Leave Entitlements for Executives

Leave entitlements for executives of the core public administration are governed by the Treasury Board Secretariat’s Directive on Terms and Conditions of Employment for Executives and the Directive on Leave and Special Working Arrangements.

Executives employed in separate agencies should consult their human resources branch for information regarding their leave entitlement, which may differ.

This Info Sheet outlines, in general terms, most of the leave types available to executives. Additional information is provided in the above-mentioned directives.

Vacation leave

An executive of the core public administration is entitled to the following vacation leave for each calendar month in which they have earned at least 10 days’ pay:

Chart explaining how to calculate vacation allowance

The maximum carry-over of vacation leave credits is the current annual entitlement. There are provisions for exceptional circumstances, where this can be increased with approval from the delegated manager.Other information about vacation leave

  • Typically, any earned but unused vacation leave entitlement in excess of the maximum carry-over on March 31st of each year will be automatically paid in cash, unless previous permission is granted by the delegated manager.

Temporary measures

  • The maximum carry-over of vacation leave credits is increased to seven weeks for all executives, regardless of years of service, until March 31, 2026.
  • Beginning in April 2022, temporary measures apply with respect to the mandatory cash out excess vacation leave that may have accumulated since 2016.

Sick leave

  • An executive earns sick leave credits at the rate of one and one-quarter (1-1/4) days (9.375 hours) for each month where they receive at least 10 days’ pay.
  • An executive with insufficient or no sick leave credits, may be granted up to 25 days of sick leave by their delegated manager. Any advance of sick leave is deducted from sick leave credits subsequently earned.
  • Once during the course of a career, at the discretion of the Deputy Head, an executive may be granted up to 130 days of sick leave (26 weeks), when the executive has insufficient sick leave credits to cover the entire period of an illness and the executive has used all accumulated sick leave credits. This request requires a medical certificate. This leave will not be recovered from future leave credits. The Deputy Head may authorize the use of any unused portion of the 130 days for a subsequent serious illness.

Personal Leave

On approval from the delegated manager, and subject to operational requirements, executives are entitled to two days of paid personal leave each fiscal year. The leave may be taken in periods of a full day (7.5 hours) or half a day (3.75 hours) each.

Personal leave cannot be carried over to the next fiscal year and is not eligible to be cashed out.

Family-related leave

Subject to approval of the delegated manager, an executive may be granted up to 5 days of leave with pay during any fiscal year, for family-related responsibilities.

In this context family is defined as:

  • spouse or common-law partner resident with the executive;
  • children (including foster children or children of spouse or common-law partner);
  • parents (including step-parents and foster-parents);
  • any relative residing in the executive’s household or with whom the executive permanently resides; and,
  • a person who stands in the place of a relative for the eligible executive whether or not there is any degree of consanguinity between such person and the executive.

This leave cannot be carried over to the next fiscal year and is not eligible to be cashed out.

Time off for personal medical and dental appointments

The employer grants executives paid time off, for up to half a day, to attend their own medical and dental appointments for routine, periodic check-ups.

When a series of continuing medical or dental appointments are necessary for treatment of a particular condition, absences are to be taken as sick leave.

Bereavement leave

When a member of an executive’s family dies, the executive is entitled to leave with pay of a duration considered appropriate by the delegated manager (i.e., this type of leave has no pre-determined limit for executives).

In this context family is defined as:

  • spouse or common-law partner resident with the executive;
  • children (including foster children or children of spouse or common-law partner), stepchildren, son-in-law, daughter-in-law and grandchildren;
  • parents (including step-parents and foster-parents), father-in-law, mother-in-law and grandparents;
  • brothers and sisters, brothers-in-law and sisters-in-law;
  • any relative residing in the executive’s household or with whom the executive permanently resides; and,
  • a person who stands in the place of a relative for the eligible executive whether or not there is any degree of consanguinity between such person and the executive.

Note: An executive is only entitled to bereavement leave for “a person who stands in the place of a relative” once during the executive’s public service career.

Maternity and parental leave

To be eligible for the maternity or parental allowance, an executive must meet all the following conditions:

  • have at least 6 months of continuous employment before starting their maternity/parental leave without pay
  • provide proof that they have applied for and are eligible to receive maternity, paternity, parental or adoption benefits under Employment Insurance (EI) or the Quebec Parental Insurance Plan
  • sign an agreement stating that they will return to work when their leave without pay expires, and work for at least as long as the period for which they receive a maternity allowance and/or a parental allowance (only 60% of the period of parental leave if the executive selects the extended option).

The maternity leave is only available to the executive who is pregnant, while the parental leave can go to either parent or be shared. The total leave (maternity and parental leave) cannot exceed 52 weeks for the standard option or 78 weeks for the extended option.

The maternity leave ends no later than 18 weeks after the date or the expected date of childbirth. Benefits are 93% of salary less benefits received benefit under EI or the Quebec Parental Insurance Plan.

During the parental leave benefits are 93% of salary under the standard option or 55.8% of salary under the extended option, less benefits received under EI or the Quebec Parental Insurance Plan.

See below for details.

Maternity leave

Maternity allowance payments made according to the Supplemental Unemployment Benefit Plan generally consist of:

  • 93% of the executive’s weekly rate of pay for the waiting period of one week for EI maternity benefit, if applicable; and
  • for each week the executive receives maternity benefit under EI or the Quebec Parental Insurance Plan, the difference between 93% of their weekly rate of pay and the maternity benefit.

Parental leave

An executive who becomes a parent through the birth or adoption of a child is granted parental leave without pay. Two options are available for parental leave:

  • The standard option, which consists of up to 37 consecutives weeks within the 52 week period following the birth or adoption of the child; and
  • The extended option, which consists of up to 63 weeks in the 78 week period following the birth or adoption of the child.

At the request of the executive and at the discretion of their manager, the leave may be taken in two periods.

Note: Under the Employment Insurance (EI) benefits plan, parental allowance is payable under either the standard option or the extended option. However, under the Quebec Parental Insurance Plan, the parental allowance is payable only under the standard option.

Once an executive elects the standard or extended option and the weekly benefit top-up allowance is set, the decision is irrevocable.

Parental allowance payments made according to the Supplemental Unemployment Benefit Plan generally consist of the following.

Standard option

  • 93% of the executive’s weekly rate of pay for the waiting period of one week for EI parental benefit, if applicable; and
  • For each week the executive receives parental, paternity or adoption benefits under EI or the Quebec Parental Insurance Plan, the difference between 93% of their weekly rate of pay and the parental, paternity or adoption benefit.
  • When the executive has received the full 18 weeks of maternity benefits and the full 32 weeks of parental benefit under the Quebec Parental Insurance Plan, and remains on parental leave without pay, an additional allowance of 93% of their weekly rate of pay per week, for two weeks.
  • When the executive has received the full 35 weeks of parental benefit under EI and remains on parental leave without pay, an additional allowance of 93% of their weekly rate of pay, for one week, unless the executive has received the allowance for the waiting period of parental benefit mentioned above, for the same child.

Under this option, the maximum combined – maternity and parental leave – cannot exceed 52 weeks.

Extended option

  • 8% of the executive’s weekly rate of pay for the waiting period of one week for EI parental benefit, if applicable; and
  • For each week the executive receives parental, paternity or adoption benefits under EI, the difference between 55.8% of their weekly rate of pay and the parental, paternity or adoption benefit.
  • When the executive has received the full 61 weeks of parental benefit under EI and remains on parental leave without pay, an additional allowance of 55.8% of their weekly rate of pay, for one week, unless the executive has received the allowance for the waiting period of parental benefit mentioned above, for the same child.

Under this option, the maximum combined – maternity and parental leave – cannot exceed 78 weeks.

Care of family leave

An executive is entitled to leave without pay for the care of a family member if:

  • the executive gives at least 4 weeks notice – unless it cannot be given because of an urgent or unforeseeable circumstance;
  • the leave is for at least 3 weeks.

The total care of family leave cannot exceed 5 years during the executive’s total period of employment in the core public administration.

In this context, family is defined as:

  • spouse or common-law partner resident with the executive;
  • children (including foster children or children of spouse or common-law partner);
  • son-in-law, daughter-in-law;
  • parents (including step-parents and foster-parents);
  • any relative residing in the executive’s household or with whom the executive permanently resides;. and,
  • a person who stands in the place of a relative for the eligible executive whether or not there is any degree of consanguinity between such person and the executive.

Caregiving leave

Executives in receipt of, or awaiting, EI benefits for compassionate care, for family caregiver for children or for adults, may be granted caregiving leave without pay.

  • The executive must provide proof that they are in receipt of or awaiting Employment Insurance (EI):
    • compassionate care benefits (providing care to a person who requires end-of-life care);
    • family caregiver for children benefits (providing care to a critically ill or injured person under 18); or
    • family caregiver for adults benefits (providing care for a critically ill or injured person 18 or over).
  • The leave covers any applicable waiting period, plus up to:
    • 26 weeks for compassionate care benefits
    • 35 weeks for family caregiver for children benefits
    • 15 weeks for family caregiver for adults benefits.

Domestic violence leave

Domestic violence is defined as any form of abuse or neglect that an executive or their child experiences from someone with whom the executive has or had an intimate relationship.

Upon request, an executive who is subject to domestic violence will be granted paid domestic violence leave of up to 75 hours per fiscal year in respect of such violence for themselves or their dependent child, for the following:

  • To seek care and/or support in respect of a physical or psychological injury or disability;
  • To obtain services from an organization which provides services for those who have been subject to domestic violence;
  • To obtain professional counselling;
  • To relocate, temporarily or permanently;
  • To seek legal or law enforcement assistance or to prepare for legal proceeding.

Note: An executive is not entitled to domestic violence leave if they are charged with an offense related to that act or if it is probable that the executive committed that act.

Court leave

Executives are entitled to leave with pay for:

  • Jury duty; and
  • Appearing before any body authorized by law to compel the attendance of witnesses, when summoned or subpoenaed to do so.

Exceptional leave with pay

Executives are eligible for exceptional leave with pay, as the delegated manager considers appropriate, for a period of up to 5 days in one fiscal year.

Under exceptional circumstances, the deputy head can approve this leave with pay for a period exceeding the 5 days noted above. This authority cannot be sub-delegated. The request for such leave needs must be substantiated.

Leave granted as exceptional leave with pay can be carried over into the next fiscal year provided it is used within six months of being granted.

Examples of such leave are situations where executives are required to work excessive hours over a prolonged period, for marriage or for volunteering.

Pre-retirement transition leave

The pre-retirement transition leave allows an employee who is eligible for an unreduced pension, or who is within two years of becoming eligible for an unreduced pension, to reduce their workweek by up to 40%. The salary is reduced accordingly, while the pension and benefit coverage (as well as applicable premiums and contributions) are maintained at pre-arrangement levels.

Executives are eligible to request this type of leave and persons with the delegated authority may approve requests if a thorough evaluation confirms that the work arrangement is operationally feasible and that it would not negatively affect the quality of services or costs associated with service delivery.

The executive must:

  • be an indeterminate employee in the core public administration;
  • not be surplus at the start of the leave arrangement;
  • be eligible for an unreduced pension at the start of the leave arrangement or be within two years of becoming eligible for an unreduced pension;
  • agree to resign effective at the end of the leave arrangement;
  • agree not to work for the federal public service while on leave without pay.

Important note: The Income Tax Act places certain maximums on the total amount of leave without pay, exclusive of sick leave without pay, that can be treated as pensionable service under a registered pension plan (including the public service pension plan). Please validate if you have taken extended leave without pay.

Leave with income averaging

Leave with income averaging allows eligible employees, including executives, to reduce the number of weeks worked in a 12-month period by taking leave without pay for a period of 5 weeks to 3 months. Pay is reduced accordingly and averaged out over the 12-month period. Pension and benefits coverage (as well as the applicable premiums and contributions) continue at the pre-arrangement levels.

Since this type of leave without pay cannot exceed three months, the full period of leave is pensionable.

Please note that this type of leave is not available in all organizations and is subject to the operational requirements of the position.

This work arrangement can only be approved if a thorough evaluation indicates that the quality of service or costs associated with service delivery will not be adversely affected.

The executive must:

  • be an indetermination employee in the core public administration;
  • not be surplus at the start of the leave arrangement;
  • agree not to work for the federal public service while on leave without pay.

Appendix D of the Directive on Leave and Special Working Arrangements sets out the implications of this type of leave on your rate of pay, public service pension plan, insurance coverages and vacation and sick leave credits.

Persons participating in the leave with income averaging working arrangement cannot participate in the pre-retirement transition leave working arrangement.

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