Policy & Procedure Manual

Transcription

1 Plicy & Prcedure Manual Agency Vacatin Reviewed Date HR0701 Revised Date May 12, 2014 Apprved Date December 19, 1990 Intrductin The Bard f Health believes in prviding fair and equitable benefits t all its emplyees cnsistent with the health unit s mandate t prmte and prtect public health in the cmmunity. Purpse This plicy utlines the parameters and principles fr the vacatin entitlements ffered as part f the cmprehensive cmpensatin package fr all nn unin emplyees f the health unit. This plicy des nt apply t thse emplyees wh are members f the Ontari Nurses Assciatin wh will refer t their cllective agreement n this issue. Legislative Authrity Plicy Definitins and Interpretatin Plicy The emplyer will grant vacatin with pay t all eligible full time and part time emplyees based n a vacatin entitlement date. The vacatin entitlement date will be determined either as: the date the emplyee was hired by the Agency as a full time r part time emplyee, r alternatively, where an emplyee has wrked in a casual r temprary psitin immediately prir t becming a full time r part time emplyee, their ttal cnsecutive casual and temprary emplyment hurs will be divided by 1820 in rder t establish their vacatin entitlement date. This nn full/part time hurs vacatin adjustment applies t full and part time emplyees whse casual r temprary date f hire was April 1, 2005 r later. Any change t the vacatin entitlement date based n the abve frmula will be effective n earlier than January 1, Future vacatin levels as a full r part time emplyee will cntinue t be earned in accrdance with this established vacatin entitlement date. As the vacatin year runs frm January 1 t December 31 each calendar year, emplyee alltment f vacatin during their first year f emplyment is prrated based n their applicable hire date. HR0701 Vacatin Page 1 f 5

2 The fllwing vacatin levels apply t all full and part time, nn unin staff effective April 23, 2014: Level 1: Full time staff are entitled t a vacatin f fifteen (15) wrking days with pay in each f the first full three years f emplyment. Part time staff are entitled t a pr-rated entitlement (fte x 15 days). Level 2: Full time staff wh have been emplyed fr mre than three (3) cntinuus years but less than twelve (12) cntinuus years are entitled t a vacatin f twenty (20) wrking days with pay in each f these full years f emplyment. Part time staff are entitled t a pr-rated entitlement (fte x 20 days). Level 3: Full-time staff wh have been emplyed fr mre than twelve (12) cntinuus years but less than twenty-tw (22) cntinuus years are entitled t a vacatin f twenty-five (25) wrking days with pay in each f these full years f emplyment. Part time staff are entitled t a pr-rated entitlement (fte x 25 days). Level 4: Full-time staff wh have been emplyed fr mre than twenty-tw (22) cntinuus years but less than twenty five (25) years are entitled t a vacatin f thirty (30) wrking days with pay in each f these full years f emplyment. Part time staff are entitled t a pr-rated entitlement (fte x 30 days). Level 5: Effective January 1, 2015, full-time staff wh have been emplyed fr mre than twenty-five (25) cntinuus years are entitled t a vacatin f thirty (35) wrking days with pay in each full year f emplyment past 25 years. Part time staff are entitled t a pr-rated entitlement (fte x 35 days). Ntwithstanding, effective the date f this plicy, newly hired r appinted emplyees at/r abve the psitin f Manager are entitled t cmmence vacatin at Level 2. Emplyees wh wrk in excess f their hired F.T.E. n a casual basis will receive 6% additinal pay n the casual hurs wrked in lieu f vacatin credits. Casual and temprary emplyees will receive 6% additinal pay n the hurs they wrk in lieu f vacatin credits. Full and part time emplyees are entitled t ne flat day per calendar year. Vacatin credits will be accrued during perids f maternity leave, parental leave, cmpassinate leave, sick leave, shrt term disability and unpaid leave f absence f less than 10 cnsecutive days. Vacatin entitlement will nt apply under the fllwing cnditins: During perids f leave f absence withut pay beynd 10 cnsecutive days; During perids f lng term disability; During perids f wrkers cmpensatin; During any perids f lay-ff; Where an emplyee takes unpaid leave f absences in rder t reduce their fte n a temprary basis. HR0701 Vacatin Page 2 f 5

3 Emplyees returning t wrk n a graduated return t wrk plan (WSIB, LTD, Sick Leave) will earn vacatin credits based n their actual hurs wrked while returning t their regular fte. Vacatin time may be taken prir t being earned, prvided there is sufficient unpaid salary and benefits t cver the unearned vacatin time. This applies t the calendar year nly. Each service area r prgram will establish minimum standards fr vacatin cverage. Vacatin time will be taken at a mutually agreeable time t the emplyee and Manager/Supervisr/Directr in such a way that services f the Health Unit will nt be detrimentally affected Emplyees are encuraged t use their full vacatin entitlement by December 31st f each year. Vacatin balances f half entitlement r less at December 31 will be carried ver t the fllwing year and must be used by June 30. Carried ver vacatin time will nt be permitted fr use past June 30 except in exceptinal circumstances and apprved in writing by the Service Area Directr. Unused vacatin entitlement, is nt nrmally paid ut, hwever, the Service Area Directr may apprve such pay-ut in exceptinal circumstances. The flat day must be used in the calendar year given and cannt be carried ver. There will be n brrwing f future vacatin credits frm the next year in rder t cver an absence in the current year. Emplyees taking a leave f absence (paid r unpaid),must use their vacatin entitlement earned up t the start f the leave and any carry ver frm the previus year befre cmmencing their leave. An emplyee cmmencing maternity r parental leave may take the vacatin entitlement t be earned while n leave in advance f the pregnancy r parenting leave starting r prir t returning back t wrk after the expiratin f the parental leave. This may als, with mutual cnsent f the Prgram Manager/Supervisr, be used t wrk reduced hurs prir t the emplyee returning t his/her regularly hired FTE. Vacatin time earned while n parental leave, if nt used as per this sectin, will be paid ut in full within tw (2) weeks f the emplyee s return t wrk. Carryver prvisins and deadlines fr vacatin time requests may be waived by the Service Area Directr fr emplyees n maternity r parental leave depending n the start and finish date f the leave. Emplyees may cancel pre-apprved vacatin time when illness ccurs prir t the vacatin starting. Fr the purpses f cnsistent applicatin f this plicy the effective date f vacatin cmmencement is deemed t be the end f shift f the last day wrked (e.g. Friday after 4:30 p.m.). Emplyees wh becme ill nce vacatin time has cmmenced will nt be permitted t change vacatin time t sick time unless hspitalizatin ccurs. Fr the purpses f cnsistent applicatin f this plicy the effective date f vacatin cmmencement is deemed t be the end f shift f the last day wrked (e.g. Friday after 4:30 p.m.). HR0701 Vacatin Page 3 f 5

4 When an emplyee is hspitalized during a perid f vacatin time, the perid f time spent in hspital will be cnsidered sick time and the vacatin time credited back t the emplyee. When a death in the family ccurs while an emplyee is n vacatin, the number f days credited back t the emplyee will be as utlined in Plicy HR0705 Bereavement Leave. When a staff member's emplyment is terminated fr any reasn, he/she will be entitled t a vacatin lump sum payut cvering vacatin entitlement earned but nt taken as f the date f terminatin. Prcedures 1) Requests fr vacatin time are submitted t the emplyee s direct supervisr per the WKT time card system as per the guidelines set ut in each Service/Prgram area. 2) Requests fr vacatin during the mnths f June, July, r August must be submitted by April 15 f each year and a reply shall be given by May 1. 3) Requests fr vacatin time ccurring in the Christmas/New Year perid (weeks in which December 25 and January 1 fall), must be submitted by September 15 f each year and a reply shall be given by September 30. Requests fr vacatin during the schl March break must be submitted by December 1 f each year and a reply shall be given by December 15. Requests received after the dates specified abve will be prcessed accrding t the date f submissin. 4) Cnflicts in scheduling vacatin time shall be reslved between the affected emplyees and their respective Managers/Supervisrs. Senirity shall nt be the sle determining factr fr pririty; rather the principles f fairness and equity shall prevail. Emplyees are expected t share in bth prime and less desirable vacatin times which may be ver a tw year rtatinal basis. 5) Emplyees wh are frced t cancel pre-apprved vacatin time due t illness which ccurs prir t the vacatin starting will be required t prvide their Manager/Supervisr with a Health Care Prvider Statement verifying the illness and the amunt f time required ff wrk befre vacatin will be cancelled. 6) When an emplyee is hspitalized during a perid f vacatin time, the perid f time spent in hspital will cnsidered sick time and the vacatin time credited back t the emplyee. The emplyee will prvide their Manager/Supervisr with prf f hspitalizatin upn returning t wrk. If the emplyee has scheduled vacatin time remaining after hspitalizatin, there must be a Health Care Prvider Statement prvided specifying the time perid that the emplyee needs ff wrk due t illness in rder fr vacatin time t be changed t sick time. The Manager/Supervisr will frward this dcumentatin t Human Resurces fr placement in the emplyee s emplyment file. 7) Emplyees requesting maternity and parental leave will include any requests fr vacatin time immediately preceding their leave in their leave request letter, keeping in mind the deadlines fr vacatin requests set ut abve. 8) Emplyees returning frm maternity and parental leave will include their request fr use f vacatin entitlement earned while n leave in their return t wrk letter. HR0701 Vacatin Page 4 f 5

5 Related Plicies HR0702 Statutry Hlidays HR0705 Bereavement Leave HR0704 Sick leave HR0706 Maternity Leave HR0707 Parental/Adptin Leave HR0709 Leave f Absence (Unpaid) Related Frms Final Apprval Signature: Review/Revisin Histry: Revised: December 19, 2001 Revised: July 28, 2010 Revised April 23, 2014 New Vacatin Alltment and Clarificatins HR0701 Vacatin Page 5 f 5