Travel Status Leave - Information Notices
Departmental Compensation and Staff Relations managers should direct any questions that they may have to their corporate Compensation officials who, if need be, can contact the Pay Administration Section.
Travel status leave
Q1. When do we start counting the nights for this benefit?
Start counting the nights away from the permanent residence effective from for fiscal year 2001-2002 for employees subject to the following collective agreements:
- Program and Administration Services (PA)
- Operational Services (SV)
- Technical Services (TC)
- Health Services (SH)
- Ship Repair (all employees located on the East Coast) (SRE)
- Ship Repair (all employees located on the West Coast) (SRW)
- Ship Repair (all Chargehand and Production Supervisor Employees Located on the East Coast) (SRC)
For employees subject to the Audit, Commerce and Purchasing (AV) collective agreement and the Law (LA) collective agreement, start counting the nights only from April 1st, 2002.
Q2. When can an employee start using the Travel Status Leave?
- Unless specified otherwise in the collective agreement, the employee may use the Travel Status Leave credits effective from the date of signature of the applicable agreement. The date of signature for the collective agreements which currently contain this leave are as follows:
Collective agreement Date of signing PA: November 19, 2001 SV: November 19, 2001 TC: November 19, 2001 SH: December 24, 2001 SRW: December 18, 2001 SRC: January 10, 2002 SRE: January 11, 2002
In the case of the Audit, Commerce and Purchasing (AV) collective agreement and the Law (LA) collective agreement, as stated in the agreements, this leave will be earned and used commencing in fiscal year 2002-2003.
Q3. Do the 40 nights or the additional 20 nights have to be consecutive?
This is a total of nights during the fiscal year. The nights do not have to be consecutive.
Q4. Do all types of travel qualify for this leave?
No. For example, in the agreements signed to date, travel in connection with courses, training sessions, professional conferences and seminars does not count for this type of leave. Exclusions also apply to the General Labour and Trades Group (GL) and the Engineering and Scientific Support Group (EG) employees in the Sea Lamprey Control units covered under Appendix I of the SV and TC agreements, respectively. In addition, Appendices C, L, and S of the TC agreement state that the Travel Article (which includes the Travel Status Leave) does not apply.
All other travel where the employee is required to travel outside his or her headquarters area on government business and is away from the employee's headquarters area for one or more nights, each night away counts toward the accumulation of the nights required to earn this leave.
Q5. If the employee is away from the headquarters area and returns to the home residence at 3:00 a.m., does this night count for this leave?
A night away requires that the employee would have been eligible for provision of accommodations or where the employee had been travelling for the night while on Travel Status. Managers must use their best judgement and common sense when determining if the night away is to be counted for this purpose.
Q6. Must this leave be used up in the fiscal year in which it is earned?
The earned credits, which are not used by the end of the period specified in the relevant collective agreement, are to be paid out in accordance with the compensatory leave article of the applicable collective agreement.
Q7. Who is responsible for tracking the nights away?
Individual departments will determine the method to track this entitlement within their department. However, the manager is ultimately responsible to track the number of nights away.
Q8. Who is responsible for ensuring that the leave forms are completed and the earned but unused credits are paid out at the correct time?
Individual departments will put into place the controls to ensure that the leave forms are completed, and that earned but unused leave is paid out at the correct time in accordance with the relevant collective agreement.
Q9. What is the maximum number of days, which an employee can accumulate in a fiscal year?
The maximum number of days earned in a fiscal year cannot exceed five (5) days.
Q10. What is considered a day for earning this leave?
This type of leave is earned based on a regular workday of either seven and one half (7.5) or eight (8) hours for most full-time employees in accordance with the relative collective agreement. A day is pro-rated for part-time employees in the same proportion as their normal weekly hours of work compare with the normal weekly hours of work of full-time employees. For employees working variable hours of work, a day is as defined in the same manner as for a designated paid holiday.
Q11.What are the leave codes approved by the Treasury Board Secretariat to be used to record this leave?
The travel status leave codes are:
- 675 for earned travel status leave
- 676 for used travel status leave
- 677 for paid travel status leave.
Q12. When an employee transfers from one department to another, who is responsible for advising the new department of the total number of nights away and the number of credits for the leave entitlement?
The former manager provides the employee with a letter or document indicating the number of nights away in the current fiscal year for the employee. The employee provides this document to the new departmental manager. The employee's Record of Previous Service is updated with the credits and debits for this leave in the same manner as other leave types. The Leave Reporting System of the new department would be updated with the earned but unused credits from the Report of Previous Service.
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