Taking and tracking other paid leave (code 699)

This guidance will remain in effect until non-critical business is authorized to resume, or as otherwise indicated by the Treasury Board Secretariat. This may occur at different times across the country, in accordance with instructions from public health authorities.  

Requests for other paid leave must now be entered in My GCHR

ECCC employees are now able to enter other paid leave (code 699) requests in My GCHR. The goal is for all other paid leave transactions (due to COVID-19) to be entered in My GCHR to ensure consistent reporting across the department.

Consult How to submit other paid leave in My GCHR for instructions and the FAQ and scenarios (Word) for more guidance.

On this page

When to use other paid leave (code 699)

When to use other types of leave (not code 699)

How to submit other paid leave in My GCHR

Directives for terms, casuals and students

The latest news

Who to call for help

When to use other paid leave (code 699)

During this critical time, the use of code 699 will be more expansive for employees or individuals employed in the public service. Employees must communicate regularly with their manager, who will assess the need for continued leave. This assessment will take into account working conditions, the protective measures in place at the work site, and the need of services for the safety and security of Canadians.

It will be available in situations where an individual is unable to work because of:

COVID-19 Illness (including high risk of severe illness)

This is to be used when an employee has tested positive for COVID-19, displays symptoms of COVID-19 or is at high risk of severe illness from COVID-19. To understand who is at risk, consult People who are at high risk for severe illness from COVID-19 (Public Health Agency of Canada).

COVID-19 Family care

This is to be used when an employee cannot work remotely, find alternative arrangements or request a flexible schedule and have under their responsibilities children that cannot attend school or daycare due to closures or because of attendance restrictions. This also applies to employees that care for family members living with them that are at high risk for severe illness from COVID-19. To understand who is at risk, consult People who are at high risk for severe illness from COVID-19 (Public Health Agency of Canada).

As schools and daycares re-open, we expect that employees who could not work due to childcare obligations will be able to return to work. There will be some instances where employees may be unable to work their full hours if their children are unable to return to school or daycare due to health reasons, limited availability of spaces or other restrictions put in place by provincial or territorial authorities. In these cases, employees may use code 699 “Other Leave With Pay” for hours not worked, if they are unable to make alternate childcare arrangements.

Consult Leave provisions and re-opening of schools and daycares (TBS, May 12) for the latest information.

COVID-19 Technology

This is for limitation of employee technology, including VPN access or lack of work equipment/tools to perform the duties from home.

COVID-19 Work limitation

This is for the employees unable to perform their duties because of the Business Continuity plans being restricted to employees performing critical services only.

COVID-19 Other

This is to be used if there are other circumstances directly related to COVID-19 preventing the employee from reporting to work.

When to use other types of leave (not code 699)

Employees who are sick (not a COVID-19 medical condition)
  • If it is not possible to work remotely, sick leave with pay (sick > uncertified or certified) or sick leave without pay may be granted.
  • If the employee has been on sick leave without pay for more than five (5) consecutives days, contact ECCC's Disability Management Program at ec.pgi-dmp.ec@canada.ca or at 1-877-235-5777.
Employees on vacation and other type of leave

In all circumstances, other paid leave (699) should only be used in cases where an employee would be available for work if not for COVID-19. Employees who are unavailable because they are on vacation or other type of leave must continue to claim the appropriate leave credits.

Employees with a family member who becomes ill (other medical conditions or COVID-19)

Each situation should be evaluated on a case-by-case basis, and open communication with manager is encouraged. Granting leave with pay for family-related responsibilities is subject to manager’s approval and conditional on the applicable provisions of collective agreement or terms and conditions of employment.

Grant “family responsibilities leave with pay” (family > illness in the family), or “leave without pay for the care of (immediate) family”.

How to submit other paid leave in My GCHR

All employees as well as eligible students, terms of less than three months and casuals now have the capacity to enter this leave in My GCHR. Once all previous requests have been submitted (dating back from April 1, 2020), employees should enter their other paid leave requests on a weekly basis. Individual transactions can also be submitted.

For other paid leave taken in March 2020, consult the special considerations.

  1. Submit a separate leave request for every period of other paid leave by COVID-19 sub-type
    • My GCHR > Main Menu > Self Service > Time Reporting > Report Time > Absence Request> Absence type: ‘Other Paid – Oth Pd – Other’
  2. Enter only one sub-type in the "Comments" field in My GCHR exactly as shown (pay attention to the underscore and character spacing):
    • COVID_Illness
    • COVID_FamilyCare
    • COVID_Technology
    • COVID_WorkLimitation
    • COVID_Other
  3. Ensure your leave request is sent to the proper authority.
    • If the leave request was previously approved by the proper delegated authority, employees may submit their request to their direct supervisor or manager.
      • Until now, employees submitted their leave requests to their supervisor or manager. The requests were captured on a spreadsheet and submitted to the proper delegated author for approval. Employees may now enter these previously approved requests in My GCHR and submit to their direct supervisor or manager.
    • If the leave requests was not previously approved, it should be sent to:
      • Directors (leave requests of three consecutive days or less); or
      • DGs (leave requests of more than three consecutive days).
    • To manually select a different supervisor in My GCHR, select the magnifying glass beside the current supervisor ID and search by name:
      • Main Menu > Self Service > Time reporting > Report Time > Absence Request > Look Up Supervisor ID

Special considerations

If an employee has taken COVID related 699 leave in March 2020, they are now encouraged to enter their requests in My GCHR as well. As it is part of a previous fiscal year, employees should enter their leave using an alternate date in the current fiscal year, ideally in April 2020. Consult the FAQ and scenarios (Word) for more guidance.  

Directives for terms, casuals and students

Please consult the TBS message from March 18, 2020.

Terms < 3 Months, Casuals and Students (hired prior to March 18)

Those in these categories who were hired prior to March 18, 2020, and who are able to perform their duties, can continue to work and will be paid.

If it is not possible to work remotely, ‘Other paid leave (699)’ may be granted.

Terms < 3 Months, Casuals and Students (hired after March 18)

If, for any reason, they are not able to start their employment on the scheduled date or no longer able to perform their duties during the course of their initial term of employment, they are NOT expected to be eligible for paid leave.

As managers, you will need to determine if their duties can be performed remotely and if they can have access to IT equipment to do their work.

If it is not possible to work remotely, leave without pay must be submitted.

The latest news

Consult Coronavirus disease (COVID-19): Employee illness and leave (TBS) for more information.

Who to call for help

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