Staff policies for COVID-19

Compensation and pay codes

Time code guidelines
Further to the communication on interim pay provisions, we have created some guidelines for the usage of time codes as below:
- These guidelines are applicable to both “Positive” and “Exception” reporters and are effective March 13, 2020, until further notice. Time must be coded to these codes in order to effect payment
- Time coded to these codes will not be separately visible on your pay statement. The pay statement will reflect “Regular Hours” for time recorded under these codes.
- Time entry clerks – These new codes will have to be added to your existing spreadsheets
- Electronic time entry staff – These codes have been added in CATS/SAP and will be visible in the list of valid, displayed time entry codes
- These codes are an exact replica of Time Type 6000 (Regular Hours) and will have the same characteristics as this time type.
- These codes must be used only to record “Standard Hours” (defined as Scheduled Hours for the shift/day) and does not include any Overtime, out of Schedule hours, etc.
- These codes are to be used only for the situation(s) described below. If you are working from home under the “COV Guide to Remote Work”, please continue to use Time Type 6000 (Regular Hours) if you are a Positive Reporter.
- Managers and supervisors (approving time) are responsible to ensure guidelines around these time codes are followed
- Reminder to note that time submission deadlines have not changed – Time must be submitted by 4pm Friday (This is the week prior to the pay day week.)

RFT, RPT, and TFT with sick leave

A - Scenario	Pay treatment	Time type	Time type description
A1 - Any illness (including COVID-19).	Sick Leave (paid or unpaid depending on balance).
A2 - Medically directed to self-isolate on the first occurrence and not working and no symptoms of illness After 10 days of self isolation must use paid quota banks or go onto unpaid general leave COVID-19 Further review by Organizational Health to confirm self-isolation, if approved	Regular Pay - seclusion up to 10 days After 10 days of self-isolation, must use paid quota banks or go onto unpaid general leave - COVID-19 Further review by Organizational Health to confirm self-isolation, if approved	6029 Various or 5204 6029	Regular Pay - seclusion up to 10 days Various banks or unpaid leave - COVID-19 (if unpaid leave is chosen, the employee will not have access to Regular Pay - Seclusion) For Union employees: Regular Pay - Seclusion, must enter pay grade and level KGR or KCPG For Exempt Employees: An esaf must be submitted to Payroll to code 75% salary
A3 - Medically directed to self-isolate and not working with no symptoms initially but symptoms develop during period of self-isolation	Regular Pay - Seclusion per A2 until such point employee becomes ill, after which code as Sick Leave.	6029	Regular Pay Seclusion
A4 - Return from Out of Country travel prior to 4pm March 12: No symptoms of illness	Return to work – Regular Pay. Monitor for symptoms.
A5 - Depart for Out of Country travel prior to 4pm, March 12: On return to Canada, must isolate for 14 days and not working.	Regular Pay - Seclusion for duration of self-isolation (14 days).	6029	Regular Pay Seclusion
A6 - Depart for Out of Country travel prior to 4pm March 12: On return to Canada, must isolate; then, if develop symptoms during period of isolation and not working Then, if develop symptoms during period of isolation.	Regular Pay Seclusion until such point employee becomes ill after which code as sick leave. Sick Leave	6029	Regular Pay Seclusion
A7 - Depart for Out of Country travel after 4pm March 12: Self-isolate for 14 days upon return	Vacation leave, banked time, unpaid leave.
A8 - Depart for Out of Country travel after 4pm March 12: On return to Canada, must isolate; then, if develop symptoms during period of isolation	Vacation leave, banked time, unpaid leave, until such point employee becomes ill, after which code as Sick Leave.
A9 - Suspended Operations – Staff scheduled for shifts in their own position and working (Regular deployment)	Regular Pay	6000	Regular Pay
A10 - Suspended Operations – Staff scheduled for shifts and working (Redeployment through RDO)	Regular Pay - Pay Protection Working	6018	Regular - Pay Protection Working
A11 - Suspended Operations – Staff scheduled for shifts – Not working	Regular Pay	6019	Regular - Pay Protection Not Working
Medically directed to self-isolate AFTER the first occurrence and not working and no symptoms of illness	Paid quota banks or unpaid general leave - COVID-19 Further review by Organizational Health to confirm self-isolation, if approved	Various or 5204 6029	Various banks or unpaid leave - COVID-19 (if unpaid leave is chosen, the employee will not have access to Regular Pay - Seclusion) For Union employees: Regular Pay - Seclusion, must enter 75% pay grade and level (KGR or KCPG) For Exempt Employees: An esaf must be submitted to Payroll to code 75% salary.

Auxiliary and TFT employees who receive % in lieu of sick time

B - Scenario	Pay treatment	Time type	Time type description
B1 - Any non-flu related illness.	No paid time.
B2 - Any flu related illness and not working (including COVID-19).	Regular Pay - Seclusion for any shifts already scheduled over the 10 calendar day period commencing with the onset of your symptoms	6029	Regular Pay Seclusion
B3 - Medically directed to self-isolate on the first occurrence and not working and no symptoms of illness	Regular Pay - Seclusion for any shifts already scheduled during duration of self-isolation (up to 10 days). After 10 day of self isolation must use paid quota banks, if any, or go onto unpaid general leave COVID-19 Further review by Organizational Health to confirm self-isolation for any shifts already scheduled, if approved	6029 Various or 5204 6029	Regular Pay Seclusion Various banks or unpaid leave - COVID-19 (if unpaid leave is chosen, the employee will not have access to Regular Pay - Seclusion) For Union employees: Regular Pay - Seclusion, must enter 75% pay grade and level (KGR or KCPG) For Exempt Employees: An esaf must be submitted to Payroll to code 75% salary.
B4 - Medically directed to self-isolate and not working: No symptoms initially but develop during period of self-isolation	Regular Pay - Seclusion for any shifts already scheduled during duration of self-isolation (up to 10 days).	6029	Regular Pay Seclusion
B5 - Return from Out of Country travel prior to 4pm March 12: No symptoms of illness	Return to work – Regular Pay.
B6 - Depart for Out of Country travel prior to 4pm, March 12: On return to Canada, must isolate for 14 days and not working	Regular Pay - Seclusion for shifts already scheduled during duration of self-isolation (14 days).	6029	Regular Pay Seclusion
B7 - Depart for Out of Country travel prior to 4pm March 12: On return to Canada, must isolate and not working; then, if develop symptoms during period of isolation	Regular Pay -Seclusion for shifts already scheduled during duration of self-isolation (14 days).	6029	Regular Pay Seclusion
B8 - Depart for Out of Country travel after 4pm March 12: Self-isolate for 14 days upon return	No paid time.
B9 - Depart for Out of Country travel after 4pm March 12: On return to Canada, must isolate; then, if develop symptoms during period of isolation	No paid time.
B10 - Suspended Operations - Staff scheduled for shifts and working (Regular deployment)	Regular Pay	6000	Regular Pay
B11 - Suspended Operations - Staff scheduled for shifts and working (Redeployment through RDO)	Regular Pay	6018	Regular - Pay Protection - Working
B12 - Suspended Operations - Staff scheduled for shifts - Not working	Regular Pay	6019	Regular - Pay Protection - Not Working
B13 - Medically directed to self-isolate AFTER the first occurrence and not working and no symptoms of illness	Paid quota banks, if any, or unpaid general leave - COVID-19 Further review by Organizational Health to confirm self-isolation, if approved	Various or 5204 6029	Various banks or unpaid leave - COVID-19 (if unpaid leave is chosen, the employee will not have access to Regular Pay - Seclusion) For Union employees: Regular Pay - Seclusion, must enter 75% pay grade and level (KGR or KCPG) For Exempt Employees: An esaf must be submitted to Payroll to code 75% salary.

Sick notes

Record of employment (ROE)

Rules and procedures
- Payroll is not accepting requests for ROEs from individuals at this time. ROEs are being coordinated centrally through the suspended operations group as and when required.
- An ROE is filed by payroll within 7 days from the final pay for the employee. That means that an ROE will not be issued until after the pay period has ended and the final pay has been processed. Example: an employee is on pay protection to April 18, their final pay will be in PP 9 which is received on May 1 – the ROE will be issued after that.
- ROEs will be produced when advised by HR (through the suspended operations process) that the pay protection period has ended and that no banks are being used and / or they are redeployed. Employees do not need to ask payroll directly. There are some exceptions if someone has multiple jobs and is not laid off but requires it for other purposes.
- ROE is filed on the Service Canada website – the employee must log into or create an account with them to view their ROE.
- The CERB benefit is applied for at CRA directly. The employee does not need an ROE to apply. There is some coordination between EI and CERB; both are separate. If the employee has questions refer them to CRA website for CERB or EI.

Continuation of benefits

Benefits by bargaining group
Once pay protection ends and an employee has been laid off, employees who are eligible for benefits have the option to receive extended health benefits and life insurance. Information specific to each bargaining group is below.

CUPE 15
- Election of Benefits and Quota Banks - Instructions (32 KB)
- Election of Benefits and Quota Banks - Form (324 KB)
CUPE 1004
- Election of Benefits and Quota Banks - Instructions (32 KB)
- Election of Benefits and Quota Banks - Form (324 KB)
IBEW-EOB
- Election of Benefits and Quota Banks - Instructions (32 KB)
- Election of Benefits and Quota Banks - Form (324 KB)
IBEW-IT
- Election of Benefits and Quota Banks - Instructions (32 KB)
- Election of Benefits and Quota Banks - Form (324 KB)
IATSE
- Election of Benefits and Quota Banks - Instructions (32 KB)
- Election of Benefits and Quota Banks - Form (324 KB)

Travel

Domestic and international
At this time, there are no orders against domestic travel in Canada. For international travel, we encourage staff to be up-to-date with any current requirements from the Government of Canada.

If you choose to continue with your international travel plans, be aware of the following impacts that may result:
- If you are required to self-isolate, you will need to use your own time banks during self-isolation, such as vacation. If you do not have any available time banks, time should be coded as 'leave without pay'
- If you are exhibiting flu-like symptoms, you will be required to use your sick bank
- If you are travelling to an area where a travel advisory is in place, you will not be covered by Green Shield’s emergency travel benefit for virus claims

Staff policies for COVID-19

Compensation and pay codes

Time code guidelines

RFT, RPT, and TFT with sick leave

Auxiliary and TFT employees who receive % in lieu of sick time

Sick notes

Record of employment (ROE)

Rules and procedures

Continuation of benefits

Benefits by bargaining group

Travel

Domestic and international

Contact information, partner agencies, and website policies