1.0 PURPOSE This section describes the policy of the Last Post Fund relating to hours of work, attendance, overtime and the various forms of leave.

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1 25 September of PURPOSE This section describes the policy of the Last Post Fund relating to hours of work, attendance, overtime and the various forms of leave. 2.0 REFERENCE Governing Council Minutes and Executive Committee Records of Decisions. 3.0 POLICY Information 3.1 The Executive Director shall maintain an information file on Provincial and Federal legislation and regulations which govern employer-employee relations. Hours of Work 3.2 Each full-time employee shall work 35 hours (excluding a one-hour daily lunch break) per week on an average of seven hours per day for five days. Part-time employees shall work the hours indicated in their Letter of Engagement. The start and end of working hours will be set by the Manager depending on the requirements of each office and service. Attendance 3.3 The conscientious observance of working hours shall be a factor in the evaluation of an employee's performance. 3.4 It is expected that employees who are going to be late or absent will notify their office. Overtime 3.5 Overtime is defined as work performed in excess of the normal working day of 7 hours or in excess of the full-time work week of 35 hours. This is done at the request of or with the prior approval of the appropriate level of authority described in LPF MOM para Compensation for such overtime will be at time and a half of the employee's regular hourly rate. At the discretion of the appropriate level of authority described in LPFMOM para 3.15 and with the employee s consent, employees may be compensated by time-off in lieu of pay. 3.7 Compensation time off (CTO) in lieu of paid overtime, must be taken within the fiscal year in which it is earned. Under special circumstances and approval by the Executive Director, said CTO may be transferred to the following fiscal year. 3.8 The following ONLY applies to the National Field of Honour employees and is the discretion of the Québec Branch Executive Committee: - Performance bonuses may be paid to NFH employees; - When an employee works outside his/her normal working hours, time and a half is automatically payable (it may be in cash or in CTO); - Double time is payable (in cash or in CTO) when employees work on the 1 st Sunday of June (National Ceremony)

2 25 September of 6 Statutory Holidays 3.9 Employees shall be entitled to all public holidays, in accordance with Governmental directives, as follows: (1) New Year's Day (2) Good Friday (3) Easter Monday (4) Queen's Birthday (5) Canada Day (6) Labour Day (7) Thanksgiving Day (8) Remembrance Day (9) Christmas Day (10) Boxing Day (11) Civic Holiday or one other day as per Provincial legislation, e.g. in Quebec, Patriots Day When a statutory holiday falls on an employee s day off, the employee must be given a working day off with pay if the employee has been employed for at least 30 calendar days and has worked for at least 15 of the last 30 calendar days prior to the statutory holiday. An employee may have a statutory holiday pay credited to his/her time bank with the agreement of the Manager. Vacation Leave 3.11 For the purposes of vacation leave, a year of service shall run from the first day of work to the anniversary date of employment. The leave year is based on the fiscal year New employees shall be entitled to 3 weeks (15 working days) paid vacation per year. After 5 years of service, employees shall be entitled to 4 weeks (20 working days). After 15 years of service, the entitlement is 5 weeks (25 working days). Effective 1 April 2013, any former service with the Canadian Forces for a continuous period of 6 months or more will be included in the calculation of vacation leave credits Vacation leave for partial year service will be calculated on a proportional basis against full year service entitlements, rounded to the nearest full day. Partial year service may apply during the start or termination of LPF employment, or when leave entitlements change during a fiscal year. For example, in the first or last year of LPF employment, for twenty-eight weeks of employment within the fiscal year, employees will be entitled to 54 percent of a full year s vacation leave entitlement. For vacation leave of 20 days of full entitlement, days will be rounded to 11 days Vacation leave is earned the year before. Vacation leave will not normally be taken during the first twelve months of employment. Permission to do so must be requested in writing and approved by the Executive Director Vacation leave may be taken in one period or in shorter periods subject to the approval of the appropriate level of authority as described below: National President approves Executive Director, Executive Directors approves Client Service Manager Finance Officer, Administration Officer and Programmer, Client Service Managers approves counsellors, Finance Officer approves Chief accounting clerk and clerks, Chief accounting clerk recommends clerks Employees are required to take their vacation leave during the fiscal year for which it is intended.

3 25 September of 6 Under special conditions, annual leave may be carried over into the next fiscal year. Any such arrangements must be submitted in writing by way of stating reason for carry over and duly authorized by the appropriate level as described in paragraph The reply must be kept in the employee s attendance file. Leave days are not cumulative from year-to-year, nor can they be exchanged for equivalent pay Each employee's vacation period shall be at a time mutually convenient to the employee and the Last Post Fund Where employment is terminated or a resignation or lay-off occurs, the employee affected shall receive annual vacation pay for the earned portion of the leave entitlement not taken, including the unused credits for the current fiscal year. Sick Leave 3.19 An employee shall earn sick leave credits at the rate of one and one-quarter (11/4) days for each calendar month for which he/she receives pay for at least fifteen (15) days An employee shall be granted sick leave with pay when he/she is unable to perform his/her duties because of illness or injury provided that: (a) (b) he/she satisfies the Employer of this condition in such a manner and at such a time as may be determined by the Employer; and he/she has the necessary sick leave credits An employee shall not be granted sick leave with pay during any period in which he/she is on leave without pay Where an employee has insufficient or no credits to cover the granting of sick leave with pay under the provisions of paragraph 3.19, sick leave with pay may, at the discretion of the Employer, be granted for a period up to fifteen (15) days, subject to the deduction of such advanced leave from any sick leave credits subsequently earned and, in the event of termination of employment for other than death or lay-off, the recovery of the advanced credits will be taken from any monies owed the employee Sick leave may be granted at the discretion of the appropriate level of authority as describe in paragraph 3.15 for a maximum period of three (3) days Sick leave for partial year service will be calculated on a proportional basis against full year service entitlements, rounded to the nearest full day. Partial year service may apply during the start or termination of LPF employment, or when leave entitlements change during a fiscal year. For example, in the first or last year of LPF employment, for twenty-eight weeks of employment within the fiscal year, employees will be entitled to 54 percent of the full year s sick leave entitlement. For sick leave of 15 days of full entitlement, 8.1 days will be rounded to 8 days.

4 25 September of Effective fiscal year , it is now possible to accumulate a sick leave bank from year to year and this up to a maximum of 85 days. This bank may, at the discretion of the employee, serve to cover the period between the short and long term disability, instead of applying for Employment Insurance Benefits (LPF MOM para. 3.26). The sick leave bank is not redeemable for cash at any time After a period of three days of absence, the Last Post Fund will require a certificate from a qualified medical practitioner, and also for any absence, no matter how short, once ten days of leave in a fiscal year without a medical certificate have been granted Short-term disability is covered by Canada Employment Insurance Act for the first 17 weeks of disability Reasonable time-off with pay for medical and dental appointments may be granted at the discretion of the appropriate level of authority as describe in paragraph Special Leave 3.29 Special leave may be granted to an employee for such reasons as: illness in the family, marriage, household and domestic emergencies, etc Such leave can be authorized at the discretion of the appropriate level of authority described in LPF MOM para 3.15, but is limited to a total of 5 days per fiscal year Bereavement Leave When a member of the employee s immediate family dies, an employee shall be entitled to a bereavement period of five (5) consecutive calendar days that must include the day of the funeral. During such period the employee shall be paid for those days that are not regularly scheduled days of rest for the employee. In addition, the employee may be granted up to three (3) days leave with pay for travel related to the death. For Bereavement Leave, immediate family means father, mother, father-in-law, mother-in-law (or alternatively stepfather, stepmother, or foster parent), brother, sister, spouse (including a common-law spouse residing with the employee), child (including child of a common-law spouse), stepchild or ward of the employee, grandchild, grandparent, and relatives permanently residing in the employee s household or with whom the employee permanently resides Parental Leave Parental leave shall be granted to employees in accordance with governmental requirements as applicable in each Province Leave Without Pay Leave without pay may be granted for such purposes as long-term study, candidacy for public office, extended vacation, etc. The authority to approve Leave Without Pay rests with the Executive Director for all employees, and with the National President for the Executive Director. While on leave without pay, staff benefits become the responsibility of the employee Leave Without Pay shall not be approved to shorten or negate the requirement for an LPF employee to provide the proper notice of resignation as specified in the employee s letter of an employment offer.

5 25 September of 6 Professional Development 3.35 The Last Post Fund may authorize leave for employees at full pay to attend courses, seminars, workshops or other job-related studies of short duration (2 weeks maximum). In addition, the Last Post Fund may pay a share of the attendance fees In the offices where competence in both official languages is a requisite, the Last Post Fund may authorize leave to attend language training and may contribute to related costs. Court Leave 3.37 Leave with pay shall be given for absences required for jury duty, to serve as a witness, by reason of being served with a subpoena, or being otherwise compelled to appear before a duly authorized body. If the Court proceedings are against the employee, any salary payment shall be at the discretion of the Governing Council/Executive Committee. Time-off for Voting 3.38 Employees shall be excused from their duties to allow time to vote in accordance with the applicable government legislation. Leave Records 3.39 Detailed compensatory time and leave records, including overtime, for each employee shall be maintained at the National Office.