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EMPLOYEE HANDBOOK
________ (the "Company")
Governing Jurisdiction (Province): ________
Effective Date: ________
TABLE OF CONTENTS
SECTION 1: INTRODUCTION
§ 1.1 Basic Company Information
§ 1.2 Scope and Purpose
§ 1.3 Policy Changes
§ 1.4 No Guarantees and Interpretation
SECTION 2: EMPLOYMENT POLICIES
§ 2.1 Employment Classification
§ 2.2 Confidentiality
§ 2.3 Conflicts of Interest
§ 2.4 Employment of Minors
§ 2.5 Probationary Period
§ 2.6 Privacy of Personal Information
§ 2.7 Immigration and Work Authorization
§ 2.8 Political Neutrality
SECTION 3: PAYROLL PRACTICES
§ 3.1 References and Records
§ 3.2 Payment Information
§ 3.3 Overtime
§ 3.4 Deductions
§ 3.5 Timekeeping
§ 3.6 Breaks and Meals
§ 3.7 Garnishment of Wages
SECTION 4: EMPLOYEE PERFORMANCE
§ 4.1 Performance Reviews
§ 4.2 Pay Increases
§ 4.3 Attendance
§ 4.4 Dress Code
§ 4.5 Health and Safety
SECTION 5: STANDARDS OF CONDUCT
§ 5.1 Equal Employment Opportunity and Accommodation
§ 5.2 Discipline
§ 5.3 Anti-Discrimination, Harassment and Reprisals
§ 5.4 Complaint Procedure
§ 5.5 Substance Use and Impairment
§ 5.6 Workplace Privacy and Searches
SECTION 6: TECHNOLOGY AND INTERNET POLICIES
§ 6.1 Computer, Internet and Email Use
§ 6.2 Social Media Policy
§ 6.3 Mobile Devices
SECTION 7: EMPLOYEE BENEFITS AND SERVICES
§ 7.1 General
§ 7.2 Group Health Insurance
§ 7.3 Group Life Insurance
§ 7.4 Employment Insurance
§ 7.5 Profit-Sharing Plan
§ 7.6 Pension Plan and Canada Pension Plan
§ 7.7 Commuter Benefits
§ 7.8 Workers' Compensation
SECTION 8: TIME OFF AND LEAVES OF ABSENCE
§ 8.1 General
§ 8.2 Vacation and Vacation Pay
§ 8.3 Public (Statutory) Holidays
§ 8.4 Pregnancy and Parental Leave
§ 8.5 Family Responsibility Leave
§ 8.6 Compassionate Care Leave
§ 8.7 Critical Illness Leave
§ 8.8 Child Death and Crime-Related Disappearance Leave
§ 8.9 Sick Leave
§ 8.10 Bereavement Leave
§ 8.11 Reservist Leave
§ 8.12 Jury Duty and Court Attendance
We are pleased to welcome you to the Company. We are confident that your success contributes to the success of the Company. To assist you in understanding our policies and procedures, and to guide you throughout your employment relationship with us, we have prepared this Employee Handbook (the "Handbook").
This Handbook is not an employment contract and does not create any contractual rights, express or implied. It is intended as a reference tool to help you understand the rules and expectations applicable to your employment with the Company. As an employee of ________, you are advised that this Handbook and its contents are to be treated as confidential.
We wish to share the following message with you:
________.
Please take the time to read this Handbook thoroughly, in particular those sections that relate to your role and the nature of your employment relationship with us. If you have any questions, please contact your immediate supervisor or the Human Resources Department.
Welcome.
SECTION 1: INTRODUCTION
§ 1.1 Basic Company Information
The legal name of the employer is: ________ (the "Company"). The Company carries on business under the following business or operating name(s), if any: ________. The Company's business number is ________.
The principal place of business of the Company is:
________
The Company's principal contact number is:
________
Questions concerning this Handbook may be directed to: ________.
§ 1.2 Scope and Purpose
This Handbook describes and summarizes the Company's policies, procedures, benefits (where applicable) and expectations regarding employees and their employment. Compliance with this Handbook is a condition of employment.
This Handbook does not address every situation that may arise and should not be regarded as a complete or exhaustive statement of the Company's policies. Where any provision of this Handbook conflicts with the minimum entitlements established under applicable employment standards, human rights, occupational health and safety, or other applicable legislation, the legislation prevails and the affected provision is to be read down accordingly. The remaining provisions continue in full force and effect.
Where an employee has questions about anything contained in this Handbook, the employee should consult the Human Resources Department or the appropriate manager.
This Handbook is subject to the official plan documents governing any Company benefit (including insurance plan documents, where applicable), which govern in the event of any inconsistency.
This Handbook replaces and supersedes all prior employee handbooks, rules, practices and policies, whether written or oral, express or implied, except to the extent the Company concurrently maintains other policies that are not inconsistent with this Handbook. An individual written employment agreement between an employee and the Company may modify the terms applicable to that employee.
§ 1.3 Policy Changes
The Company may, from time to time and in its discretion, amend, revise, revoke, supplement or replace the terms of this Handbook, subject always to applicable law and to any individual written employment agreement. Amendments will be made in writing and incorporated into this Handbook; no amendment will be made orally. The Company will provide written notice of material amendments to affected employees.
Employees may be asked to sign a renewed acknowledgement following material amendments. Questions arising from this Handbook should be directed to the employee's immediate supervisor or the Human Resources Department.
§ 1.4 No Guarantees and Interpretation
Nothing in this Handbook constitutes a guarantee of employment for any fixed term, of any particular terms of employment, or of continued employment. This Handbook does not displace any minimum entitlement under applicable law. Only a written and signed employment agreement may vary the individual terms of an employee's employment.
SECTION 2: EMPLOYMENT POLICIES
§ 2.1 Employment Classification
Employees are categorized into the following classifications.
a) Regular Full-Time Employees: employees, other than temporary employees, consultants, or independent contractors, who are regularly scheduled to work the following number of hours per week: ________.
b) Regular Part-Time Employees: employees, other than temporary employees, consultants, or independent contractors, who are regularly scheduled to work fewer than or equal to the following number of hours per week: ________.
c) Temporary Employees: employees who do not hold regular employment with the Company but who have been engaged for work of a limited duration, generally as follows: ________. The duration of temporary employment may be extended only by written agreement signed by an authorized representative of the Company. Temporary employees may not be eligible for Company benefits unless expressly provided in writing, and retain their temporary classification unless otherwise notified in writing.
Employees who are unsure of their classification should inquire with the Human Resources Department.
Independent contractors and consultants are not employees of the Company; they are self-employed. They are not eligible for Company benefits and are governed by the written agreement between them and the Company. Independent contractors and consultants are solely responsible for their own income tax obligations and all statutory remittances.
§ 2.2 Confidentiality
In the course of employment, employees may have access to non-public Confidential Information. "Confidential Information" means any information that is confidential and commercially valuable to the Company, in any form, including documents, techniques, methods, practices, tools, specifications, inventions, patents, trademarks, copyrights, equipment, algorithms, models, samples, software, drawings, plans, programs, and other oral or written knowledge, and may relate to research and development, forecasting, marketing, personnel, customers, suppliers, intellectual property, finances, or any other confidential and commercially valuable matter.
As an employee of ________, the employee acknowledges that the Confidential Information is valuable to the Company and that the Company wishes to maintain its confidential nature.
Information may constitute Confidential Information whether or not it is marked as such, having regard to the circumstances of its disclosure.
"Confidential Information" does not include information that:
a) is or becomes publicly available other than through a breach by the employee;
b) was lawfully known to the employee prior to disclosure;
c) is disclosed by the Company to third parties without restriction;
d) is lawfully received by the employee from a third party entitled to disclose it; or
e) is independently developed by the employee, as the employee can demonstrate.
As a condition of continued employment, the employee agrees:
a) not to disclose Confidential Information by any unauthorized means to any third party during or after employment;
b) not to discuss Confidential Information in any public place;
c) not to remove copies of Confidential Information from the Company's premises without authorization; and
d) not to use Confidential Information for any purpose other than those authorized by the Company.
This obligation continues after the termination of employment. Nothing in this section prevents an employee from making a disclosure required by law or to a regulatory or law enforcement authority. Employees may be required to sign a separate Confidentiality or Non-Disclosure Agreement.
§ 2.3 Conflicts of Interest
Employees must avoid actual, potential, or perceived conflicts of interest and must not engage in any relationship, activity, business, or situation that conflicts with the best interests of the Company. Employees must disclose any actual or potential conflict to the Human Resources Department or appropriate manager. Conflicts of interest include, without limitation, involvement in a business that competes directly or indirectly with the Company, or use of Confidential Information for personal benefit.
§ 2.4 Employment of Minors
The Company complies with all applicable employment standards and occupational health and safety requirements respecting the employment of minors in the governing Province. Consultation with the Human Resources Department is required before engaging any candidate who is a minor. Depending on the nature of the work, the employment of a minor may be restricted or prohibited by law.
§ 2.5 Probationary Period
For new hires, the following introductory or probationary period applies: ________, which should also be set out in the employee's written employment agreement. Notwithstanding any probationary period, the Company will provide notice of termination or pay in lieu of notice, and any other entitlements, in accordance with applicable employment standards legislation and the common law. During the probationary period, management will assess the employee's performance and suitability, and the employee is expected to learn the duties of the position. A performance review will ordinarily be conducted at the conclusion of the probationary period.
§ 2.6 Privacy of Personal Information
Where an employee voluntarily provides confidential health information, that information will be kept confidential and used only for the purpose for which it was provided.
§ 2.7 Immigration and Work Authorization
Where the Company employs temporary foreign workers, the Company is responsible for:
a) ensuring that such workers hold a valid work permit;
b) ensuring that such workers comply with the conditions and time limits of their work permit;
c) meeting the commitments to such workers regarding wages, working conditions, and occupation set out in the offer of employment or Labour Market Impact Assessment;
d) complying with applicable federal, provincial, and territorial employment laws;
e) remaining an active and operating business throughout the validity of the work permit;
f) making reasonable efforts to provide a workplace free of abuse; and
g) assisting such workers in obtaining required documentation (for example, a Social Insurance Number and provincial health coverage).
All candidates must establish that they are legally entitled to work in Canada.
§ 2.8 Political Neutrality
The Company will not discriminate against any employee on the basis of lawful political belief or activity carried on outside the workplace and outside working hours. Where an employee engages in political activity, the employee must make clear that any related statements are the employee's own and do not represent the views of the Company.
SECTION 3: PAYROLL PRACTICES
§ 3.1 References and Records
As required by law, the Company maintains a personnel file and payroll records for each employee. These records are the property of the Company and may not be removed without written consent. Access is limited to authorized persons.
The Company will cooperate with lawful requests from law enforcement and governmental authorities, and will otherwise restrict access to personnel files and payroll records in accordance with applicable privacy law.
In accordance with the Personal Information Protection and Electronic Documents Act, S.C. 2000, c. 5, and any applicable provincial privacy legislation, an employee may request access to the personal information held about the employee and may challenge its accuracy and completeness. Personal information will be kept as accurate, complete, and up-to-date as is necessary for the purposes for which it is used. Employees must promptly notify the Company of any change to their personal information.
By appointment and on reasonable advance notice, an employee may review their personnel file and payroll records at the Company's premises during business hours, in the presence of a Human Resources representative. An employee may submit written comments to address any disputed information in their file.
It is the Company's policy to confirm to third parties only an employee's dates of employment and position(s) held. Compensation information will be disclosed only with the employee's written authorization, except as required by law.
§ 3.2 Payment Information
Employees are paid as follows:
________
Where a pay date falls on a Saturday, Sunday, or a Company-observed holiday, employees will be paid on the business day immediately preceding that day. Each employee will receive a statement of wages and deductions as required by applicable employment standards legislation.
§ 3.3 Overtime
Overtime will be paid in accordance with applicable federal or provincial employment standards legislation. Overtime must be authorized in advance, and only actual time worked will be used to calculate overtime pay. Employees who work unauthorized overtime may be subject to discipline; however, the Company will pay for all hours actually worked as required by law. Where permitted by law and agreed in writing, overtime hours may be averaged or banked as time off.
§ 3.4 Deductions
To comply with applicable law, the Company makes all required statutory source deductions from an employee's pay, including, without limitation, Canada Pension Plan contributions under the Canada Pension Plan, R.S.C. 1985, c. C-8, Employment Insurance premiums under the Employment Insurance Act, S.C. 1996, c. 23, and income tax withholdings under the Income Tax Act, R.S.C. 1985 (5th Supp.), c. 1, together with any deduction required by court order (such as wage garnishment) or authorized in writing by the employee. The Company will not make any other deduction except as permitted by applicable employment standards legislation.
§ 3.5 Timekeeping
Employees must keep accurate records of attendance and hours worked, as applicable to the workplace. Falsification of timekeeping records is strictly prohibited and may result in discipline up to and including termination.
Employees may elect to receive pay by direct deposit.
§ 3.6 Breaks and Meals
Rest and meal periods will be provided in accordance with applicable employment standards legislation.
§ 3.7 Garnishment of Wages
A wage garnishment or attachment is a court order requiring the Company to deduct a specified amount from an employee's pay and remit it to a third party. The Company is obligated to comply with all valid court-ordered garnishments. Deductions continue until the specified amount is paid in full or the Company receives an order from the court directing that the garnishment cease.
SECTION 4: EMPLOYEE PERFORMANCE
§ 4.1 Performance Reviews
Employees are subject to performance reviews at the following intervals: ________. Performance reviews provide an opportunity to discuss questions and concerns with the employee's supervisor. A positive performance review does not guarantee any increase in pay.
§ 4.2 Pay Increases
Employees may from time to time receive pay increases or bonuses at the Company's discretion. The Company does not guarantee any increase in pay or bonus.
§ 4.3 Attendance
Employees are expected to attend work punctually and regularly. Where an employee is unable to report to work, or will be late, the employee must notify their supervisor before their scheduled start time. An employee who needs to leave work early must notify their supervisor in advance. Persistent or excessive absenteeism or tardiness may result in discipline up to and including termination, subject to the Company's duty to accommodate under applicable human rights legislation.
§ 4.4 Dress Code
The Company's dress code is as follows:
________.
The Company will accommodate dress and appearance requirements connected to a protected ground under applicable human rights legislation to the point of undue hardship.
§ 4.5 Health and Safety
The Company is committed to a safe and healthy workplace and complies with the applicable occupational health and safety legislation of the governing Province. All employees share responsibility for workplace safety and must immediately report any accident, injury, hazard, or unsafe condition to their supervisor. Employees have the right to refuse unsafe work and the right to participate in health and safety matters as provided by law, and will not be subject to reprisal for exercising those rights.
SECTION 5: STANDARDS OF CONDUCT
§ 5.1 Equal Employment Opportunity and Accommodation
The Company is committed to accommodating employees in relation to protected grounds, including disability and religious observance, to the point of undue hardship. In assessing undue hardship, the Company will consider only the factors permitted under applicable human rights legislation, which may include:
a) cost;
b) outside sources of funding, if any; and
c) health and safety requirements, if any.
An employee seeking accommodation should bring the request to the attention of the Human Resources Department. The Company may require supporting documentation. The Company and the employee will engage cooperatively in the accommodation process.
Employees must report any suspected violation of this policy. The Company will promptly investigate all such reports. Reprisal against any person who reports a violation or participates in an investigation is strictly prohibited.
§ 5.2 Discipline
The Company may impose discipline for workplace misconduct, having regard to the circumstances and applicable law. Disciplinary measures may include verbal or written warnings, suspension, demotion, reassignment, and, where warranted, termination of employment. The following non-exhaustive list describes conduct that is unacceptable and may result in discipline, whether occurring on or off the Company's premises while conducting Company business:
a) unsatisfactory job performance or lack of professionalism;
b) violence, threats of violence, or abuse toward any person;
c) disorderly or dangerous conduct, including abusive language or horseplay;
d) fraud;
e) dishonesty or deceit;
f) theft or unauthorized possession of property;
g) the use or possession of illegal drugs or weapons in the workplace;
h) failure to perform assigned duties or comply with Company rules;
i) excessive tardiness or absenteeism;
j) harassment, including sexual harassment;
k) misuse of Confidential Information; or
l) any other violation of a Company policy.
Nothing in this section limits the Company's right to terminate employment in accordance with applicable employment standards legislation and the common law.
§ 5.3 Anti-Discrimination, Harassment and Reprisals
The Company is committed to a safe and respectful workplace free of discrimination, harassment (including sexual harassment and workplace harassment), and reprisal, consistent with applicable human rights and occupational health and safety legislation. Discrimination or harassment on the basis of any protected ground is prohibited by law and by Company policy. Any employee who violates this policy is subject to discipline up to and including termination.
Harassment includes engaging in a course of vexatious comment or conduct against a worker that is known or ought reasonably to be known to be unwelcome, including conduct based on a protected ground and sexual solicitations or advances. Examples include offensive jokes, slurs, epithets, derogatory remarks, unwelcome physical contact, and offensive visual material. Reasonable management direction relating to the workplace does not constitute harassment.
Conduct that violates this policy may occur in person or through any electronic or social media platform.
The Company maintains a workplace harassment and violence prevention program as required by applicable occupational health and safety legislation.
§ 5.4 Complaint Procedure
An employee who believes that they have been subjected to, or has witnessed, any form of discrimination, harassment, or reprisal in violation of this policy is encouraged to report the matter promptly. Complaints may be made to the employee's immediate supervisor, any member of management, or the Human Resources Department. Where the complaint involves the employee's supervisor, or where the employee is uncomfortable raising the matter with the supervisor, the complaint may be made to any other member of management or to the Human Resources Department.
All complaints will be taken seriously and investigated promptly, thoroughly, and as confidentially as the circumstances permit. The Company will limit disclosure of information relating to a complaint to those who need to know in order to investigate and resolve the matter or as required by law.
Where an investigation determines that a violation has occurred, the Company will take appropriate corrective and disciplinary action up to and including termination. Employees are expected to cooperate fully and truthfully in any investigation.
The Company strictly prohibits reprisal against any person who, in good faith, makes a complaint or participates in an investigation. Any person who engages in reprisal will be subject to discipline up to and including termination. Knowingly false or malicious complaints may also be subject to discipline.
§ 5.5 Substance Use and Impairment
The Company is committed to a safe, healthy, and productive workplace. The use, possession, sale, distribution, or being impaired by alcohol, illegal drugs, cannabis, or controlled substances while on Company premises, while conducting Company business, or while operating Company equipment or vehicles is prohibited, subject to lawful and authorized use.
Employees must report to work fit to perform their duties safely, free from the impairing effects of alcohol, drugs, or the misuse of medication. An employee whose performance, judgment, or conduct is impaired may be subject to discipline up to and including termination.
The Company recognizes that substance dependency may constitute a disability under applicable human rights legislation and will accommodate affected employees to the point of undue hardship. Employees who seek assistance for a dependency are encouraged to do so and may be referred to appropriate support resources.
Where permitted by applicable law, the Company may take reasonable measures, including testing, in safety-sensitive positions or where there are reasonable grounds to believe an employee is impaired in the workplace.
§ 5.6 Workplace Privacy and Searches
Employees have a reduced expectation of privacy with respect to Company property (such as computers, desks, lockers, and facilities) and items stored on Company property. Company equipment is subject to reasonable audit and inspection for legitimate business purposes, including security and integrity of systems. Employees should therefore limit personal use of Company-issued equipment.
Personal internet browsing and personal communications should be conducted using personal devices and personal data, not Company networks.
The Company may conduct reasonable searches for safety and security purposes with the employee's consent, or where the Company has reasonable grounds to believe that the employee has contravened, or is about to contravene, a Company rule, in each case in accordance with applicable privacy law.
SECTION 6: TECHNOLOGY AND INTERNET POLICIES
§ 6.1 Computer, Internet and Email Use
The Company provides a range of communication tools, including SMS/text messaging, email, voicemail, instant messaging, and access to the internet through devices such as telephones, computers, tablets, and mobile devices, together with their contents (collectively, "e-correspondence"). E-correspondence and the systems on which it resides are the property of the Company and are provided primarily for business use.
The following standards, which are not exhaustive, apply to e-correspondence that identifies the Company, is accessed on Company property, or is accessed using Company funds or equipment:
a) Employees may not install personal software on Company systems, or use e-correspondence for any unlawful purpose, including infringement of intellectual property rights, defamation, or the unauthorized disclosure of trade secrets, or for any conduct constituting harassment or discrimination. Violations may result in discipline up to and including termination.
b) Employees do not own any e-correspondence created or stored on Company systems. Passwords used on Company devices are the property of the Company and may be reset or overridden where reasonably necessary. The Company retains rights to all information created on or transmitted through its systems.
c) The Company may monitor use of its systems to ensure compliance with Company policy and applicable law, having regard to employees' reasonable expectations of privacy and applicable privacy legislation.
d) Employees may not install unauthorized encryption or anonymizing software, and may not access the e-correspondence of third parties or other employees without authorization.
e) Company devices may not be used to transmit Confidential Information except as authorized.
f) Use of Company communication services and the internet is permitted for business purposes. Prior approval is required before publishing information about the Company, its products, or services.
§ 6.2 Social Media Policy
The Company encourages responsible use of social media in support of its business, in accordance with Company policy. For the purposes of this section, "social media" means web-based and mobile applications for user-generated content and social interaction, including blogs, online communities, discussion forums, review sites, and platforms such as X (formerly Twitter), Facebook, LinkedIn, Instagram, Snapchat, YouTube, and any similar platform.
Employees must conduct themselves professionally and respectfully on social media. Personal use of social media during working time is prohibited. The Company reserves rights to professional contacts and accounts developed on behalf of the Company.
Employees must respect the confidentiality of clients, suppliers, fellow employees, and the Company, and must not disclose Confidential Information, proprietary information, or personal information. Prior permission must be obtained before publishing third-party content.
Company-related social media activity may be monitored in accordance with applicable privacy law. Violations may result in discipline up to and including termination.
An employee who identifies themselves as working for the Company and posts content discussing the business should include a statement that the views expressed are the employee's own. Employees must not make discriminatory, harassing, or defamatory comments about colleagues, clients, or the Company, whether or not pseudonyms are used, and must observe their duties of good faith and loyalty.
Suspected breaches of this policy should be reported to a supervisor or management as soon as possible.
§ 6.3 Mobile Devices
Personal mobile device use can be disruptive and reduce productivity. Use outside of designated breaks and meal periods is discouraged, and personal devices should be kept on silent or vibrate mode in the workplace. Personal device privileges may be restricted where use is disruptive.
Employees in certain positions may be provided with a Company device or device allowance. Full compliance with all Company policies is required when conducting Company business by any device. Device use in public should be regulated to protect Confidential Information.
Devices should be set to silent mode or powered off during meetings.
SECTION 7: EMPLOYEE BENEFITS AND SERVICES
§ 7.1 General
The Company offers benefits to the following category of employees: ________. Subject to applicable law and the governing plan documents, the Company reserves the right to add, amend, or discontinue benefits. Eligibility may be subject to a waiting period as set out in the applicable employment agreement or plan. Employees will receive notice of material changes.
This Handbook provides a general overview only. The official plan documents govern in the event of any inconsistency. Employees should contact the Human Resources Department or Benefits Administrator for details.
§ 7.2 Group Health Insurance
The Company offers group health benefits to eligible employees through the following provider: ________. Refer to the benefits booklet for complete details.
§ 7.3 Group Life Insurance
The Company offers group life insurance to eligible employees, including accidental death and dismemberment coverage, through the following provider: ________. Refer to the benefits booklet for complete details.
§ 7.4 Employment Insurance
Under the federal Employment Insurance Act, S.C. 1996, c. 23, the Company and each employee pay Employment Insurance premiums, providing eligible employees with coverage in qualifying circumstances, including certain leaves of absence.
§ 7.5 Profit-Sharing Plan
Where offered, the Company maintains a profit-sharing plan for eligible employees. Employees should contact the Benefits Administrator for details. Participation is governed by the applicable plan documents.
§ 7.6 Pension Plan and Canada Pension Plan
Where the Company sponsors a registered pension plan, contributions are made in accordance with the applicable plan documents and pension benefits legislation. Employees should contact the Human Resources Department or plan administrator for details.
In addition, under the federal Canada Pension Plan, R.S.C. 1985, c. C-8, the Company deducts and remits Canada Pension Plan contributions to the Canada Revenue Agency. Eligible employees may collect Canada Pension Plan benefits upon retirement or qualifying disability.
§ 7.7 Commuter Benefits
Where offered, the Company may provide a commuter benefit program to assist eligible employees with the cost of commuting, in accordance with applicable tax law and the terms of the program.
§ 7.8 Workers' Compensation
The Company maintains workers' compensation coverage as required under the workers' compensation legislation of the governing Province and pays applicable premiums. Workers' compensation provides benefits to workers who suffer work-related injury or illness arising out of and in the course of employment, which may include wage-loss benefits, health care benefits, and return-to-work assistance. Employees must report any work-related injury or illness to their supervisor as soon as possible.
SECTION 8: TIME OFF AND LEAVES OF ABSENCE
§ 8.1 General
The leaves of absence described in this Section are intended to summarize entitlements under applicable employment standards legislation, as amended from time to time. The statutory entitlements in the governing Province govern in the event of any inconsistency, and the durations referenced below are illustrative minimums that may differ by jurisdiction. All leave requests are subject to applicable law and, where the leave is not a statutory entitlement, to Company approval. For planned leave, the employee should provide advance written notice of at least the following number of days: ________, to the extent consistent with applicable law. For unforeseeable leave, notice should be given as soon as the employee becomes aware of the need.
For medical and family-care leaves, the Company may require a certificate from a qualified health practitioner as permitted by law, to be provided as soon as reasonably practicable. The Company will engage in an interactive accommodation process for disability-related leave. Where required by law, an employee's benefits continue during a statutory leave, and the employee is entitled to reinstatement to the same or a comparable position upon return.
No employee will be subject to reprisal for requesting or taking a leave to which the employee is entitled by law.
§ 8.2 Vacation and Vacation Pay
Employees are entitled to vacation and vacation pay in accordance with applicable employment standards legislation and their written employment agreement. The Company's standard annual vacation entitlement is: ________, which shall in no case be less than the statutory minimum.
§ 8.3 Public (Statutory) Holidays
The Company observes the public holidays recognized under the applicable employment standards legislation of the governing Province, which may include:
a) New Year's Day;
b) Good Friday;
c) Victoria Day;
d) Canada Day;
e) Labour Day;
f) Thanksgiving Day;
g) Christmas Day; and
h) any additional holidays recognized by statute in the governing Province or designated by the Company: ________.
Eligible employees will receive public holiday pay calculated in accordance with applicable employment standards legislation. An eligible employee who works on a public holiday will receive premium pay or a substitute day off as required by law.
§ 8.4 Pregnancy and Parental Leave
An eligible employee is entitled to pregnancy (maternity) leave and parental leave in accordance with applicable employment standards legislation, as amended from time to time. An employee may be absent from work, without pay, as necessary for medical appointments related to a pregnancy, on notice to the Company. Where there is a risk to the health of the employee or the pregnancy, the employee may be entitled to additional leave on production of a medical certificate. The Company may agree to a longer leave on the employee's request.
§ 8.5 Family Responsibility Leave
An eligible employee is entitled to family responsibility leave to attend to the care, health, or education of a family member in accordance with applicable employment standards legislation, as amended from time to time. The Company may provide additional leave at its discretion. Family members are determined in accordance with applicable legislation and include, where applicable:
(1) a parent, step-parent, spouse, child, or sibling of the employee;
(2) a parent or child of the employee's spouse;
(3) a child-in-law, grandchild, or grandparent; and
(4) a person dependent on the employee.
The Company may require reasonable proof of entitlement. The employee should advise the Company within a reasonable time.
§ 8.6 Compassionate Care Leave
An eligible employee is entitled to compassionate care leave to care for or support a family member who has a serious medical condition with a significant risk of death, in accordance with applicable employment standards legislation, as amended from time to time, on production of a health practitioner's certificate. Family members are determined in accordance with applicable legislation and include, where applicable:
(1) a parent, step-parent, spouse, child, sibling, or step-sibling of the employee;
(2) a parent or child of the employee's spouse;
(3) a child-in-law, grandchild, grandparent, step-grandparent, or step-grandchild of the employee or the employee's spouse;
(4) an uncle, aunt, niece, or nephew of the employee or the employee's spouse; and
(5) a person dependent on the employee.
§ 8.7 Critical Illness Leave
An eligible employee is entitled to critical illness leave to provide care or support to a critically ill family member in accordance with applicable employment standards legislation, as amended from time to time. Family members are determined in accordance with applicable legislation and include, where applicable:
(1) a parent, step-parent, spouse, child, sibling, or step-sibling of the employee;
(2) a parent or child of the employee's spouse;
(3) a child-in-law, grandchild, grandparent, step-grandparent, or step-grandchild of the employee or the employee's spouse;
(4) an uncle, aunt, niece, or nephew of the employee or the employee's spouse; and
(5) a person dependent on the employee.
The Company may require a health practitioner's certificate to establish entitlement.
§ 8.8 Child Death and Crime-Related Disappearance Leave
An eligible employee whose child has died, or has disappeared as a result of a crime, is entitled to leave in accordance with applicable employment standards legislation, as amended from time to time. The Company may require reasonable proof of entitlement.
§ 8.9 Sick Leave
An eligible employee is entitled to sick leave (which may include a paid component as required by law) in accordance with applicable employment standards legislation, as amended from time to time. The Company may require reasonable proof of entitlement to the extent permitted by law.
§ 8.10 Bereavement Leave
An eligible employee is entitled to bereavement leave on the death of a family member in accordance with applicable employment standards legislation, as amended from time to time. Family members are determined in accordance with applicable legislation and include, where applicable:
(1) a parent, step-parent, spouse, child, or sibling of the employee;
(2) a parent or child of the employee's spouse;
(3) a child-in-law, grandchild, or grandparent; and
(4) a person dependent on the employee.
The Company may require reasonable proof of entitlement. The employee should advise the Company within a reasonable time.
§ 8.11 Reservist Leave
An eligible employee who is a member of the reserve force is entitled to reservist leave for deployment, operations, or training in accordance with applicable employment standards legislation, as amended from time to time. The Company may require reasonable proof of entitlement, which may include documentation from the reserve force.
§ 8.12 Jury Duty and Court Attendance
Employees are entitled to leave to attend for jury duty or as a witness in accordance with applicable law, and will not be subject to reprisal for doing so. The Company will provide the following number of days of paid leave for jury duty, at the employee's regular rate: ________. The employee must provide the jury summons as soon as it is received so that appropriate arrangements can be made, and must report for work on any day or part of a day when their attendance in court is not required.
ACKNOWLEDGEMENT OF RECEIPT OF EMPLOYEE HANDBOOK
Employee Name: ________
I acknowledge that I have received a copy of the Employee Handbook of ________, which contains important information regarding the Company's policies, procedures, and benefits, including the policies on Anti-Discrimination, Harassment and Reprisals, Substance Use and Impairment, Health and Safety, and Confidentiality. I understand that I am responsible for familiarizing myself with the contents of this Handbook and that I am expected to comply with all rules and policies applicable to me.
I understand that this Handbook is not an employment contract and does not create contractual rights, and that nothing in this Handbook reduces or displaces any minimum entitlement I have under applicable employment standards, human rights, or other legislation.
I understand that the Company reserves the right to amend or modify this Handbook from time to time in accordance with applicable law, and that failure to comply with its policies may result in disciplinary action up to and including termination.
Employee Signature: ________
Date: ________
Witness Name: ________
Witness Signature: ________
Fields you complete are inserted into the document live. This template is general guidance only — not legal advice.