Managing Leave - FAQs

1. What is the role of the manager with regards to managing leave?

Managers are accountable for managing and approving leave schedules for each of their employees throughout the fiscal year. Managers must develop a plan and review leave balances for each of their employees and ensure that leave banks accurately reflect leave scheduled and taken and are kept up-to-date in a timely manner.

In cases where outstanding leave balances result in a payout, and more specifically to avoid an unnecessary payment for leave actually taken but not recorded, managers and employees must regularly review leave banks prior to any key payment dates (as identified) to ensure accuracy of records.

Reversals of payouts are not permitted once payment is processed which may result in a negative leave balance.

2. What is the role of the employee with regards to managing leave?

Employees must have their leave approved and subsequently record their leave accurately and in a timely manner to ensure their leave banks are always up-to-date.

In cases where outstanding leave balances result in a payout, and more specifically to avoid an unnecessary payment for leave actually taken but not recorded, managers and employees must regularly review leave banks prior to any key payment dates (as identified) to ensure accuracy of records.

Reversals of payouts are not permitted once payment is processed which may result in a negative leave balance.

3. How do I keep track of my annual leave days left?

Consult your personal Leave Balance in HR @ my fingertips / Compensation / My Data / Leave bank and your Attendance Profile under MySource / My Leave & Attendance.

The leave balance tracks your annual leave entitlement and how much you have taken to date. The attendance profile provides you with details of when you took your leave, provided you report your leave in HR @ my fingertips / Compensation / My Data / Leave reporting.

4. What if the leave bank is incorrect?

Managers and employees must ensure leave taken has been recorded accurately. Any questions should be directed to the Shared Services Centre at 1-866-999-7888.

5. How is a carryover request submitted for an employee who is eligible for a leave payout as of March 31 but for exceptional reasons, the manager wishes to approve a carryover to be taken early in the next fiscal year?

In all situations, managers should work with their employees to schedule all leave to be taken within a fiscal year. If there are exceptional circumstances as to why this cannot be achieved, managers should schedule the leave carried over no later than June of the next fiscal year. At the same time, they should schedule all leave to be taken by March 31 of the following fiscal so that the situation is not repeated next year.

Managers can go to MySource (under Manager Portal / Workbench / Leave Management / Year-end Leave Management) to review employees who are eligible for a payout. Select the employee’s name and under Action select the option Carryover (Approved for carryover), enter a Decision Reason, provide the business rationale in the Comments section and Submit. The employee and the manager’s superior will be notified online that a carryover of leave has been approved.

Note: Unless the option is changed to Carryover in the Action field (Approved for carryover), the employee WILL receive a payment for their leave.

6. What are the steps for affiliations that cannot be paid out for annual leave?

Where employees have outstanding leave that has not been taken by March 31 that cannot be paid out under the collective agreement, the record has been set to “carryover”. However, for CMG and AR employees who have requested to carry over annual leave, managers must enter a reason in the Comments section so that senior management can review such reason that supports the leave liability to the next fiscal.

Communications are sent to managers and employees in September regarding the payout of outstanding time-in-lieu for employees in CMG, Confidential and STARF (less than 13 weeks) who will be paid out in September / October if their leave has not been scheduled to be taken by the key dates as identified). No further action is required for their time-in-lieu balance at March 31.

7. What happens if a manager does not submit a carryover rationale by the March 31 deadline?

The number of days in the system as at March 31 will be paid where the collective agreement, contract or policy allows. Reversals of payouts are not permitted once payment is processed, which may result in a negative leave balance.

8. If an employee takes all or some leave listed before March 31, will the system pay out the correct balance?

When an employee takes leave during the month of March, the system will update automatically and the balances will be refreshed after each pay close. The final balance will be reflective of any leave taken ONLY if the employee's timecards are up-to-date and all leave is reported as taken before March 31. The system will pay the final balance recorded as at March 31 after the pay closes. It will not pay out any leave if there is a negative leave balance in the employee’s record or if a rationale has been entered approving a carryover of that leave balance.

Note: If an employee is applying for the Leave Purchase Plan, any annual leave that should be taken by March 31 must not be greater than zero on that date. Leave banks will be updated once the March 31 pay closes.

9. If an employee has less than a day of leave outstanding, will it still be paid out?

No, only outstanding balances related to annual leave or time-in-lieu of a day or more will be paid out to the employee.

10. When will employees receive payment for the outstanding leave that is paid out?

The pay deposit dates for various leave payments are identified in the key dates for leave processes.

11. Can employees request a payout if they are not scheduled to be paid out on the manager’s list? What does a manager have to do in these cases?

If the employee is not shown as “Payout” on the manager’s list, the manager will need to go to MySource (under Manager Portal / Workbench / Leave Management / Year-end Leave Management) to review the employee’s leave bank, and should approval for payment be made, the manager can select the Payout option (under Action). It is important that the manager not make this change unless the employee has requested a payout as it may otherwise be in contravention of the collective agreement, contract or policy.

If the employee is not on the manager’s list, the employee must verify their leave bank, complete the Request for Payment of Leave form on HR @ my fingertips, in the Important HR links section, under HR forms, and once the manager has approved the request, submit the form to the Shared Services Centre, who will proceed with the payout request.

Note: Leave payout requests can only be for leave that is to be taken by the end of the current fiscal year. As per the Canada Labour Code, a minimum of 10 days has to be taken within the current fiscal year for the payout to occur.

12. What do employees do if they wish to transfer the payment to a Group RRSP or FlexPen?

If employees have eligible contribution room, they can choose to transfer the whole payment or a partial amount into the CBC/Radio-Canada Group RRSP or in FlexPen. In order to do so, employees should consult the employee portal (HR @ my fingertips / Compensation / My Program Details / Lump sum payment transfer) for details and access to the forms and submit accordingly.

13. Who can employees or managers contact for any questions related to leave or if they experience any technical difficulties in MySource?

Contact the Shared Services Centre at 1-866-999-7888.


MANAGING LEAVE - FAQs FOR MANAGERS

1. How can I quickly review my list of employees in MySource?

The list of employees displayed shows your direct reports with a leave balance greater than zero who are eligible for a payout or who have been defaulted to carryover as at the date shown. Click on All Employees (bottom right) if you wish to see all employees in your hierarchy. Use the search button (top right) to display certain records. Enter for example:

  • an employee name
  • “annual leave” to see annual leave banks only
  • an affiliation to view all employees in that affiliation
  • a date by when the leave must be taken e.g. March 31
  • once your records are displayed, select an individual record and use the arrows (top right) to scroll through your employees.

2. Where can I see a full listing of all my employees and their leave bank details?

Review your Leave report in HR @ my fingertips for managers under Management reports in the right hand menu for a full view of your employees’ leave balances. Or go to your employee list and review each employee’s leave details individually.

3. Why does the list in MySource not show all of my employees? What happens to the leave for employees who are not listed?

Some employees may not be on the list due to status such as:

  • Employees who have returned from a leave of absence in the last 6 months or who are on a leave of absence are automatically approved to carry over their leave and are not shown in your list.
  • Employees on contract are not shown as their leave must be taken by the end of their contract.
  • Employees who have taken all their leave to be taken by March 31.
  • Employees with a balance of less than a day are automatically approved for carryover.

In situations where an employee is not eligible for a payout, it is still the manager’s responsibility to manage and schedule all leave according to the collective agreement, contract or policy.

Employees marked for a leave payout are shown in My Source, meaning those who have a remaining balance and where the collective agreement, contract or policy allows this leave to be paid out. For CMG and AR employees who are carrying over annual leave, managers should enter a rationale and reason in the Comments section so that senior management can review the reasons for the leave liability to the next fiscal year.

4. What is the deadline to ensure that all leave balances are up-to-date for employees with leave to be taken by March 31?

The key dates are important to know for the payment of outstanding leave or for leave carryover, as applicable. These dates are critical as leave carryover is based on the assumption that all leave taken has been recorded on the employee timecard and that submission and timely approval are accurate. If you do not approve the timecards by the dates indicated in the link above, employees may be paid out for leave that has actually been taken but not recorded.

5. I have reviewed my list of employees in MySource and I agree with the number of days to be paid out at March 31. Do I have any other required actions?

There is no further action required by you. By default, all eligible employees are set to be paid out for any outstanding leave at March 31. Unless you change the option in the Action field to “Carryover” (Approved for carryover), your employees WILL receive a payment for their outstanding leave. You should communicate to the employees listed that any outstanding leave required to be taken by March 31 will be paid out. It is expected that employees review their information and next steps on their employee portal to ensure not only accuracy but awareness of procedures and consequences.

6. When I submit a carryover request, does it go through an approval process?

Managers are accountable for managing all employee leave banks appropriately. Reports providing details on who has been approved for carryover are reviewed by HR during the month of March and HR may follow up with the manager, as required. After the leave banks are renewed for the following fiscal period, leave reports will be provided to senior management for review of their current leave liability and follow up. If you approve a request to carry over leave, both your manager and your employee will be notified of your approval decision.

7. I have employees who are on a leave of absence or who have recently returned from a leave of absence. Do I still need to submit an approval request?

No. If the employee does not appear on your list in MySource, you are not required to submit an approval request. Employees who are on a leave of absence or who returned from a leave of absence in the last six months are automatically approved for carryover, hence will not be included in the leave payout process and should not appear on your list for payout.

8. Can I approve partial carryover?

No, this option is currently not available.

Instead, change the selection under Action to “Carryover” (Approved for carryover), enter a Decision Reason and provide the business rationale in the Comments section. Then ask the employee to complete the Request for Payment of Leave form on HR @ my fingertips, in the Important HR links section, under HR forms, and submit to the Shared Services Centre who will proceed with the partial payout request.

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