HR Policies: Flex-time, Staff Vacation,
Overtime: AUPE Support Staff
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Course Objectives
 At the completion of this course, you will be able to:
– Explain the business process, rules and procedures of each of the
policies
– Describe employee and manager accountabilities and responsibilities
– Explain how these policies integrate with other HR policies and the
Authority and Accountability framework
– Describe which policy employees (based on their employment status or
type) are eligible for
– Explain exceptions to each of the policies and how to manage them
– Describe the required forms for each of the policies
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New Human Resources Policies
Purpose: Provide a healthy work place by helping
employees attain a work/life balance while ensuring the
operational needs of the University are being met
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Why new Human Resource policies?
 Improve efficiencies and internal controls
 Comply with Auditor General and Tri-Council
recommendations
 Manage liability
 Utilize staff time and manage work schedules more
effectively
 Continuous improvement and align with other upcoming
enhancements designed to streamline processes and
improve service
– New Hire /Job change / Termination
3
Why new Human Resource policies?
 Clarify the University’s guidelines for:
– the scheduling and taking of vacation time (for MaPS and Support
staff)
– the earning and taking of flex-time (Support staff)
– the administration, recording and pay out of overtime hours (Support
staff)
 Ensure that eligible employees are provided the same
opportunity for vacation, flex and overtime
4
Employee Type Eligibility
The table below shows the employee type eligibility for each of the
policies:
Flex
All full-time AUPE
regular, limited term,
fixed term or sessional
Employees
*Does not apply to Academic
Vacation
All eligible Management
and Professional Staff
(MAPS), AUPE
Overtime
All eligible AUPE
and Management and
Professional staff (MaPS) staff
members
Department participates
in the
flex-time work
arrangement
Is in addition to and does
not replace Overtime
provisions in Collective
Agreement
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Integration with Time Keeping Process
 Time Keeping process
– Tracks flex-time and vacation earned and taken, overtime approved
and paid
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Flex-time Policy
Flex-time:
 Is an alternative work schedule that allows work units to
have extended hours ensuring increased customer
service opportunities
 Standardizes the process for considering, approving and
implementing flex-time
 Clarifies the joint responsibility of the department and the
employee
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Flex-time Eligibility
 Applies to:
– AUPE Regular, Limited Term, Fixed Term or Sessional Employees
who have successfully completed their probationary period
– Does not apply to Academic or Management and Professional staff
(MaPS) staff members
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What is the Eligible Flex-time Earning
Period?
 Earned outside the Normal Work Day which ensures at
least a one-half (½) hour unpaid meal break at
approximately the midpoint in the work day
 Rest periods are considered breaks
– Flex-time earning period will not include working through the breaks
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Special Situations
 Exceptions may be made for the purpose of
accommodating an Employee who must deal with an
extraordinary matter
– Subject to the approval of the Manager
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Responsibilities - Staff

Know if their Department participates in the flex-time
program

Be aware of the policy and procedures

Consult with Manager to discuss Flex-time proposals

Submit written proposals, in the required format, and
sign the approved detailed written agreement

Use banked flex-time according to agreement with
Appropriate Manager
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Responsibilities - Manager

Be accountable for the management and
implementation of the policy and its potential to
result in a fiscal liability

Assess the operational impact of Flex-time
requests

Approve or recommend approval for Flex-time
requests

Manage the flex-time arrangement
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Responsibilities - Manager

Understand the proper planning required and
discussions to have with staff

Review the Flex-time Policy and develop a plan
to reduce banked flex-time in their Department

Review Flex-time Policy and develop a plan for
flex-time as it applies to their Faculty /
Department and staff
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Flex-time Program

Eligible employees may request to work a Flex-time
schedule
– New form available on August 1, 2010

Must be mutually agreeable to the employee, supervisor
and unit manager
– Should not negatively impact the overall operations of the unit


Units may set up individual schedules differently based
on peak user and staffing demands
Flex time is earned and used on a regularly scheduled
basis
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Flex-time Program
 Flex-time must be earned in 30 minute increments
outside the regularly scheduled hours of work
– 30 minute increment must be added to all timesheets
 Can only be accumulated to a maximum of two days
– Days off must be scheduled
 Must be operationally viable and, at the Manager’s
discretion, can be discontinued at any time
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Flex-time Program
 Terminations
– Once an employee has handed in their resignation or retirement notice,
they may no longer earn flex-time
– Any earned flex-time hours must be used prior to the employee’s last
day
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Scheduling
 To track flex-time, staff members are required to add the
30 minute increment to all timesheets
 Flex-time hours are to be approved by the manager and
updated in the HCM timesheet system
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Special Circumstances and Transfers
 Special Circumstances:
– Unforeseen circumstances may result in rescheduling of a previously
scheduled flex day
– In the case of a manager requested change, the employee must be
given appropriate notification (Article 18)
 Transfers:
– Earned but unused Flex-time must be used prior to a transfer (Article
44)
18
Staff Vacation Policy
 Joint responsibility of the department and the employee to ensure
vacation leave is scheduled and taken at a mutually agreeable time.
 Department shall use its discretion in scheduling vacation based on:
– the occurrence of peak workload periods,
– employee’s length of Service
– other factors relevant to the operation of the department and the personal
circumstances of the employee.
19
Staff Vacation Eligibility
 Applies to:
– Eligible Management and Professional Staff (MaPS), Alberta Union of
Provincial Employees (AUPE)
20
Staff Vacation Policy
 Employees accrue Vacation on an hourly basis,
commencing their first day of employment
 AUPE employees should refer to the vacation guidelines
outlined in the AUPE Collective Agreement in
conjunction with this policy/procedures
 MaPS employees should refer to the Human Resources
website
21
Vacation Entitlement and Accrual
 Employees start earning Vacation on their first day of
employment (anniversary date)
– Employees who have not completed one (1) year of continuous
employment are entitled to a pro-rated Vacation period reflecting the
period they have worked.
– Employees, who have not successfully completed the first six months
of employment will not be entitled to utilize Vacation unless an
agreement to do so was reached during the original employment
contract negotiation
22
Vacation Entitlement and Accrual
 Recurring part-time, casual and students
– Earn a percentage and are paid out in lieu of vacation on their pay
cycle
 Staff members on an approved reduced work load
appointment
– Receive a pro-rated portion of the Vacation
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Vacation Scheduling
 As per Employment Standards
– The Employer is permitted to determine when vacation may be taken if
the employee has not taken it twelve (12) months after it is earned
– If the employer and employee cannot agree on a mutually agreeable
date on which the employee’s vacation is to start, the employer must
give the employee at least two (2) weeks written notice of the date on
which the employee’s annual vacation is to start and the employee
must take the vacation at that time
 Management
– Ensure employees’ schedule and take vacation, record vacation and
have approval for carryover of vacation
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Vacation Scheduling

Employees:
–
–
–
–

Ensure their vacation is scheduled and taken on an annual basis
Record their vacation
Request and receive approval for carryover of vacation
Request vacation using the Time Off Request Form
Requests for vacation: Time Off Request Form
– http://www.ucalgary.ca/hr/forms/maps_support-staff
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Time Off Request Form
HUMAN RESOURCES
Administration 202
Telephone: (403) 220-5932
Fax: (403) 284-5753
Time off Request Form
MaPS/ Support Staff (AUPE) - SALARIED
Employee Information
Employee Last Name:
Employee First Name:
Empl Class
Dept ID:
Empl Rcd Nbr:
Empl ID:
Department/ Faculty Name:
-- Please Select --
Request for Leave of Absence
Type of Leave:
-- Please Select --
From:
YYYY
MM
DD
To:
YYYY
MM
DD
Vacation Prior to Completing Probation
From:
To:
YYYY
MM
DD
YYYY
MM
DD
Reason:
MUST COMPLETE: Maternity, Parental, Adoption, Leave without Pay, or Apprenticeship
Start Date of Leave:
Last Day Worked:
YYYY
MM
DD
YYYY
MM
End Date of Leave:
DD
YYYY
MM
DD
Approvals
Employee Signature:
Phone #:
Email:
Date:
Department Signature:
Phone #:
Email:
Date:
Additional Comments:
Notification of Return from Leave or Notice of Extension (Leave Without Pay & Parental Leave)
Original Return to Work Date:
YYYY
MM
Revised/Return to Work Date:
DD
YYYY
MM
DD
Department Signature:
Phone #:
Date (yyyy/mm-dd):
HR Use Only
Comments:
Vac
Benefits Advisor:
Date:
HR-LAR
Last Update: 2010/03/25
Competed form Must be submitted to the Appropriate Manager
Manager: The completed form for Maternity, Parental, Adoption, Apprenticeship Leave
this form MUST be sent to benefits@ucalgary.ca
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Carryover of Vacation
 Employees will not generally be permitted to carry
vacation from one Vacation Year to the next
– Employee may request Approval from the Manager to carryover
vacation from one Vacation Year to the next up to a maximum of five
(5) days
– Specific situations may allow carryover of vacation
• Employee has intent to plan, schedule and request an extended vacation
which requires more than the regular vacation entitlements available during
that vacation year
• Where a long duration illness has prevented an Employee from taking
scheduled vacation
• In extenuating circumstances, Management may request an employee to
defer their vacation.
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Carryover of Vacation
 Carryover vacation entitlement must be used in the
subsequent Vacation Year
– Carryover of the maximum of five (5) days will be based on the
understanding that the carryover plus the next year’s vacation
entitlement will be taken prior to the end of the next vacation year
 Employees will not receive pay in lieu of vacation
 Requests for carryover of vacation should be:
– Made on the Time Off Request Form at least 3 months prior to the end
of the vacation year
– Indicate the specific reason for the carryover
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Vacation in Advance
 Subject to the written Approval of Management, up to
five (5) working days of Vacation may be taken in
Advance of having earned them
 Employees will submit a request for Vacation in Advance
using the Time Off Request Form
– Include the specific reason for the Advance
of vacation
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Special Circumstances
 Extenuating Circumstances
– May request carryover of more than five (5) days of Vacation from one
vacation year to the next
– Employees must apply, in writing, to the Manager for approval
– Manager notifies Human Resources the approval of carry over vacation
 Employment milestones
– Eligible employees are awarded additional Vacation days at certain
milestones of their employment relationship with the University of
Calgary
– The Support Staff award is granted on the individual employee’s
Anniversary Date ( 8yrs = 5days)
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Termination of Service
 Redeployment
– Any banked vacation entitlement that exceeds one year of entitlement,
paid out immediately upon election of the redeployment option
 All earned vacation will either be
– Used prior to the employees last day of employment or
– Will be paid out to the employee on his/her last pay. (Article 29.05)(e)
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Responsibilities - Staff

Familiarize yourself with the staff vacation policy

Use accrued vacation time according to the policy
and collective agreement

Consult with Manager when developing a plan to
reduce banked vacation time

Submit time off request form to Manager for approval
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Responsibilities - Manager

Review Vacation Policy and understand how to
apply it

Develop a plan to reduce banked vacation

Understand their accountabilities and
responsibilities for the reduction of the financial
liability resulting from un-used vacation

Accountable for the day-to-day management and
application of the policy
–
Recognize its potential to result in a fiscal liability for the
University
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Planning
 Department is responsible to establish vacation schedule to
reduce liability
– Vacation schedules should be part of overall planning
 Staff and Managers review early in the year
– Vacation Entitlements
– Plans for vacation
 Establish peak work periods and minimum staffing levels
model
 Requests for vacation submitted as early as possible
– Conflicts may occur; efforts should be made to reach a compromise
– Seniority may be used if compromise cannot be reached
 Staff member’s work load is covered
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Special Circumstances
 Rescheduling vacation
– Extenuating circumstances (death, hospitalization due to illness,
accident)
– Manager may request documentation to verify circumstances
– Manager should consult with HR to determine how or whether to
reallocate vacation
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Overtime Policy
Purpose: Promote a healthy work experience by:
 Recognizing the need for occasional overtime to meet extraordinary
situations
 Ensuring overtime hours and premiums are administered consistently, fairly
and equitably; recorded accurately, paid correctly, are compliant with
collective agreement and do not negatively impact on the individual or the
University
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Overtime Eligibility
 Applies to:
– Unionized employees.
• Is in addition to and does not replace Overtime provisions in the current
Collective Agreement
– Does not to apply to academic staff members or Management and
professional Staff (MaPS) members
37
Approval of Overtime and CTO (Comp Time Off)
 Overtime must be pre-approved and authorized by the Manager
– Casual, temporary, temporary relief, recurring part-time and student employees
normally must be authorized to work overtime
– Time worked without prior approval from management may not be compensated
 CTO must be pre-approved and authorized by the Manager.
– The employee either receives pay or CTO
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Approval of Overtime and CTO
 Time worked without prior Approval from Management is deemed
ineligible for overtime compensation except in emergency situations.
This includes time worked by choice by the employee:
– during lunch and rest periods
– when arriving early or
– when leaving late
<Insert Text>
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Utilization of CTO
 Must be pre-approved by the Manager on the Time Off
Request Form and utilized within three months of the
end of the pay period in which it is accumulated.
– An employee must have sufficient CTO accumulated to cover the time
requested as CTO.
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Funding, Emergencies and Special
Situations
 Funding
– Overtime funded by Department with the budget authority
 Emergencies
– If OT is worked without prior authorization you need to communicate
amount of OT and details to Manager as soon as possible
 Special situations
– Employer may schedule banked CTO on behalf of employee
• Advises employee at least three weeks before the date it is taken
– Employees participating in a graduated return to work plan or in
reduced duties leading to retirement are not permitted to work overtime
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Responsibilities - Staff

Know the approval process for overtime

Be requested and approved to work overtime

Follow defined procedures relating to initiating and
approving overtime
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Responsibilities - Manager

Be accountable for the management and
implementation of this policy and its potential to result
in a fiscal liability for the University of Calgary.

Ensure overtime is recorded on the timesheet
accurately and submitted in a timely manner

Ensure overtime bank balances are accurate

Ensure approved CTO does not accumulate as a
liability for the employer beyond the 3 month timeframe
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Responsibilities - Manager

Develop a plan to reduce banked overtime in their
dept

Develop a plan to reduce the NEED for overtime
in their Department

May delegate authority to approve to a supervisor
44
Emergencies and Terminations
 Emergencies
– An employee who attends work to assist with an emergency situation is
compensated for overtime worked
– If an employee is called back to work after regular hours, employee is
compensated for call out and overtime worked
 Terminations
– All earned CTO should be used prior to last day of work and remaining
CTO will paid out.
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Reporting – Pay Advice
 Change to the pay advice has been made
 Enables employees to see the number of Flex Hours,
Vacation Hours and Overtime Hours earned
 Accessed through MyUofC portal
- Effective August 25, 2010
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Timelines
 Each Department is responsible for implementing the
new policies and processes with assistance from
Support Services
 Flex-time, Vacation and Overtime policies effective
August 1, 2010
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Where to go for Help
 Human Resources Website (policies,
forms, FAQs)
– http://www.ucalgary.ca/hr/about_hr/policies_proc
edures
 Support Services HR
Lynne Osborne, Director losborne@ucalgary.ca
Stephanie Wyne, HR Consultant swyne@ucalgary.ca
Zahir Jessa, HR Consultant zfjessa@ucalgary.ca
 HR Help Desk
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Course and Learning Evaluation
 Please complete the course evaluation
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