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Leaves of absence (LOA)

Maternity, adoption, parental paternity leaves of absence (LOA)

Collective agreements and leaves
  • for information on general leaves of absence, refer to The City of Calgary 'Leave of Absence Policy (HR-LR-003)' and applicable collective agreements
  • the information in this table is subject to the provisions of the applicable collective agreements, where different
Pre-authorizations
  • all leaves of absence require pre-authorization
Maximum leave for child care
  • the maximum combined unpaid maternity/adoption and parental leave is 52 weeks
Duration

Maternity

  • up to 15 weeks unpaid leave for biological mothers, who are permanent employees or non-permanent employees with at least 12 months continuous service
  • up to 15 weeks unpaid leave - at discretion of management - for employees with at least 6 months of continuous service  

Adoption

  • up to 15 weeks unpaid leave for adoptive parents who are permanent employees or non-permanent employees with at least 12 months continuous service - for the purpose of legal adoption
  • up to 15 weeks unpaid leave - at the discretion of management - for employees with at least 6 months or more continuous service
  • leave begins when adoptive parent first obtains custody of the child being adopted
  • if City employs both adoptive parents, they may share the leave of absence, with the total leave not to exceed 15 weeks
  • the parents may be granted leave simultaneously, subject to operational requirements  

Parental

  • parents, who are permanent employees or non-permanent employees with at least 12 months continuous service, are eligible for an unpaid parental leave of up to 37 weeks for the care of a newborn or adopted child
  • an employee with at least 6 months or more continuous service, at the discretion of management, may be granted an unpaid parental leave of up to 37 weeks
  • parental leave may be available within the year that the child arrives home
  • if The City employs both parents, they may share the leave, with the total leave not to exceed 37 weeks; parents may be granted leave simultaneously, subject to operational requirements  

Paternity

  • subject to the applicable collective agreements or ‘Exempt Staff Policy (HR-LR-006)’ statement, a parent is eligible to a 1 day paid paternity leave for attending the delivery of the child, or attending to the release from hospital of the spouse or domestic partner who has given birth
  • a father or mother is eligible to a 1 day paid leave of absence on the day of first obtaining custody of a child who has been legally adopted provided adoption leave of absence is not taken
Maternity LOA request
  • must apply for maternity leave of absence within first 6 months of pregnancy by completing ‘Request for Leave of Absence X83’ form and having it approved by the exempt supervisor. Leave may start within 12 weeks of the expected date of birth but no later than the due date or the birth of the baby
    • it is to the employee's advantage to apply early; once the maternity leave has been approved, the leave of absence start date can commence earlier (e.g. if the baby arrives before the due date), however, the leave cannot be adjusted to a later date
Application for employment insurance (EI) benefits
  • employee can apply for maternity EI benefits up to 10 weeks prior to the expected date of birth, provided employee is no longer working and has been given a ROE
  • alternatively, the employee can apply as soon as possible after baby's birth
  • for additional information, contact EI at 1-800-206-7218
Adding dependents to Alberta Health Care (AHC) and Extended Health & Dental
  • the AHC Dependent Addition forms are usually provided by the hospital
  • to ensure the child is also enrolled on your extended health and dental plans contact HR Services at 403-268-5800 (Option #1 for Pensions & Benefits)
Benefit deductions
  • for maternity, adoption, or parental leave of absence greater than 30 calendar days, employees must prepay their share of the benefit deductions (except pension), prior to the commencement of the leave
  • deductions may include medical, dental, LTD, group life and optional group life insurance
  • The City will pay its share of the benefits deductions for the entire leave
  • for personal leaves under 30 days, employees are normally required to pay only the applicable employee deductions
  • for personal leaves longer than 30 days, employees are normally required to pay the applicable employee and employer deductions
Pension
  • if employee is a member of The City pension plan, there is a one-time opportunity to purchase the leave (up to one year) paying only the employee portion with The City providing its contribution; thereafter, leave could be purchased as optional service
  • in the year following leave, HR Services will send employee a ‘letter of cost’ which provides all significant deadlines for payment in order to be eligible to purchase LOA service, the employee must return to work after the leave
  • if employee returns to work and terminates employment, application to purchase the LOA service must be made within 30 days from date of termination
  • more information is in ‘buying leave’ brochure
Vacation entitlement, pay increments, service and seniority credit
  • vacation entitlement, pay increments, service and seniority credits continue to accumulate for employees on unpaid maternity/legal adoption/parental leaves of absence

Short term disability (STD)/health-related portion (HRP) of the maternity leave*

 *Employees inquiring about this benefit may need to speak with a benefits subject matter expert.

Note:  The health of the baby is not a factor with this benefit.

Eligibility and application process

  • to apply for this benefit, medical documentation (doctor's note) must be submitted to the HR benefits liaison in HR Services via:
    • Fax: 403-268-5590
    • Drop off: 11th Floor, Municipal Building
    • Mail to:  HR Benefits Liaison
      P.O. Box 2100, Stn. M
      Calgary, AB  T2P 2M5 (MC# 8107)
  • all medical documentation must include: employee name, business unit, employee id, baby's birth date, whether it was a natural birth or caesarean, return to work date, any work restrictions or limitations, and doctor's signature
  • if there are complications following delivery which extend the usual recovery period, an Attending Physician's Statement (APS) X427 is required:
    • MEBAC and IAFF Local 255 plan, fax the APS to ECM Group at 403-261-1621
  • in addition, the employee should also contact their business unit payroll so that the off portion of the off/on duty report can be completed and forwarded to HR Services MC# 8107 for payment of the benefit  

Payment of the HRP benefit

Note:  The following is intended as general information only, as individual cases may vary (e.g. employees on short term disability benefits or LTD prior to their leave).

  • short term disability benefits during the health-related portion of the maternity leave are paid under a Supplementary Employment Benefit (SEB) plan and cover the period of time following the birth of the baby to the day the employee would be deemed fit to return to work (usually 6 weeks if natural birth or 8 weeks if caesarean)
  • employee's EI benefit plus the amount paid by the SEB plan equal 90% of the base salary, which is the regular short term disability benefit
  • a copy of the EI statement, which shows the waiting period and weekly benefit, must be sent to HR Services MC#8107; adjustments to the employee's HRP benefit (if any), will be made in the next available pay period

Premium deductions for the short term disability or long term disability/HRP benefit

  • medical, dental, life, LTD and pension plan premiums, as well as tax and CPP are deducted from the HRP benefit