Maternity/Parental/Adoptive Leave EI Benefit Changes – Information for Administrators

In the February issue of Benefits FYI, we highlighted the federal government changes to EI benefits for maternity, parental and adoptive leaves that came into effect on Dec. 3, 2017. We also detailed how these benefits work with UBC’s SEB top-up and provided four scenarios to help illustrate the information.

Summary of Key Points

  1. In addition to the two parental EI benefits options (standard and extended), note that employees may be off for a longer period of time if they select the extended parental EI benefits.
  2. Any additional leave taken beyond what is stipulated in the BC Employment Standards Act will be considered general unpaid leave and the employee is responsible for the full cost of the benefits and pension they wish to continue.
  3. There are no changes to how top-up is calculated for maternity leave for birth mothers.
  4. With the exception of BCGEU Okanagan, birth parents with staff appointments (mothers and fathers) are not eligible for top-up during parental leave. As such, during the parental leave they will receive standard or extended parental EI benefits only.
  5. BCGEU Okanagan birth parents (mothers and fathers) are eligible for top-up during parental leave; however, the top-up calculation is under development with the introduction of the extended EI parental benefit. More information will be available soon.
  6. Birth parents with faculty appointments (mothers and fathers) are eligible for top-up during parental leave, and if the extended EI parental benefits is chosen, the top-up will be calculated based on the standard option. This includes Academic Executives and Postdoctoral Fellows (employees).

For HR Administrators

If you have staff who will be taking maternity, parental or adoptive leave, we encourage you to consider how you will fill your department’s staffing requirements during the employee’s leave. If you have any questions on how to fill leave replacement positions over the new extended parental leave periods, please contact your HR Advisor.

When using ePAF (for a staff leave) or paper form (for a faculty leave) to notify Payroll of a leave, make sure you correctly code the leave for Payroll purposes. For example, if you have an employee who fits key point #2 above, please code the additional leave beyond 52 weeks for birth mothers, and 37 weeks for birth fathers and adopting parents as general unpaid (personal) leave.

More information

Family Caregiver EI Benefits – Information for Administrators

In the February issue of Benefits FYI, we detailed the federal government’s new EI family caregiver benefits, which help families care for a critically ill/injured family member or person that considers you a family member. The new benefits were introduced on Dec. 3, 2017, and are offered in addition to EI compassionate care benefits.

Summary of Key Points

  • The EI family caregiver benefit for children and adults are offered in addition to compassionate care EI benefits. An employee may apply for family caregiver benefits to care for a critically ill/injured family member or person who considers them a family member, whereas compassionate care benefits apply if the employee is caring for a terminally ill family member or person who considers them a family member (must be significant risk of death within 26 weeks).
  • The BC Employment Standards Act currently provides eight weeks of job-protected leave for compassionate care, but does not include family caregiver leave. If an employee applies for family caregiving EI benefits, they will need to apply for a general unpaid leave and they will be responsible for paying the full cost of the benefits and pension they choose to maintain.

For HR Administrators

If you have an employee where the above scenarios or situations apply, please ensure that you correctly code the leave for Payroll purposes.

For example, if you have an employee applying for family caregiving EI benefits, please use the code Leave of Absence, Family Caregiver Leave (LOA/FAM) if you are using ePAF (for a staff leave) or paper form (for a faculty leave). A new code was created to ensure a Record of Employment would be generated and sent to Service Canada.

If the employee is applying for a compassionate care leave, please continue to use Leave of Absence, Compassionate Leave (LOA/COM) for the first eight weeks of leave and general unpaid (personal) leave for any additional leave.

If you have any questions or concerns about backfilling staff positions, please speak with your HR Associate or Advisor.

More Information

Two Free Noon-Time Health & Wellbeing Workshops Next Week

We have two health & wellbeing noon-time workshops coming up next week:

Welcoming Change into Your Life: March 26, 12:00 p.m. – 1:00 p.m.

Change is a natural part of life. While some changes can affect the very structure of your life, other changes can have subtle impacts on your day-to-day activities. Sometimes you may be aware that a change is imminent but are uncertain about what it will involve and how it will affect your life. Situations like these can create ambiguity, worry, or a sense of loss and sadness.

This session will address the emotional reactions that participants may experience when confronted with change, taking into account their personality and strength, and provide coping skills to enable them to manage change more effectively.

Debunking Diet Series – Part 2: The Superfood Showdown: March 27, 12:00 p.m. – 1:00 p.m.

In the story of the superhero, villains play a role too. Let’s define what makes a food a superhero and uncover misconceptions around villainous foods. Learn how to evaluate a superfood’s claim to fame. You will leave with three dietary suggestions to nourish yourself and to improve your nutritional health.


See all health & wellbeing workshops at http://www.hr.ubc.ca/wellbeing-benefits/events-and-workshops/.

Daylight Saving Time Begins March 11, 2018

Daylight Saving Time begins on March 11, 2018 – clocks move forward one hour on Sunday morning. Please share this with your staff so they can plan a safe commute on Monday.

New Orientations & Onboarding Site Launched

New Orientations & Onboarding Site Launched

We have launched our new Orientation site for staff and faculty. This new site focuses on helping new employees navigate through the essentials of starting, their first week, their first month and looking forward to success. We also have a new look and feel that we hope will enliven the onboarding experience.

Check out the new site at https://www.hr.ubc.ca/orientation/.


This new site dovetails in with our revitalized in-person orientation program at the Vancouver campus. If you’re interested in learning more, please contact workplace.orientations@ubc.ca.

PD Funding Year for Staff and Research Associates Ending Soon

The PD funding year for staff and for Research Associates will close at the end of the fiscal year. As the end of the year falls on a long weekend, please encourage your staff and RAs to submit their outstanding expense claims by March 23, 2018, for reimbursement.

Note: Funding in the M&P (AAPS) PD funding pool has been fully utilized for this year. Information on the MP& PD Fund can be found at http://www.hr.ubc.ca/learning-engagement/leading-learning/pd-funding/management-professional/.

The new funding year begins on April 1, 2018.

For more information, please see:

PD Opportunity: Thriving in Change: May 16

We have an upcoming half-day workshop on May 16: Thriving in Change. Change is normal and natural – how we respond to change and interact and support others affected by it can make all the difference. In this workshop participants will start by exploring their own attitudes and reactions to change, learn foundational models to broaden their appreciation of the change journey, and gain new tools and strategies for use in an interpersonal and organizational context.

Learning Outcomes

  • Be aware of their your personal reactions and attitudes toward change;
  • Gain an understanding of key change models;
  • Be able to identify and utilize tools and behaviours that support and enhance personal resiliency in change
  • Be better able to support others as you navigate changes

Course Information

Date: May 16, 2018, 1:00 p.m. – 4:00 p.m.
Location: TEF III, Room 610
Cost: $200
Register online.

You may be able to use your professional development funding towards this course. Please visit the PD funding page for your employee group to learn more. Contact pd.workshops@ubc.ca with questions.

Save the Date: Staff & Faculty Sports Day is May 4

Mark your calendars! Human Resources and UBC Rec invite all faculty, staff and graduate students to participate in Staff & Faculty Sports Day, a free, fun and inclusive event on May 4, 2018, 2:00 p.m. – 4:00 p.m.

Each year, Sports Day brings together teams of employees who can choose physical and/or intellectual challenges in a competitive or just-for-fun format. Registration opens March 15 at http://www.recreation.ubc.ca/sportsday/.

One Week Left To Nominate for the 2018 UBC President’s Awards for Staff

There is one week left to nominate UBC staff who make outstanding contributions to the university community. We invite you to recognize them and their achievements by nominating them for the 2018 President’s Service Award for Excellence and President’s Staff Awards (Vancouver campus).

Download the nomination package at http://www.focusonpeople.ubc.ca/awards/presidents-awards-for-staff/. The nomination deadline is 4 pm, Friday, March 16, 2018.

President’s Service Awards for Excellence

This award is open to all UBC staff with 10 or more years of service. Up to five recipients are selected each year.

The awards are presented during Graduation ceremonies, and each recipient receives a medal and $5,000.

President’s Staff Awards (Vancouver campus)

Open to all staff at the Vancouver campus with three or more years of service, the President’s Staff Awards recognize contributions in the following categories:

  • Leadership
  • Creativity and Innovation
  • Enhancing the UBC Experience (individuals or groups may be nominated)
  • Community Engagement
  • Emerging Leadership
  • Advancing Diversity and Inclusion (individuals or groups may be nominated)
  • Wellbeing (individuals or groups may be nominated) (new in 2018)

Up to 14 recipients are selected each year (two awards per category), and each recipient receives $2,000.

Note: UBC staff who work at sites such as the Malcolm Knapp Research Forest, the Dairy Education and Research Centre, Bamfield Marine Sciences Centre, Robson Square, and hospital sites in the Vancouver Fraser, Northern, and Island Medical Programs are considered part of the Vancouver campus.

Please visit http://www.focusonpeople.ubc.ca/awards/presidents-awards-for-staff/ for more information and to read past recipient profiles.

Campus Security Town Hall: April 12

Help us make our campus a safer place. Join Campus Security on April 12, 2018, in a “town hall” style meeting. Campus Security are making some big changes and they want your input on how to improve campus safety.

By attending, you’ll be providing invaluable feedback and insight on the risks on campus, and our opportunities to mitigate these risks.

Where: Michael Smith Laboratories Room 102
When: Thursday, April 12, 10:00 a.m. – 12:00 p.m.
RSVP: sammy.lam@ubc.ca

Snack and refreshments will be provided to all attendees.

Some of the topics included in the session are:

  • Property Crime: Bike and laptop theft
  • Public Awareness: How to improve safety literacy on campus
  • Proactive Problem Solving: How do we prevent incidents from happening?