Section 1203: Carryover and Payout Provisions - Vacation Leave Scheduled Days Off and Earned Days Off

Date issued: 01/02/2009
Revision date: 19/12/2022

Purpose

To outline paid time off leave credits and provisions for carryover and payouts for out-of-scope employees.

Policy

Annual leave is important to employee wellness, productivity and maintenance of a healthy work/life balance.

The employer:

• Encourages the scheduling of work assignments to enable employees, to the extent possible, to take vacation leave, SDOs and banked EDOs in the period of their choice;
• Encourages employees to use paid leave during the fiscal year in which it is earned;
• Expects managers to promote active use of full annual leave credits by establishing plans with their staff;
• May direct employees to use paid leave in excess of allowable carryover provisions;
• May direct the payout of previous year's accumulations and determine the amount to be paid out in the absence of an employee request for payout; and
• Will pay out accumulation of vacation leave and SDOs or banked EDOs beyond the established carryover thresholds.

Approvals Required

Permanent head or designate approves:

• The scheduling of vacation leave, SDOs and banked EDOs prior to commencing leave;
• Carryover requests; and
• Payout requests.

Principles

• Provides out-of-scope employees with the opportunity for revitalization through the taking of paid leave and access to carryover and payout options;
• Provides operational flexibility in recognition that there will be times when full leave credits may not be able to be taken;
• Provides a fiscally responsible approach to carryover accumulation and payout.

Vacation Leave

The annual fiscal year allocation for vacation leave is as follows:

Note: Employees who complete one year of service and who work in the Northern Saskatchewan Administrative District are eligible for one extra week of vacation (Special Northern Leave).

SDO Leave Credits

Permanent and non-permanent employees who work undefined hours on a full-time basis are eligible for 12 SDOs per fiscal year.

Permanent employees who work undefined hours on a variable hours basis are eligible for SDOs on a pro-rated basis.

Non-permanent employees who work less than full-time hours and who are paid bi-weekly based on hours worked do not receive SDOs. The hourly rate includes compensation for SDOs.

Employees who work defined hours (i.e., administrative support who work a 36-hour week) are eligible for 26 unpaid EDOs per year and are not eligible for SDOs. Employees who are provided EDOs are allowed to bank a maximum of five (5) EDOs per fiscal year.

Carryover Provisions

Employees are encouraged to use their full paid time off credits earned and accumulated each year, including vacation leave, SDOs, EDOs and time in lieu.

The allowable maximum carryover limit combined is 15 days and includes all paid time off leave credits.

In the event of prolonged illness, a permanent head may approve exceptions to the carryover limit. The Human Resource Service Centre (HRSC) must receive the approval on or before April 15 to prevent automatic payout of the carryover in excess of the maximum allowable limit (see Payout of Carryover section below).

Payout of Carryover

At any time, permanent heads may authorize an employee's request for a payout of vacation leave, SDOs, or banked EDOs carried over from the previous fiscal year (minimum of ten (10) days per request or payout of total carryover balance if less than ten (10) days). Please see the request form.

Carryover in excess of maximum allowable limits (see Carryover Provisions section above) will be paid out automatically in the first quarter of the new fiscal year.

Payout Upon Retirement

Payout of Carryover
Effective April 1, 2017, retiring employees are to be paid out any unused leave credits (vacation leave, SDO, EDO, and time in lieu) and the carryover balance of all leave credits accumulated to the date of retirement.

Payout of Vacation Leave on Retirement

Application

All non-unionized employees appointed under The Public Service Act, 1998.

Authority

The Public Service Regulations, 1999, sections 47.1 and 56
The Saskatchewan Employment Act, section 2-27(2).

Inquiries

For inquiries, please contact the Human Resource Service Centre.