Vacation leave

Information: Life events disclaimer

The following material is intended to provide you with information about some of the common types of change in employment situations and the effects it will have on your employment.

What are the authorities that provide for my vacation leave entitlements?

The relevant authorities such as your collective agreement and/or the various terms and conditions of employment specific to your classification group provide for the accumulation of vacation leave, the conditions under which vacation leave can be approved, the amount that can be cashed out and/or the amount that can be carried forward to the following vacation year.

What is a vacation year?

A vacation year is from April 1 to March 31 of the following calendar year.

How is my vacation leave calculated?

Collective agreements provide the conditions under which vacation leave is granted. Vacation leave is calculated based on your years of service in the public service. You will earn vacation leave for each month in which you receive 75 hours or 10 days pay. Refer to the relevant authorities such as your collective agreement and/or the various terms and conditions of employment specific to your classification group.

Is the approval of vacation leave discretionary?

You are expected to take your vacation leave in the year that it is earned, however approval of your vacation leave is discretionary. Your manager may approve the leave after considering the effects of your absence on the operational requirements of the organization.

How is my vacation leave recorded?

The Pay Centre does not have access to your departmental leave system. Therefore, it is your responsibility for requesting and receiving authorization for any absences from the office through your departmental leave system.

In the event your department does not have a departmental leave system, your authorized leave request form will be forwarded to the Pay Centre for recording your leave usage.

Will I be expected to take all of my vacation leave during the vacation year and what will happen to any unused vacation leave balance at the end of the vacation year?

You are expected to use your vacation leave in the year in which it is earned. There are circumstances, however, where this may not be possible. The relevant authorities such as your collective agreement and/or the various terms and conditions of employment specific to your classification group provide provisions for the carry-over and automatic pay-out of excessive vacation leave credits.

How will the Pay Centre be notified that I have a balance of vacation leave to be paid?

After verification by your manager, the human resource section of your department will provide the required information to the Pay Centre for payment under cover of a pay action request form.

If I have excessive vacation leave that must be paid to me, when can I expect to receive payment?

The Pay Centre will request payment within 10 days of receipt of the required information. Refer to the Pay Centre service standards.

Under what circumstances can my vacation leave be changed?

Your vacation leave can be changed when you are:

  • granted bereavement leave
  • granted leave with pay because of the illness in your immediate family or
  • granted sick leave on production of a medical certificate

Your vacation period can be extended with the approval of your manager or can be reinstated in your vacation leave balance for use at a later date. Refer to the relevant authorities such as your collective agreement and/or the various terms and conditions of employment specific to your classification group.

Can I request payment of any unused vacation leave during the vacation year?

Most Collective Agreements provide for the payment of vacation leave, to certain allowable limits, during the vacation year. Your request may be approved at the discretion of your manager. Refer to your collective agreement or terms and conditions of employment for details on the rate of pay that will be used for this type of payment. Your request should be forwarded to the Pay Centre under cover of a pay action request form.

What will happen if I have taken my vacation leave and then leave the public service prior to completing the vacation year?

If you leave the public service during the vacation year for any reason other than for incapacity, death or lay-off, the Pay Centre will recover an amount equivalent to any unearned leave for the vacation leave earned for each month that you receive pay for 75 hours or 10 days. Refer to the relevant authorities such as your collective agreement and/or the various terms and conditions of employment specific to your classification group for additional information.

Will I be paid for my earned vacation leave if I leave the public service?

Any outstanding earned vacation leave to your credit at the time of departure from the public service will be paid to you, or in the event of your death, to your estate.

What are my options if I leave the public service for employment with a separate agency?

Your collective agreement or terms and conditions of employment may provide an option to have your credits transferred if the separate agency is in agreement to accept the credits. Refer to the relevant authorities such as your collective agreement and/or the various terms and conditions of employment specific to your classification group for additional information.

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