Employees take leaves of absence for a variety of reasons during their time at UBC — from time off for professional development, to time off to care for family members.
Primary information about types of leaves of absence is available on the UBC HR Benefits website. When you go on an approved leave of absence, you may be eligible to continue your benefits.
Continuing benefits during a leave
If you are eligible to continue benefits on your leave you will receive a benefit task called "Go on Leave" in your Workday inbox. Click on the task and follow the Benefit Change: Go on Leave guide in the Workday Knowledge Base (CWL required) for step-by-step instructions to "Select" or "Waive" benefits during your leave.
Please ensure that you complete this before the "Submit By" date, and an LOA Representative will review it.
If the benefit task is not completed before the "Submit By date", some or all of your benefits will automatically be waived depending on the type of leave. To correct this, please submit a Workday support request through the UBC Self Service Portal (CWL required).
If you are placed on a Sessional Recall Leave, your benefits will automatically end because you are not eligible.
Eligibility for continuation of benefits
You are eligible to continue benefits that you are enrolled in prior to going on leave of absence, although there are certain exceptions. For example, if you are on layoff leave, you are not eligible to continue the Disability Benefit Plan.
If you are not enrolled for a particular benefit before going on leave, you will not be eligible to continue this benefit during your leave. Benefits can be cancelled at any point during the leave, but you will not be able to re-enroll until you return from leave.
Re-enrolling in benefits after a leave
Once your department processes your return from leave, you will receive a benefit task in your Workday inbox called "Return from Leave". Please ensure that you complete this task and re-enroll for benefits before the "Submit By" date.
Paying for Disability Benefit Plan/Income Replacement Premiums and Pension Contributions
The costs of these plans are calculated within Payroll and do not appear in your Benefits Summary, however you can view the semi-monthly cost on your last paycheque with pay.
- Salaried employees: The premiums for your Disability Benefit Plan/Income Replacement Plan and Pension are determined by your compensation and are subject to compensation changes.
- Hourly employees: Premiums are based on your average income for the past 12 months.
Upon completion of the "Go on Leave" task, you will be prompted to check the box “I Accept” under the Electronic Signature in Workday to consent to the following:
“The University of British Columbia (the “Payee”) to use the account information for Pre-Authorized Debit (PAD) agreement to draw on your account indicated above with the Financial Institution, for monthly benefit/pension payments to be debited on the 1st week of the month.”
Please ensure there are sufficient funds in your bank account for this transaction every month. Failure to pay your premiums is considered cancellation of your benefits.
If you are receiving Supplemental Employment Benefit top-up (SEB), the benefit costs will be deducted directly from your pay.
Depending on your UBC employee group and the type of leave, your UBC benefits might be affected.
Compassionate Care / Maternity / Parental / Adoption Leave
UBC will continue to pay the employer portion of your benefit premiums, and you are responsible for paying the employee portion of the premiums that are normally deducted from your paycheque (Disability Benefit Plan/Income Replacement Plan, Pension, Optional Life Insurance). This also applies to CUPE 116 Dental Assistants on Sessional Benefit Eligible Leave who have worked 960 hours in the 12 months prior to their leave.
Unpaid Leave of Absence
You will be responsible for paying the full cost of the premium (employee plus employer portion) for any benefits and/or pension you choose to continue while on leave. Coverage will end for any benefits and/or pension you waive.
Sessional Benefit Eligible Leave
Your benefit premiums are determined by your appointment(s). If you have a summer sessional appointment:
- Benefits - UBC will continue to pay the employer portion of your benefit premiums during the months you are working. You are responsible for paying the employee portion of the premiums that are normally deducted from your paycheque.
- Faculty Pension Plan – If you choose to maintain Faculty Pension Plan, you have an option to pay from $1.00 up to the full employee cost of the monthly premiums; however, UBC will only contribute the employer portion if you choose to pay the full employee cost.
- If you are interested in choosing a pension amount that is less than the full cost, please submit a Workday support request through the UBC Self Service Portal to ensure your pension plan is correctly set up during your leave. Otherwise, your pension will default to the full cost of your pension.
If you do not have a summer sessional appointment:
- Benefits – You are responsible for paying the full cost of the premium (employee plus employer portion) for any benefits you choose to continue during the months you are not working.
- Faculty Pension Plan – If you choose to maintain Faculty Pension Plan, you have the option to pay from $1.00 up to the full employee cost of the monthly premiums; however, if you are not contributing the full cost of employee portion, you will not have the option to pay the employer portion. Only if you pay the full cost of employee portion, you will have the option to pay for full or none of the employer portion.
- If you are interested in choosing a pension amount that is less than the full cost, please submit a Workday support request through the UBC Self Service Portal to ensure your pension plan is correctly set up during your leave (CWL required). If you do not inform the Leave of Absence Representative of the pension amount you wish to contribute, your pension will default to the full cost of your pension.