Voluntary Personal Leave Plan

The Voluntary Personal Leave Plan (PLP) offers the opportunity for eligible employees to take additional leave while producing cost savings to individual departments or units. Employees who participate in the program apply for up to 15 days of leave without pay in five-day increments. The cost of the leave is deducted in equal installments over the 12-month plan period, beginning on July 1 and ending June 30. All leave days must be taken within the plan period.

Submit the Voluntary Personal Leave Plan application for 2020-2021 to your supervisor or department head by June 1, 2020 at 4 p.m.

Who is eligible?

Staff under the following agreements or handbooks who accrue vacation leave rather than receive pay in lieu of vacation and who have an appointment commencing on or before July 1 and ending on or after June 30 of the plan period are eligible to apply for the plan. Some restrictions apply - see below.

Support Staff

  • Regular support staff
  • Salaried, benefited auxiliary support staff

Academic Staff

  • Faculty (including contingent positions)
  • Administrative Professional Officer
  • Librarian
  • Faculty Service Officer
  • Academic Teaching Staff
  • Temporary and Administrative Professional Staff
  • Trust/Research Academic Staff

Excluded Staff Types

  • Support
  • Executive
  • Academic Administrators
  • Management and Professional Staff

Who is not eligible?

  • Employees in recurring, auxiliary (hourly), or casual positions
  • Employees with an end date during the Plan Period
  • Employees who have scheduled a leave without pay greater than one (1) month during the plan period (maternity leave, education leave etc.)
  • Employees with excessive vacation balance* at the time of application

*For NASA staff, excessive vacation balance is defined as more than one year's vacation accrual in their vacation bank on April 1, 2020 without an agreed upon plan to use it.

Are part-time employees eligible for the plan?

Yes, part-time employees are eligible for the plan however those who participate apply for days of leave without pay based on their full-time equivalent (FTE). Please refer to examples below:

example: If an employee who works a 0.80 FTE (working four days a week) is approved for the five-day PLP, they would then receive four days leave without pay.

example: if an employee works .6 of a 40 hour week and chooses to apply for 10 days of PLP, they would have 48 hours of PLP to use (40hours/week x two weeks (10 days) x.6 FTE).

What if I have more than one appointment, one of which is eligible and one of which is not?

You would be eligible for PLP only for the eligible appointment.

How does PLP work?

  • Fill out the Voluntary PLP Application form to indicate how many days you would like to take as PLP over the plan period.
  • When you want to use them, request the time off from your supervisor. Scheduling is subject to supervisor approval and operational requirements, including being subject to department blackout periods. PLP days may be taken in half-day increments. You can use up to five PLP days at a time.
  • The deduction on each pay period varies between 1.92% up to 5.76% depending on the number of leave days selected and will be applied to base compensation.
  • PLP is deducted in equal installments over the plan period.
  • PLP deductions do not apply to overtime.
  • Pensionable earnings are not affected by the PLP.
  • All statutory, Canada Pension Plan, Employment Insurance, and tax deductions are calculated on salary less the personal leave deductions.

What happens to the money that is deducted?

The savings from staff who participate remain with the faculty, department or unit.

What if my base salary changes during the plan period?

The personal leave deduction applies to the base salary you receive in that pay period.

What if I change my mind about how many days I selected as PLP?

Once approved, the decision to participate in the plan is irrevocable.

How are applications approved?

All applications will be reviewed on an individual basis and are subject to manager/supervisor or trust-holder approval based on employee eligibility and operational requirements.

How are the Plan days scheduled?

Scheduling is subject to supervisor approval and operational requirements, including being subject to department blackout periods. PLP days may be taken in half-day increments.

PLP days may be used over a period of time. You can use or apply only five days of PLP for each instance of requested time off.

However, all personal leave days must be taken during the plan period. Any leave days not taken before the end of the plan period are forfeited and cannot be carried forward or reimbursed.

How many personal leave plan days can I take?

Subject to approval, you are able to apply for a minimum of five days or increments of five up to a maximum of 15 days. For leave periods longer than 15 days, please refer to the Leave Without Pay clause of the appropriate collective agreement or handbook.

What if I leave employment with the university during the plan period?

If you leave your employment during the plan period for any reason, or if you commence long-term disability leave during the plan period, a reconciliation of deductions taken against PLP days used will be completed and either paid or recovered on your final paycheque with the university or in the pay period in which your leave commences.