Manager and HR resource: Administering Personal Leave

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 5, 10 or 15 days of unpaid leave with the cost being deducted from their pay in equal installments beginning August 1, 2022 and ending July 31, 2023. All leave days must be taken before June 30, 2023.

Applications for the 2022–2023 Voluntary Personal Leave Plan are open until July 31.

How an employee can submit an application

  1. Employees can download and complete the Voluntary Personal Leave Plan application form and submit it to their supervisor to review, sign and return back to the employee.
  2. Before approving, review vacation and earned time off balances and consider operational needs.
  3. The employee will then need to submit their application to the Staff Service Centre by July 31, 2022 at 4 p.m.
  4. Once approved, the decision to participate in the plan is irrevocable. Any leave days not taken before the end of the plan period are forfeited and cannot be carried forward or reimbursed.

How the plan works

  • Employees can request time off from their supervisor in half-day increments, up to five days at a time. Scheduling is subject to supervisor approval and operational requirements, including department blackout periods.
  • 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 beginning August 1, 2022 and ending July 31, 2023
  • PLP deductions do not apply to overtime.
  • The savings remain with the faculty, department or unit.

Reporting PLP

Enter the PLP days taken using the Time and Labour code 015 in the staff member's time sheet with a comment to indicate the PLP plan year (2022-2023 PLP). 

This code is not available for staff to enter themselves.

Eligible employees

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 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

Non-eligible employees

  • 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 month during the plan period (maternity leave, education leave etc.)
  • Support staff with more than one year's vacation accrual in their vacation bank on April 1, 2022 without an agreed upon plan to use it
  • Other employees (non-support staff) who have carried vacation forward from 2021/2022 to 2022/2023

Part-time employee eligibility

Those who participate apply for days of leave without pay based on their full-time equivalent (FTE).

Examples

If an employee who works a 0.8 FTE (working four days a week) is approved for the five-day PLP, they would then receive four days leave without pay.

If an employee works 0.6 of a 40 hour week and chooses to apply for 10 days of PLP, they would have 48 hours of PLP to use (40 hours/week x two weeks (10 days) x 0.6 FTE).