pension Centre

Upon receipt of a copy of the form TBS 325-9E:

  • Counsel the employee when the employee goes on leave without pay
  • Send the ADM 466 Information on leave without pay to the employee to provide information regarding leave and impacts to service
Leave without pay
(greater than 5 days):
Workers’ compensation

The Government Employees Compensation Act provides for employment injury benefits (workers' compensation) to all federal government employees, including employees posted outside Canada, and employees locally engaged outside Canada who are injured in the course of their duties and are not covered under any local legislation. Industrial and occupational diseases are treated in the same way as work-related injuries.

Leave without pay (greater than 5 days): Workers’ compensation Employee

  • Complete the required forms Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail
  • Submit a formal leave request to their manager GC 178 or equivalent

Important: If the employee is unable to work, they can use their sick leave while waiting for Workers’ Compensation Board decision.

If the employee doesn’t have sick leave available or uses up their sick leave, they can request an advancement of additional sick leave.

If taking sick leave is not an option, the employee can request leave without pay.

For leave without pay of less than or equal to 5 days the employee follows the self-service process in Phoenix for GC Human Resources Management System departments and in the absence management module for My Government of Canada Human Resources. 

If the employee is unable to complete the leave form, the delegated authority can complete on their behalf.

Note: The employee will receive notice of the Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail decision.

Leave without pay (greater than 5 days): Workers’ compensation Manager

The delegated authority:

  • Can complete the Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail forms on behalf of the employee (i.e. hospitalization)
  • Complete the supervisor portion of the Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail forms and sends the forms to the Pay Centre: Mail facility for completion of the salary information by encrypted email, fax or mail including a pay action request form PSPC 446-5E duly completed.

Important:  Once the Pay Centre completes the forms and sends back to the delegated authority, they must send to the departmental point of contact for Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail.

If the employee exhausts their sick leave.

The delegated authority:

  • Advise the employee on leave available.
  • Can either approve advanced sick leave or leave without pay

If approving leave without pay of greater than 5 days.

Once authenticated by a trusted source:

  • The leave form can be submitted by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

If the Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail is approved.

The delegated authority:

  • Ensure proper leave codes are used

Important: Employees must use their available sick leave credits pending the granting of this approval by the Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail.

Upon receipt of an approved employee claim.

The delegated authority:

  • Provide the required approvals to human resources
  • Submit the approved Workers’ Compensation Board form via a trusted source by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

Leave without pay (greater than 5 days): Workers’ compensation Injury-on-duty leave

Should the total period of injury-on-duty leave granted to an employee with respect to an injury or illness reach 130 working days, a special departmental review in accordance with departmental procedures of the case should be carried out.

A decision made as to whether or not the continued provision of such leave beyond this period is warranted.

Important: If an extension is not granted, the appropriate regional office of Employment and Social Development Canada should be immediately notified of the date that injury-on-duty leave will terminate.

Upon receipt of such notification:

  • Employment and Social Development Canada will make the required arrangements for the disabled employee to receive provincial Workers’ Compensation payments from the date injury-on-duty leave ceases until the claim is settled.

Leave without pay (greater than 5 days): Workers’ compensation Human resources

Department point of contact:

  • Submits Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail forms to Employment and Social Development Canada, who will receive and process claims and provide to the appropriate provincial authority
  • Coordinate the return to work with the manager and the Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail caseworker assigned to the employee, when applicable

Leave without pay (greater than 5 days): Workers’ compensation Finance

The section 33 authorization of the transaction in Phoenix.

Note: If there are questions or concerns on a transaction requiring section 33 authorization, finance will contact the Pay Centre in accordance with procedures.

Leave without pay (greater than 5 days): Workers’ compensation Trusted source

Upon receipt of approved claim:

  • Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, example:
    • The section 34 signature is authenticated for all requests affecting financial results and/or manager’s budget before it is sent to the Public Service Pay Centre
    • The human resources delegated signature is authenticated for all requests being submitted by departments (excluding direct from employees)

Leave without pay (greater than 5 days): Workers’ compensation Pay Centre

  • Check the trusted source list
  • Provide salary information for related Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail forms upon request
  • Advise employee on leave options available as per collective agreement

Upon receipt of a leave request form:

  • Enter the leave without pay into Human Resources Management System (job data including expected return date and leave balances)
  • Ensure all entitlements and benefits are updated as required in Phoenix
  • Provide the compensation standard benefits letter and any related forms to the employee

If the Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail is approved and the Pay Centre receives authorization.

  • Reinstate pay for the employee on leave without pay
  • Enter leave without pay injury on duty into Human Resources Management System
  • Update leave balances, convert sick leave (paid or without pay) to injury on duty leave
  • Advise Workers’ Compensation Board or Commission des Normes, de l’Équité, de la Santé et de la Sécurité du Travail provincial boards if employee becomes entitled to a retroactive salary revision, reclassification, etc.
  • Ensure all entitlements and benefits are updated as required in Phoenix
  • Provide the Compensation benefits letter and any related forms to the employee
  • Complete any required adjustments on the employee’s T5 tax slip (manually report the annual amount of the workers compensation benefit by using one-time payment files)
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