COVID-19: Leave Guidance for Employees and Managers

May 18, 2021 - Defence Stories

COVID-19 restrictions continue to be in place in many regions across the country, and we want to remind you of the options available to you regarding work and leave, and to provide clarification around leave for vaccination purposes.

Employees are encouraged to continue to use the Civilian Flexible Work Program which allows managers to authorize employees to alter their work schedule, the number of hours that they work, or the location in which they work. If an employee does require leave given their personal situation, employees and their managers should consider all other relevant paid leave options, such as vacation, sick, or family leave.

Use of Code 699 Leave with Pay

After these options have been exhausted, family care is still recognized as an approved reason for claiming alternative leave. This leave will be granted on a case-by-case basis and should be given consideration in consultation with Labour Relations, in order to show maximum flexibility and compassion. Where applicable, Duty to Accommodate (DTA) should be taken into consideration for employees that may need to return to the workplace or employees who may need to remain outside the workplace. Employees should continue to adopt a good faith approach in using this leave, keeping in mind their important roles in providing services to the Defence Team. Managers are to remain flexible when DTA and 699 leave requests are made.

Entering and Reporting Code 699 Leave

Please follow these guidelines to ensure leave with pay is properly entered and tracked for reporting purposes. 

Public Service Employees

To enter Other Leave With Pay (699) related to COVID in HRMS, write one of the following subcategories in the “Employee’s comment” box, as applicable:

COVID-19 Infection

COVID-19 Symptoms/Isolation

COVID-19 High Risk of Severe Symptoms

COVID-19 Caregiving Responsibilities

COVID-19 Technology

COVID-19 Work Limitations

Speak with your manager if your situation does not fall within one of these categories.

Managers of Public Service Employees

To approve Other Leave With Pay (699) related to COVID in HRMS, confirm that the employee has included one the following subcategories into the “Employee’s comment” box:

COVID-19 Infection

COVID-19 Symptoms/Isolation

COVID-19 High Risk of Severe Symptoms

COVID-19 Caregiving Responsibilities

COVID-19 Technology

COVID-19 Work Limitations

Include the same text in your "Supervisor’s Comment" box.

If your employee requests leave outside of this, please consult HR-Civ guidance (accessible only on the National Defence network).

Leave for COVID-19 Vaccinations

Employees do not have to use sick leave to attend a vaccination appointment during working hours. DND employees should treat vaccination appointments during working hours as they do their dental or medical appointments; up to a half day is granted with pay. Employees must notify their managers prior to any absence for a medical or dental appointment. This can be done via email, phone call, meeting, etc. per the unit’s usual practice. Employees do not need to divulge the reason for any medical/dental appointment.

Should an employee feel ill after receiving a vaccine dose and be unable to work, the employee should use sick leave.

When a series of continuing medical or dental appointments are necessary for treatment of a particular condition, appointments (such as multiple physiotherapy appointments) are considered sick leave.

If you have any questions, please contact HR Connect RH at 1-833-RHR-MDND (1-833-747-6363).

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