Employee terms and conditions of employment

Application

This document applies to indeterminate and term employees at the FC-1 to FC-9 levels, effective April 1, 2026.

Part A – Pay and pay administration

1 Rates of pay

1.1 Revisions to rates of pay

FINTRAC periodically revises its rates of pay in alignment with the mandate provided by the Treasury Board and subject to approval by the Director.

The following employees are eligible for these revisions:

All employees who are on strength at the time of approval;
Former employees who worked during the retroactive period;
In the case of a deceased employee, their estate or the beneficiary to their estate.

For retroactive increases, any appointments, promotions, demotions, deployments, or acting situations effective during the retroactive period, the rate of pay shall be recalculated using the revised rates of pay.

2 Pay administration – General

2.1 Biweekly pay

Employees of FINTRAC are to be paid biweekly, by direct deposit, on an arrears cycle every second Wednesday. Each pay period begins on a Thursday and ends two weeks later on the Wednesday, covering the hours worked during that time. When the official payday falls on a designated holiday or on a day during which local financial institutions are not open to the public, the pay will be deposited on the first business day immediately before the designated holiday or non-business day.

Direct deposit of all payments is mandatory for all FINTRAC employees. Statements of payments are accessible electronically through self-service applications (MyGCPay, Phoenix and CWA).

Employees who did not receive their first biweekly pay within four weeks of starting work may request an Emergency Payment. For more details, refer to the Emergency Payments section of this document.

2.2 Biweekly pay calculation

The gross biweekly rate of pay (before deductions) is calculated by dividing the annual rate of pay or annual entitlement by 26.088. This conversion factor ensures consistency across pay periods.

2.3 Days of entitlement

Days of entitlement refer to any compensation day for which an employee is entitled to be paid. This includes:

Standard working days when the employee is on duty or on authorized leave with pays
Designated paid holidays

An employee is not entitled to be paid for a designated holiday under the following conditions:

On leave without pay on both the working day immediately before and after the holiday
Unauthorized leave
Under suspension
On Reserve Force training without pay
On injury-on-duty leave without pay
When the holiday falls on a scheduled workday for a part-time employee
When the holiday immediately precedes the employee's first day of employment
When the holiday follows and is contiguous to the employee's last day of employment

2.4 Partial pay periods

When an employee works only part of a pay period, or when different rates of pay apply within the same period, the pay is calculated based on days of entitlement, excluding normal days of rest.

Formula: (Days of entitlement × Rate of pay) ÷ 260.88

2.5 Emergency payments

If a biweekly pay is not issued in full, an employee may request an emergency payment, subject to approval by the delegated authority. This payment is only issued for time worked in a pay period that was not paid through regular payroll processing.

Emergency payments cannot be issued for:

Retroactive pay (such as retroactive acting pay, promotions, economic increases, performance pay, step increments, etc.)
Extra-duty entitlements (overtime, stand-by, callback etc.)
Delays in pay file transfers resulting in an employee not being paid at the intended rate upon appointment.
Missing or delayed direct deposit payments where the employee did not provide in a timely manner the necessary forms to initiate their direct deposit payments.

The amount of the emergency payment:

Should approximate the employee's net pay for the pay period.
Must not exceed 66% of the employee's gross pay for that period.

Recovery of the emergency payment:

Will occur from the first biweekly pay following the advance.
Recovery cannot be extended over a long period.

Emergency payments are considered accountable advances under the Financial Administration Act and may be recovered from any amounts payable to the employee or their estate.

2.6 Payments to a third party

Salary and wages must be paid directly to the employee.

Payments to anyone other than the employee are not permitted, except where legally required (ex, garnishment). If there are legal concerns involving an employee who is mentally or physically incapacitated, FINTRAC's Legal Services must be consulted.

Payments owed to a deceased employee must be issued to:

The estate of the deceased; or,
A person who is legally entitled to share in the estate.

2.7 Sequence of pay adjustments

When multiple pay-related changes take effect on the same date, they are applied in the following order:

Step increments
Salary revisions
Actings, promotions, deployments, and demotions

3 Acting pay

3.1 Eligibility

In order to be eligible to receive acting pay, an employee must substantially perform the duties of the higher-level position in an acting capacity for a minimum of 10 consecutive working days. This requirement applies to all acting appointments, including those at the Executive level (FC‑10 and above).

When a day is designated as a paid holiday occurs during the qualifying period, the holiday is considered as a day worked for the purposes of the qualifying period.

3.2 Employees acting in FC-10 and above positions

For FC-9 and below acting in FC-10 and above positions, employees remain subject to the Employee Terms and Conditions of Employment with the following exceptions:

No eligibility for compressed work schedule.
No eligibility for overtime, standby, call back, and compensatory travel time leave.

For actings greater than 90 days, an employee may be eligible for exceptional leave with pay under the Terms and Conditions of Employment for Executives.

3.3 Calculation of acting pay

When an employee is acting, their rate of pay will be re-calculated as follows:

Calculate 4% of the employee's substantive salary.
Add that amount to the employee's substantive salary.
For FC-09 positions and below:
- The employee will be placed at the step in the acting level that is closest to, but not less than, the resulting amount.
For FC-10 positions and above:
- The acting pay will be the greater of the resulting amount or the salary minimum for the acting position.

3.4 Maximum rate and salary protection exceptions

Exceeding the maximum

If the resulting salary after the 4% increase exceeds the maximum rate of the acting salary range, the employee's acting pay will be set at the maximum rate of that range.

Salary protection / Salary freeze

If an employee is subject to salary protection or a salary freeze and their substantive salary is already above the maximum rate of the acting salary range, no additional compensation will be paid during the acting period.

3.5 Acting level increases

When an employee receives a new step increment in their substantive position during their acting period, the acting pay will be recalculated as per section 3.3.

If the recalculation does not result in a higher rate of pay in the higher classification level or the employee is already at the maximum of their substantive salary at the start of the acting, the following will apply:

For FC-9 positions and below

The employee will progress to the next step increment at the acting level on the anniversary date of the acting appointment, if the acting extends beyond 12 months without a break. The employee will continue to progress at the acting level until the maximum is reached.

For FC-10 positions and above

The employee will receive an additional 4% increase to their acting rate of pay at the end of each continuous 12-month acting period, until the maximum is reached at the higher level.

4 Appointments

4.1 Appointments from outside of FINTRAC

The rate of pay of an employee on appointment to the Centre from outside FINTRAC will normally be set at the minimum of the salary scale applicable to the position.

However, the rate of pay can also be negotiated to any step within the range, with consideration given to the following:

Internal salary relativities
The position of the salary in the new range, so as to leave room for future in‑range salary movement
Total cash compensation (salary, performance pay, in‑range salary movement) received prior to joining FINTRAC
Labour market conditions, such as a shortage of skilled workers in the field or significant challenges in attracting qualified candidates
Any automatic revisions or step increments that would have otherwise been granted to the employee in their former position

4.2 Promotional appointments within FINTRAC

When an employee is appointed to a new position at a higher salary level, their new rate of pay will be determined as follows:

Calculate 4% of the employee's substantive salary.
Add that amount to the employee's substantive salary.
The employee will be placed at the step in the new level that is closest to, but not less than the resulting amount.

If the employee is already acting at the level of the position they are being appointed to with no break prior to appointment, the employee will continue to receive the same rate of pay as their acting, and their anniversary date will be adjusted retroactively to the start of that continuous period.

4.3 Reclassifications and salary protection

4.3.1 Upward reclassification

When an employee is reclassified to a position at a higher classification level, their new rate of pay will be determined as follows:

Calculate 4% of the employee's substantive salary.
Add that amount to the employee's substantive salary.
The employee will be placed at the step in the new level that is closest to, but not less than the resulting amount.

If the reclassification is retroactive, the revised rate of pay will be applied to the effective date of the reclassification.

4.3.2 Downward reclassification

When an employee is reclassified to a position at a lower classification level, the salary treatment will follow one of the two scenarios below:

Scenario A: Rate of pay falls within the salary scale of the reclassified level

If the employee's existing rate of pay falls within the salary scale of the reclassified level, the employee will be placed at the step that is closest to, but not less than, their existing rate of pay.

Scenario B: Rate of pay exceeds the salary scale of the reclassified level

If the employee's existing rate of pay exceeds the maximum salary of the reclassified level, the following salary protection measures apply:

Salary protection (first 3 years)

As of the effective date of the reclassification, the employee's existing substantive rate of pay will be protected for a period of three (3) years in the position. During this period, the employee will continue to receive economic increases, even though their rate of pay is above the maximum rate of pay for the position.

In cases of downward reclassification, salary protection applies only to the employee's reclassified position and is not transferrable.
Salary freeze

At the end of the three‑year salary protection period, the employee's salary will be frozen with no further economic increases. The salary will remain frozen until the maximum rate of pay for the employee's substantive position meets or exceeds the frozen salary.

Once the maximum rate reaches or surpasses the frozen salary, the salary protection will end, and the employee will be paid according to the applicable salary range of their substantive position.
Efforts to find a suitable position
During the salary protection period, the Centre will make reasonable efforts to identify and offer the employee a position for which the employee is qualified and for which the employee's protected salary falls within the applicable salary range.

If an employee declines, without just cause, an offer to move to a position where the employee's protected or frozen rate of pay falls within the applicable salary range, all salary protection measures will cease. In such cases, the employee will be paid at the maximum rate of pay applicable to the reclassified position.
Exception – Existing salary protection
If the employee is already subject to salary protection or salary freeze at the time of reclassification, the existing salary protection measures and timelines will continue to apply.

4.3.3 Surplus appointments to lower-level positions

When a surplus employee is permanently appointed to a lower-level position and their rate of pay is within the salary scale for the position, the employee will be placed at the step that is closest to, but not less than, the rate of pay they were receiving in the position that was declared surplus.

When a surplus employee is permanently appointed to a lower-level position and their rate of pay is above the maximum rate of pay for the position, the following salary protection measures will apply:

Salary protection (first 3 years)

Effective on the date of the permanent lower‑level appointment, the employee's existing rate of pay will be protected for a period of three (3) years.

During this three‑year salary protection period, the employee will continue to receive economic increases, even though their rate of pay is above the maximum rate of pay for the position.
Salary freeze

At the end of the three‑year salary protection period, the employee's salary will be frozen with no further economic increases. The salary will remain frozen until the maximum rate of pay for the employee's substantive position meets or exceeds the frozen salary.

Once the maximum rate reaches or surpasses the frozen salary, the salary protection will end, and the employee will be paid according to the applicable salary range of their substantive position.
Mobility

Where an employee accepts an equivalent or higher‑level position and their protected or frozen salary still exceeds the maximum rate of pay for that position, the salary protection measures will continue.
Efforts to find a suitable position

During the salary protection period, the Centre will make reasonable efforts to identify and offer the employee a position for which the employee is qualified and for which the employee's protected salary falls within the applicable salary range.

If an employee declines, without just cause, an offer to deploy to a position where the employee's protected or frozen rate of pay falls within the applicable salary range, all salary protection measures will cease. In such cases, the employee will be paid at the maximum rate of pay applicable to their substantive position.
Exception – Existing salary protection

If the employee is already subject to salary protection or salary freeze at the time of the lower-level appointment, the existing salary protection measures and timelines will continue to apply.

5 Classification conversions

When a new classification pay structure is implemented, the new rate of pay will be determined as follows:

For employees whose substantive rate of pay falls within or below the new classification pay scale:

On the effective date of the classification conversion, the employee will be placed at the step in the new classification level that is closest to, but not less than, the substantive rate of pay they were receiving immediately prior to conversion.
The date of the classification conversion becomes the anniversary date for future step increments.

For employees whose substantive rate of pay is higher than the maximum rate of pay in the new classification level:

Salary protection (first 3 years)

On the effective date of the classification conversion, the employee's substantive rate of pay immediately prior to the conversion will be protected for a period of three (3) years.

During this three‑year salary protection period, the employee will continue to receive economic increases, even though their rate of pay is above the maximum rate of pay for the position.
Salary freeze

At the end of the three‑year salary protection period, the employee's salary will be frozen with no further economic increases. The salary will remain frozen until the maximum rate of pay for the employee's substantive position meets or exceeds the frozen salary.

Once the maximum rate reaches or surpasses the frozen salary, the salary protection will end, and the employee will be paid according to the applicable salary range of their substantive position.
Mobility

Where an employee accepts an equivalent or higher‑level position and their protected or frozen salary still exceeds the maximum rate of pay for that position, the salary protection measures will continue.

6 Deployments

6.1 Within FINTRAC

The existing rate of pay and anniversary date remains unchanged.

6.2 From outside FINTRAC

The rate of pay upon deployment is normally at the step closest to, but not less than the employee's previous salary and not less than the FINTRAC minimum salary for the level being staffed. Consideration may be given to any automatic revisions or step increments that would otherwise have been granted to the employee in their former position.

6.3 Voluntary / Involuntary demotions

Where an employee is deployed to a position with a lower maximum rate of pay, the employee shall be paid at the step that is the closest to, but not more than, the employee's existing rate of pay, provided that it does not exceed the maximum rate of pay for the new position. If the employee's existing rate of pay is higher than the maximum, their rate of pay will be adjusted to the maximum rate of pay of the new position.

The effective date of the demotion becomes the anniversary date for future step increments, if applicable.

7 Step increments

Each step increment becomes due on the anniversary date, which is one year from the date of a classification conversion or from when an employee is appointed, deployed in from outside FINTRAC, or demoted, and continues annually until the employee reaches the maximum rate of pay for that level.

7.1 Exceptions to anniversary date

If an employee was acting in the position or employed as a casual worker at the same classification level immediately prior to their appointment, with no break in service, their anniversary date will be adjusted retroactively to the start of that continuous period.

The anniversary date for step increments is not affected by: assignments, deployments within FINTRAC, employees on leave for Interchange-out, FINTRAC External Assignment Program assignments out, or full-time language training.

7.2 Concurrent step increments and pay revisions

Where a step increment and a pay revision take effect on the same date, the step increment shall be applied first and the resulting rate shall be revised in accordance with the pay revision.

7.3 Time not counted

Where an employee is on continuous leave with or without pay for a period of 90 calendar days or more, the time spent on such leave shall not be counted for step increment purposes, except where the leave is due to illness, injury on duty, caregiving, military leave, or parental/maternity leave.

7.4 Denial of step increment

If an employee receives a "Did Not Meet" rating during the performance review cycle, the employee will not be eligible for a step increment during the following performance review cycle period.

8 Termination of employment

8.1 Effective date – Termination / Resignation

Where the person with delegated authority accepts in writing an employee's written resignation to be effective on a specified date, the employee will cease to be employed at the close of business on that specified date. Once accepted, the resignation date is considered final. Any changes or requests to rescind are entirely at the discretion of the delegated authority to approve or deny.

When an employee is on authorized leave without pay and their employment is terminated, the effective date on which they cease to be employed is the day following the date that the Pension Centre is advised by Compensation.

Where an employee is terminated, the employee will cease to be employed at the close of business on the date specified in the letter.

8.2 Entitlement to remuneration for a holiday

On termination of employment, an employee shall not be paid for a holiday that both follows and is contiguous to the last day of employment.

8.3 Rejection on probation

If the termination is as a result of a rejection on probation, the employee is entitled to four (4) weeks' notice or pay in lieu at their substantive level.

8.4 Severance pay

Upon termination of employment (for reasons outlined below), employees are entitled to pay equivalent to one (1) week's pay for each year of continuous service at their substantive level. For a partial year of continuous service, the severance pay is calculated on a pro rata basis for that year. In calculating severance pay from FINTRAC, all severance pay previously received shall be deduced from this entitlement.

When the period of continuous service consists of both full-time and part-time employment or varying levels of part-time employment, severance pay shall be calculated as follows: the period of continuous service is established and the part-time portions are converted into full-time equivalent. The equivalent full-time period in years is then multiplied by the full-time weekly rate of pay at their substantive level.

Severance pay is owed in the following circumstances:

Termination for no longer meeting conditions of employment (Ex., loss of Security Clearance, Enhanced Reliability Status)
Termination for Medical Incapacity
Termination for Unsatisfactory Performance
Termination Otherwise Than for Cause (Without Cause)
Death in service

8.5 Elimination of voluntary severance pay

Persons employed at FINTRAC or by Treasury Board on an indeterminate basis July 5, 2011 and who opted to defer their severance payment, are entitled to severance termination benefits equal to one (1) week's pay for each complete year of continuous employment and, in the case of a partial year of continuous employment, one (1) week's pay multiplied by the number of days of continuous employment divided by 365, to a maximum of thirty (30) weeks.

Persons employed at FINTRAC or by Treasury Board on a term basis (3 months or greater) on July 5, 2011, and who opted to defer their severance payment, shall be entitled to severance termination benefits equal to one (1) week's pay for each complete year of continuous employment, to a maximum of 30 weeks.

8.6 Transition to biweekly pay in arrears

Persons employed in the public service who were paid on the biweekly current pay cycle as of April 23, 2014, transitioned to a biweekly pay-in-arrears cycle effective May 8, 2014. As part of this transition, affected employees received a one-time transition payment.

Upon termination of employment from the public service:

The gross amount of the one-time transition payment will be reconciled against the employee's final pay entitlement.
This reconciliation may result in either a payment to the employee or a recovery of funds, depending on the difference between the transition payment received and the actual pay entitlement at termination.

The reconciliation will occur over the final pay periods, as applicable.

Part B – Working conditions

9 Standard and alternative work arrangements

9.1 Regular work schedule

The standard hours of work at FINTRAC are 37.5 hours per week, Monday to Friday, between 6:00 a.m. and 6:00 p.m.

A standard workday consists of 7.5 paid working hours.

Rest periods

Employees are entitled to one (1) 15-minute paid rest period per four (4) hour continuous period of the workday and:

Must be taken during the workday, subject to operational requirements.
Cannot be used to delay the start of the workday or leave early.

Lunch break

Employees are entitled to an unpaid lunch break of 30 minutes, typically scheduled around the midpoint of the workday.

Flexibility

Management is encouraged to exercise flexibility in scheduling work hours when operational requirements permit.

Employee requests for flexible work hours should be considered and must not be unreasonably denied.

9.2 Part-time work schedule

Part-time work is defined as less than 37.5 working hours per week.

For part-time employees:

Lunch breaks, if applicable, will be unpaid.
Paid rest periods will be calculated on a pro-rated basis according to hours worked.
Arrangements must be discussed and approved by management before the part-time schedule begins.

A full-time employee may request to temporarily or permanently transition to a part-time schedule, subject to operational requirements. Any employee who changes from a full-time schedule to a part-time schedule will have their remaining leave credits pro-rated when credits are expressed in hours as opposed to days.

If approved by the delegated authority a Modified Workweek request must be completed in Workday with reasonable notice.

9.3 Shift work

Certain positions may require employees to work on a shift basis, including daytime, evening, night, and weekend shifts. While the normal weekly hours of work will average 37.5 hours, individual shifts may be scheduled for up to 12 hours.

Shift schedules

Shift schedules are established by management in accordance with operational requirements. Shift schedules may be rotational or irregular.

Employees must be provided with their shift schedule at least one (1) month in advance, except in emergency or unforeseen circumstances.

Shift schedules will normally provide for:

An average of at least two (2) consecutive days of rest per week;
An average of 75 hours over a two-week cycle; and
A minimum rest period of eight (8) hours between scheduled shifts.

Management shall make every reasonable effort to respect these parameters while meeting operational requirements.

9.4 Compressed work schedule

9.4.1 Eligibility and request process

Employees may request a Modified Workweek in Workday to complete their weekly 37.5 hours over a period other than five full days.

The arrangement must ensure the total required weekly hours are met over a period of 14, 21, or 28 calendar days.

All requests are subject to management approval.

9.4.2 Conditions

Modified workweek arrangements shall not result in additional overtime or extra pay.
If an employee works overtime on a scheduled compressed day off, they will be compensated according to overtime provisions. The compressed day off is considered taken and cannot be rescheduled.

9.4.3 Leave usage

Leave must correspond to the employee's modified work schedule. The hours recorded as leave must equal the number of hours the employee was scheduled to be absent, whether for a full or partial day of leave.
For extended sick leave (beyond the compressed period), the modified workweek arrangement will be suspended until the employee returns.

9.4.4 Designated holidays

Designated holidays are valued at 7.5 hours. Employees must make up the time they would normally work on a holiday.

Example: If an employee works an extra 50 minutes per day, they must either make up that time on another workday or use vacation leave.

9.4.5 Deferral of compressed day off

Employees may request to defer a scheduled compressed day off to another day, subject to management discretion.

Management can also request that an employee defer their compressed day due to operational requirements.

The deferred day should be taken as soon as operationally feasible, and days cannot be accumulated.

9.5 Pre-retirement transition work schedule

9.5.1 Overview

Pre-retirement transition leave (PRTL) is a special working arrangement that allows eligible employees to reduce their workweek by up to 40% of their normal working hours for a maximum period of two (2) years before retirement. This arrangement enables employees to transition into retirement while maintaining full pensionable service and benefits coverage based on their unreduced salary. Non working days are considered leave without pay.

9.5.2 Eligibility criteria

To be eligible for PRTL, employees must meet the following criteria:

Employee confirmation that they are eligible for an unreduced pension at the start of the leave arrangement or within two (2) years of becoming eligible.
An agreement to resign from the federal public service effective at the end of the leave arrangement. The employer's acceptance of the resignation is conditional upon successful completion of the PRTL arrangement.
Agree not to work for the federal public service while on leave without pay.
Agree to respect the FINTRAC Code of Conduct, Values and Ethics while on leave without pay.
Submit a completed Pre-Retirement Transition Leave Form for approval.

9.5.3 Approval process

Approval of PRTL is at the discretion of management provided that the arrangement is operationally feasible for the two-year period and will not adversely affect service quality or increase costs.

9.5.4 Impact on pay, benefits and working conditions

Pay Adjustments: Employees will receive a reduced rate of pay based on their shorter workweek.
Pension Contributions: Continue based on the unreduced salary, and non-workdays count as pensionable service. Note: The Income Tax Act imposes limits on leave without pay treated as pensionable service. Employees should consult a compensation advisor if they have questions.
Supplementary Death Benefit: Premiums and benefits are calculated on the unreduced salary.
Long-Term Disability Insurance: Premiums and coverage based on the unreduced salary.
Canada/Québec Pension Plan: Contributions and pensionable earnings based on the reduced salary.
Employment Insurance: Premiums based on the reduced salary.
Other Voluntary Deductions: Continue, provided sufficient funds are available.
Vacation and Sick Leave: Employees continue to earn full vacation and sick leave credits, provided they meet minimum hours based on the adjusted workweek. Leave may only be taken on at-work days; leave without pay days are ineligible for paid leave.
Designated Paid Holidays: Employees are entitled to designated paid holidays, provided they are not on leave without pay on both the working day before and the working day after the holiday.
- If the holiday falls on a scheduled workday, the employee will be paid for that day.
- If the holiday falls on a non-workday, the designated paid holiday will be moved to the next scheduled workday.
Overtime: Employees are eligible for overtime only after working the equivalent of a full-time schedule, either on a daily or weekly basis. Overtime will be compensated at the unreduced rate of pay in accordance with applicable overtime provisions.
Performance Pay: Employees continue to be eligible for performance pay, and if eligible, the lump sum will be calculated based on the reduced salary.

9.5.5 Modifications and cancellations

Modifications: Allowed only in rare and unforeseen circumstances. Employees must submit a written request with reasonable notice. Approval is at management's discretion, and a new PRTL form must be completed.

Cancellations: Allowed only in rare and unforeseen circumstances. Employees must provide a written request with reasonable notice. Approval is at management's discretion.

9.5.6 Restrictions

Employees participating in PRTL are not eligible to participate in other special working arrangements, such as leave with income averaging.

9.6 Telework arrangements

Where operational requirements permit, employees who wish to telework must follow the requirements outlined in the Directive on Telework and submit an approved telework agreement in Workday prior to teleworking.

10 Overtime and related premiums

10.1 General

Management will make every reasonable effort to avoid overtime.
When overtime is required, it will be assigned equitably to readily available and qualified employees.
Except for call‑back, emergencies, or mutual agreement, management will provide as much advance notice as possible, normally at least four (4) hours.
Premiums (overtime, call‑back, standby) will not be paid more than once for the same hours worked.
Compensation is calculated in completed periods of fifteen (15) minutes.

10.1.1 Pre-authorization

All overtime hours must be authorized in advance and in writing and submitted in Workday.

10.1.2 Forms of compensation

At management's discretion, overtime, standby and call back will be compensated through paid overtime or as compensatory leave.
Compensatory leave is taken at a time mutually agreeable to the employee and management and subject to operational requirements.

10.2 Standby

10.2.1 Requirements

Management may request an employee to remain on standby during off‑duty hours.

While on standby, the employee must:

be reachable at the agreed communication method; and
be ready to return to duty as quickly as possible, if contacted.

10.2.2 Change in availability

If an unforeseen circumstance prevents reporting to work, the employee must notify management immediately; in such cases, standby compensation ceases.

10.2.3 Entitlement

Standby is compensated at one‑half (½) hour of pay for each four (4) hour period, or part thereof, spent on standby.

10.3 Call back

Call back applies when an employee is required to return to work after leaving the workplace at the end of the scheduled workday, or when called back on a day of rest or a designated paid holiday.

10.3.1 Entitlement

On‑Site Call‑Back – employees working on-site will receive the greater of:

Three (3) hours of pay at the applicable overtime rate for each call‑back (to a maximum of eight (8) hours of pay in an eight‑hour period); or
Pay at the applicable overtime rate for the actual time worked.

Remote Call‑Back – employees working remotely will receive the greater of:

One (1) hour of pay at the straight‑time rate for each call‑back (to a maximum of eight (8) hours of pay in an eight‑hour period); or
Pay at the applicable overtime rate for the actual time worked.

10.3.2 Travel time

Time spent traveling to or from the workplace is not considered time worked for compensation purposes.

10.4 Overtime

10.4.1 Part-time employees

Overtime for part‑time employees applies only when authorized work exceeds:

7.5 hours in a single day, or
37.5 hours in a week.

10.4.2 Rates

10.4.2.1 Regular overtime

Regular workday overtime applies when authorized overtime is worked immediately before or after the employee's scheduled hours of work, and compensation is at the following rates:

Time and one‑half (1½) for the first 7.5 consecutive hours of overtime.
Double (2) time thereafter.

10.4.2.2 Non-contiguous overtime

When overtime does not immediately follow scheduled hours, compensation is the greater of:

Two (2) hours at straight‑time rate; or
The applicable overtime rate for the actual time worked.

10.4.2.3 Overtime on day of rest

First day of rest:

Time and one‑half (1½) for the first 7.5 consecutive hours; double (2) time thereafter.

Second or subsequent day of rest:

If required by management: double (2) time.
If requested by the employee: time and one‑half (1½) for the first 7.5 consecutive hours, then double (2) time.

Notwithstanding the above, if the employee worked the day before the second or subsequent day of rest, they are paid double (2) time for all time worked on the second or subsequent day of rest.

10.4.2.4 Overtime on designated holiday

In addition to regular pay:

Time and one‑half (1½) for the first 7.5 consecutive hours; double (2) time thereafter.
If the employee also worked overtime on the day of rest immediately before the designated holiday, all designated‑holiday overtime is double (2) time.

10.4.3 Meal allowance

Eligibility

When an employee works three (3) or more hours of overtime immediately before or after scheduled hours, they are entitled to one meal reimbursement in the amount of $12.00, unless a free meal is provided.

Extended overtime

For each additional four (4) hours of continuous overtime beyond the initial three (3) hour period, the employee is entitled to one additional meal reimbursement up to $12.00, unless a free meal is provided.

Exclusions

The meal allowance does not apply to:

employees already claiming lodging/meals under the National Joint Council Travel Directive; or
employees authorized to work from their residence.

10.5 Compensatory travel time leave

Courses, conferences, or training travel

When travel is required for learning activities, employees earn equivalent compensatory travel time leave credits for travel outside the normal work area and outside normal hours.

Compensatory travel time leave credits accrue from the time of departure from the employee's primary residence to arrival at destination (and return).

Work travel

Employees required to travel for work earn equivalent compensatory travel time leave credits for travel outside the normal work area and outside normal hours.

Compensatory travel time leave credits accrue from the time of departure from the employee's primary residence to arrival at destination (and return).

10.5.1 Accumulation and use

Compensatory travel time is confirmed by email upon return and used within one (1) month, except when not operationally feasible.

Approval is at management's discretion, but will not be unreasonably denied.

10.5.2 Termination or transfer-out

Unused compensatory travel time is not paid out upon termination or transfer.

11 Leave

11.1 Leave administration

11.1.1 Scheduling of vacation leave

Employees are expected to take all their vacation leave during the vacation year in which it is earned. Employees should submit vacation leave requests in Workday as early as possible.

Management will make reasonable efforts to approve vacation leave in the amount and at the time requested, subject to operational requirements and equitable scheduling across the team.

If an employee does not schedule their vacation leave, or if operational requirements require it, management may, in exceptional circumstances, determine when the employee must use their earned but unused vacation leave.

In such cases, management will provide as much notice as practicable and will consider employee preferences wherever possible.

11.1.2 Cancellation or recall from vacation leave

If management cancels or changes previously approved vacation leave, the employer will reimburse the employee for the non‑refundable portion of vacation bookings or reservations made for that leave period. Reimbursement is subject to the employee providing documentation required by management.

Employee Responsibility to Mitigate Losses

The employee must take all reasonable steps to reduce any financial losses resulting from the cancellation or change. Proof of these efforts must be provided to management.

Reinstatement of Vacation Leave Credits

Any vacation leave days that are cancelled will be fully reinstated to the employee's leave balance.

11.1.3 Amending approved leave requests

Approved vacation leave or compensatory leave may be changed to another type of authorized leave when, during the vacation period, the employee becomes entitled to:

bereavement leave;
court and jury duty leave;
leave with pay due to the illness of an immediate family member; or
sick leave, subject to the provision of a medical certificate where required.

When such a change is approved by the employee's manager, the affected leave credits may be extended or restored to the employee's leave balance.

11.1.4 Carry-over and liquidation of leave

11.1.4.1 Carry-over of vacation leave

Employees may carry over unused vacation leave into the following vacation year, up to a maximum of 262.5 hours.

11.1.4.2 Liquidation of vacation leave

Any vacation leave credits in excess of 262.5 hours will automatically be paid out at the employee's rate of pay for their substantive position as of March 31, unless the Director approves, in exceptional circumstances, an employee's request to retain some or all of such excess vacation leave credits.

11.1.4.3 Employee requested cash-out

Employees may request that earned but unused vacation leave be paid out. Approval is at management's discretion, and payment will be based on the employee's daily rate of pay as of March 31 of the previous vacation year.

11.1.4.4 Liquidation of compensatory leave

Compensatory leave credits may be paid out under the following conditions:

Employees may request once per fiscal year that some or all compensatory leave credits be paid out at the substantive rate of pay in effect on the date the cash out is authorized.
Compensatory leave earned while acting in a higher-level position may be paid out at the acting rate of pay, provided the request is approved during the acting period or within one month following the end of the acting.
Compensatory leave earned in a fiscal year and still outstanding on September 30 of the following fiscal year will be paid out automatically at the employee's substantive rate of pay as of March 31 of the previous fiscal year.

11.1.4.5 Termination of employment / Transfer-out

When employment ends, any remaining vacation leave that is not transferable, and compensatory leave credits (except compensatory travel time) will be paid out. The payment will be based on the employee's substantive rate of pay on the date of termination.

Elimination of marriage leave

Effective February 26, 2020, the previous marriage leave provision under FINTRAC's Policy on Hours of Work and Leave has been discontinued.

Employees who were on strength on or before April 1, 2015 and had not previously taken marriage leave at FINTRAC were credited with a one-time paid leave entitlement of 37.5 hours.

Any outstanding leave balance will be cashed out based on the employee's substantive rate of pay on the date of termination.

Phoenix damages

Any outstanding Phoenix damages leave credits will be cashed out at the employee's substantive rate of pay on the date of termination.

11.1.4.6 Transferring between FINTRAC and the public service

Appointment or Deployment from Another Core Public Administration or Schedule V Agency

When an employee joins FINTRAC from another federal department or agency without a break in service, FINTRAC will accept the transfer of earned but unused vacation leave credits, up to a maximum of 262.5 hours, provided the employee resigns from the Public Service and chooses to transfer these credits.

Any vacation leave credits exceeding 262.5 hours will be paid out at the time of resignation from the former organization.

FINTRAC will also accept the transfer of all unused sick leave credits.

Appointment or Deployment to Core Public Administration or Schedule V Agency

When an employee leaves FINTRAC to join another department or agency, the employee may choose not to receive a cash payment for unused vacation leave credits, provided the receiving organization agrees to accept the transfer of those credits.

11.2 Paid leave provisions

11.2.1 Bereavement leave

Entitlement based on relationship to the deceased

a. Employees are entitled to up to five (5) working days of bereavement leave with pay in the event of the death of any of the following family members:

Spouse or common-law partner
Child, including: child of spouse or common-law partner, foster child
Ward of the employee
Parent, including: stepparent, foster parent
Sibling, including stepsiblings
Parent-in-law
Son-in-law or daughter-in-law
Grandchild
Grandparent

Bereavement leave may be taken in:

A single continuous period, or
Two periods, up to the maximum entitlement, where:
- The first period must include the day of the memorial commemorating the deceased or must begin within two (2) days following the death; and
- The second period must be taken no later than 12 months from the date of death for the purpose of attending a ceremony.

b. Employees are entitled to 1 working day of bereavement leave with pay in the event of the death of:

Aunt or uncle
Sibling in-law
Grandparent in-law

c. Employees are entitled to up to three (3) working days of bereavement leave with pay in the event of a stillbirth experienced by them or their spouse or common-law partner or where they would have been a parent of the child born as a result of the pregnancy. For greater certainty, stillbirth is defined as an unborn child on or after twenty (20) weeks of pregnancy. The leave may be taken during the period that begins on the day on which the stillbirth occurs and ends no later than 12 weeks after the latest of the days on which any funeral, burial or memorial service in respect of the stillbirth occurs.

Conditions

Bereavement leave must include the day of the memorial service or begin within two (2) days following the death.

Travel

If travel is required in connection with the death, employees may be granted up to three (3) working days of bereavement leave with pay for travel purposes. This travel leave is in addition to the entitlements listed above.

11.2.2 Court and jury duty leave

Eligibility criteria

Employees are eligible for court and jury duty leave when they are required to participate in legal proceedings in the following circumstances:

When summoned for jury selection or required to serve as a juror; or
When subpoenaed, summoned, or legally required to attend as a witness in a court of law, hearing, or committee recognized by law; or
When exercising recourse rights by challenging the employer before a court, tribunal, or other body of competent jurisdiction.

Entitlement

Employees who meet the above criteria are entitled to leave with pay for the duration of their required participation.

Special requirements for jury duty

Employees who are being considered for jury duty must notify their Strategic Human Resources Business Partner immediately upon becoming aware, so that the necessary documentation can be prepared and appropriate guidance provided.

11.2.3 Domestic violence leave

Definition

Domestic violence refers to any form of abuse or neglect experienced by an employee or their child, committed by a family member, or by someone with whom the employee has or had an intimate relationship.

Eligibility criteria

Employees may be eligible for paid leave if they or their child are subject to domestic violence that impacts their ability to attend work or perform their duties.

Upon request, an employee who is subject to domestic violence, or whose child is subject to domestic violence, shall be granted domestic violence leave to:

Seek care or support for themselves or their child related to a physical or psychological injury or disability;
Access services from organizations that provide support to individuals affected by domestic violence;
Obtain professional counselling;
Relocate temporarily or permanently for safety; or
Seek legal or law enforcement assistance or participate in civil or criminal legal proceedings.

Entitlement

Employees may be granted up to 75 hours of paid domestic violence leave per fiscal year for the above purposes. For part time employees, the annual entitlement is pro-rated based on their weekly scheduled hours.

Process

Employees must submit a leave request in Workday. Unless otherwise advised by management, submitting the request constitutes the employee's attestation that they meet the conditions outlined in this policy.

Employees are encouraged to notify management as soon as possible when requesting domestic violence leave to ensure appropriate support to the employee and management reserves the right to request reasonable documentation to support the reasons for the leave.

Protections

Management will ensure that employees are protected from any adverse effects or discrimination as a result of disclosing their experience, perceived experience, or request for domestic violence leave.

Exclusions

Employees are not entitled to domestic violence leave if they are charged with an offence related to the act of domestic violence or if it is reasonably probable, based on the circumstances, that the employee committed the act of domestic violence.

11.2.4 Family responsibilities leave

Definition of Family – this definition applies regardless of whether the family member resides with the employee.

Immediate family
- Father, mother (or step-parent or foster parent)
- Brother, sister (including step-siblings)
- Spouse (including common-law partner)
- Child (including the child of a partner, foster child, or ward of the employee)
Extended family
- Grandchild, grandparent
- Father-in-law, mother-in-law
- Daughter-in-law, son-in-law
- Brother-in-law, sister-in-law
- Grandparent-in-law
Other family members
- Any other family member for whom the employee has a duty of care
- Any person who stands in the place of a relative for the employee

Eligibility criteria

Employees are eligible for paid leave to manage specific personal obligations related to their family members under the following circumstances:

An employee is expected to make every reasonable effort to schedule medical or dental appointments for family members to minimize or preclude their absence from work; however, when alternate arrangements are not possible an employee shall be granted leave for a medical or dental appointment when the family member is incapable of attending the appointment by themselves;
For needs directly related to the birth or the adoption of the employee's child;
To attend school, daycare, elder care, or similar functions or appointments related to a family member;
To provide care for the employee's child in the event of an unforeseeable school or daycare closure;
To provide immediate and temporary care for a family member and to allow time to arrange alternative care if the situation requires longer-term support;
To visit a family member who, due to an incurable terminal illness, is nearing the end of their life; or
To attend an appointment with a legal or paralegal representative for non-employment-related matters, or with a financial or other professional representative (up to 15 hours of the 37.5 hours may be used for this purpose)

Entitlement and approval

Employees shall be granted up to 37.5 hours of paid leave per fiscal year. This leave cannot be carried over into the next fiscal year. For part‑time employees, the annual entitlement is pro‑rated based on their weekly scheduled hours.

Requests must be submitted through Workday.

11.2.5 Injury on duty leave

Eligibility and entitlement

Employees shall be granted injury on duty leave with pay for a reasonable period when:

A claim has been submitted under the Government Employees Compensation Act; and
A Workers' Compensation authority has confirmed to FINTRAC that the claim has been approved.

11.2.6 Medical, dental, eye care appointment leave

Eligibility criteria

Employees may request paid leave for medical, dental, or eye care appointments that cannot reasonably be scheduled outside of working hours.

Entitlement

Employees may be granted up to 15 hours of paid leave per fiscal year for these appointments. Unused leave cannot be carried forward into the next fiscal year. For part‑time employees, the annual entitlement is pro‑rated based on their weekly scheduled hours.

Leave requests must be submitted through Workday.

When a series of continuing appointments results in exceeding the 15-hour annual limit, any additional time must be charged to sick leave or another appropriate leave type.

11.2.7 Medical appointment leave for pregnant employees

Entitlement

Pregnant employees shall be granted a reasonable amount of paid time off, up to 3.75 hours for the purpose of attending routine medical appointments related to the pregnancy.

Conditions

Where a series of ongoing medical appointments is required for the treatment of a specific condition related to the pregnancy, any resulting absences shall be charged to sick leave.

Employees are expected to make a reasonable effort to schedule these appointments in such way to minimize or preclude their absence from work.

11.2.8 Sick leave

Eligibility

Full-time employees are eligible to earn sick leave credits if they receive a minimum of 75 paid hours in a calendar month.

Part-time employees shall earn sick leave credits on a pro-rated basis for each month in which they receive pay for at least twice (2) the number of hours in their normal workweek.

Entitlement

Employees shall accrue paid sick leave credits at a rate of 9.375 hours for each calendar month and pro-rated if part-time.

Granting of leave

Sick leave with pay may be granted when an employee is unable to perform their duties due to illness, injury, or for preventive or therapeutic medical, dental, or eye care appointments, subject to the availability of sufficient sick leave credits.

Documentation

Unless otherwise advised, submission of a sick leave request through Workday will be considered sufficient.

Management reserves the right to request a medical certificate or other documentation to substantiate any sick leave request.

Return to work and accommodation

When an employee is deemed fit to return to work by their physician and accommodations are required, management will make every reasonable effort to meet these needs.

Previous employment

Sick leave credits earned but unused by an employee during a previous period of employment shall be restored to an employee whose employment was terminated by reason of layoff and who is reappointed within two (2) years from the date of layoff.

Sick leave credits earned but unused by an employee during a previous period of employment shall be restored to an employee whose employment was terminated due to the end of a specified period of employment, and who is reappointed within one (1) year from the end of the specified period of employment.

11.2.9 Traditional Indigenous practices leave

Eligibility

Employees who self-declare as Indigenous (First Nations, Inuit, or Métis) are eligible for leave under this provision.

Entitlement

Subject to operational requirements, employees may be granted 15 hours of paid leave per fiscal year to engage in traditional Indigenous practices, including land-based activities such as hunting, fishing, and harvesting.

Leave may be taken in one or more periods during the fiscal year; however, each period of leave must be at least 7.5 hours in duration.

For part‑time employees, the annual entitlement is pro‑rated based on their weekly scheduled hours.

Self-declaration

For the purposes of this article, an Indigenous person means First Nations, Inuit, or Métis.

A leave request submitted in Workday constitutes the employee's attestation that they meet the conditions outlined in this section, unless otherwise informed by management.

Advanced notice

Employees intending to request leave under this provision must provide notice to management as far in advance as possible before the requested leave period.

11.2.10 Vacation leave

Eligibility

Full-time employees earn vacation leave credits for each calendar month in which they have received pay for at least 75 hours.

Part-time employees shall earn vacation leave credits on a pro-rated basis for each month in which they receive pay for at least twice (2) the number of hours in their normal workweek.

Vacation year

The vacation year runs from April 1 to March 31 of the following year.

Accrual

Vacation leave credits are earned according to the employee's years of service and an employee who has completed six (6) months of continuous employment is entitled to receive an advance of credits equivalent to the anticipated credits for the current vacation year.

Changes to the accrual rate take effect in the month of the employee's service anniversary.

Vacation leave credits earned
Years of service	Hours / Month	Hours / Year	Days^{Footnote *} / Year
0 – 4.999	9.375	112.5	15
5	12.500	150.0	20
16	13.750	165.0	22
17	14.375	172.5	23
18	15.625	187.5	25
27	16.875	202.5	27
28	18.750	225.0	30

Counting of service

For the purpose of determining leave entitlements, service includes both continuous and discontinuous service in the Public Service, except where a person, on leaving the Public Service, has received severance pay.

This exception does not apply to an employee who receives severance pay on lay‑off and is reappointed to the Public Service within one (1) year following the date of lay‑off.

Further, severance payments taken under the provisions related to the discontinuance of severance pay do not reduce the calculation of service for employees who have not left the Public Service.

In addition, effective April 1, 2012, on a go-forward basis, any former service in the Canadian Forces for a continuous period of six (6) months or more, either as a member of the Regular Force or of the Reserve Force while on Class B or C service, shall also be included in the calculation of vacation leave credits.

An employee who takes leave without pay for a period in excess of three (3) months for reasons other than illness, maternity leave, or parental leave shall have the total period of such leave without pay deducted from service for the purpose of calculating vacation leave.

Vacation leave accrual exceptions

Employees appointed to a position from outside FINTRAC who were entitled, immediately prior to appointment, to accrue vacation leave credits at a rate greater than 9.375 hours per month (three (3) weeks per year) may be permitted to continue to accrue vacation leave credits at that same rate following appointment.

Such approval is at the discretion of the delegated authority and the vacation leave accrual rate must not exceed 18.75 hours per month (six (6) weeks per year).

Where approved, this vacation leave entitlement is not transferable outside of FINTRAC, including transfers to the core public administration or to other separate agencies.

11.2.11 Personal leave

Entitlement

Employees may request up to a maximum of 15 hours of personal leave with pay during each fiscal year. For part‑time employees, the annual entitlement is pro‑rated based on their weekly scheduled hours.
Personal leave cannot be carried forward into the next fiscal year.

Request and approval

Leave requests must be submitted through Workday. Management will make every reasonable effort to grant personal leave at the times requested by the employee, subject to operational requirements.

11.3 Unpaid leave provisions

11.3.1 Care of family

Eligibility

At management's discretion and subject to operational requirements, an employee may be granted leave without pay for the care of family.

For the purposes of this leave, family includes:

Spouse including common-law partner
Child, including: child of spouse or common-law partner, foster child
Ward of the employee
Parent, including: stepparent, foster parent
Sibling, including stepsiblings
Parent-in-law
Son-in-law or daughter-in-law
Grandchild
Grandparent
Any relative permanently residing in the employee's household or with whom the employee permanently resides

Entitlement

Leave without pay may be granted for a minimum period of three (3) weeks.

The total leave granted under this provision shall not exceed five (5) years during an employee's total period of employment in the public service.

Conditions

An employee shall notify management in writing as far in advance as possible, but no later than four (4) weeks prior to the commencement of the leave.

Where urgent or unforeseeable circumstances prevent such notice, the notice requirement does not apply.

All decisions regarding this leave shall respect prohibited grounds of discrimination and the employer's duty to accommodate.

Effect of leave

Any period of leave in excess of 90 calendar days shall be deducted from:

continuous employment for the purpose of calculating severance pay;
service for the purpose of calculating vacation leave credits; and
time counted for step increment purposes.

11.3.2 Caregiving leave

Eligibility

An employee who provides management with proof that they are in receipt of or awaiting Employment Insurance (EI) benefits for compassionate care benefits; family caregiver benefits for children; or family caregiver benefits for adults shall be granted leave without pay.

Entitlement

Leave without pay shall be granted for the period during which the employee is in receipt of, or awaiting, the applicable EI benefit, subject to the following maximums:

Compassionate care benefits: up to twenty‑six (26) weeks
Family caregiver benefits for children: up to thirty‑five (35) weeks
Family caregiver benefits for adults: up to fifteen (15) weeks

These periods are in addition to any applicable EI waiting period.

Conditions

Where an employee was awaiting benefits at the commencement of the leave, the employee must provide proof, when requested, that the application for EI benefits has been approved.

Where an employee is notified that the application for EI benefits has been denied, leave under this provision ceases to apply.

11.3.3 Maternity and parental leave and top-up payments

11.3.3.1 Maternity leave

Employees who become pregnant may request maternity leave without pay.

Maternity leave may begin before, on, or after the date of birth and must end no later than eighteen (18) weeks after the date of birth.
Employees are requested submit a written request at least four (4) weeks in advance of the intended start date.
An employee may use sick leave credits or other available leave credits prior to the commencement of maternity leave. For the purposes of this article, the terms "illness" or "injury" shall be interpreted to include medical disabilities arising from pregnancy.
Where a child is hospitalized, maternity leave may be delayed or extended by the period of hospitalization, up to a maximum of eighteen (18) weeks, but may not extend beyond fifty‑two (52) weeks after the date of birth.
Management may require submission of a medical certificate certifying the pregnancy or expected date of birth.
Maternity leave without pay does not affect an employee's entitlement to severance pay.

11.3.3.2 Parental leave

An employee who has or will have the care and custody of a newborn child (including the newborn child of a common-law partner) or a newly adopted child may request parental leave without pay.

General conditions

Parental leave may be taken in no more than two (2) periods, subject to management approval.
Where a child is hospitalized, parental leave may be delayed or extended by the length of the hospitalization, but may not extend beyond one hundred and four (104) weeks following the date of birth or adoption.
Employees are requested submit a written request at least four (4) weeks in advance of the intended start date.
Management may require proof of birth or adoption.
Parental leave without pay does not affect an employee's entitlement to severance pay.

Parental leave options

Parental leave without pay may be taken under one of the following options:

Option 1: Standard parental leave

Up to thirty‑seven (37) weeks within the fifty‑two (52) week period beginning on the date of birth or the day on which the adopted child comes into their care.
Option 2: Extended parental leave

Up to sixty‑three (63) weeks within the seventy‑eight (78) week period beginning on the date of birth or the adopted child comes into their care.

Change from standard to extended parental leave

An employee who initially elects the standard parental leave (Option 1) may request to change to the extended parental leave option (Option 2).

A request to change from standard to extended parental leave must be submitted in writing and no later than two (2) months before the commencement of the extended portion of the leave.

Where such a change occurs:

Top‑up payments will be provided only for the standard parental leave period (Option 1); and
No top‑up payments will be payable for the extended portion of the parental leave.

11.3.3.3 Maternity and/or parental top-up payments

Employees on maternity or parental leave are eligible for top-up payments if:

They have 6 months of continuous employment before the leave.
They provide proof that they have applied for and are receipt of Employment Insurance (EI) or Québec Parental Insurance Plan (QPIP) benefits.

Conditions

By accepting the top-up payments, employees are agreeing to the following:

That the employee will return to work at FINTRAC or within the Public Service, as specified in Schedule I, Schedule IV or Schedule V of the Financial Administration Act, on the expiry date of their maternity/parental leave without pay unless the return-to-work date is modified by the approval of another form of leave.
Following their return to work, the employee will work for a period equal to the period they were in receipt of the maternity/parental allowance.
Term employees who proceed on maternity and/or parental leave without pay should ensure that their remaining period of employment will permit them to fulfill their return-to-work commitment. They can also make a retroactive application for payment of the maternity and/or parental top-ups and wait until they are certain to get an extension to the specified employment period. Otherwise, all or part of the maternity and/or parental top-ups will have to be recovered. If the period of employment is extended or if the employee is rehired in the Public Service within 90 calendar days, they will retain their maternity and/or parental top-ups provided the new period of employment meets the return-to-work requirement.
Periods of leave without pay during the employee's return to work will not be counted as time worked but shall interrupt the period.
If the employee does not return to work as agreed for reasons other than death, layoff, termination of employment by the employer, or approved disability, the top-up payments will be recovered. Similarly, if the employee does not work the full period that was agreed to, the top-up payments will be recovered on a pro-rated basis for the period that was short.

Definition of weekly rate of pay

Based on the employee's rate of pay on the day immediately preceding the period of leave. Any changes to the rate of pay during the leave period, including promotions, will result in a re-calculation of the allowances.
Part-time employees receive prorated amounts if they were working part-time during the 6 months prior to when the leave period begins.

Top-up rates – Applicable to non-Quebec residents

Condition

Once an employee has selected Option 1: Standard or Option 2: Extended parental leave without pay, the decision is irrevocable with respect to the top-up percentages that will be received.

During the waiting period for Employment Insurance (EI) benefits, you will receive:

Maternity and/or standard parental (Option 1): 93% of your weekly pay for the duration of the waiting period
Extended parental (Option 2): 55.8% of your weekly pay for the duration of the waiting period

While in receipt of EI maternity and/or parental benefits, you will receive a top-up as follows:

Maternity and/or standard parental (Option 1): Difference between EI earnings and 93% of your weekly rate of pay
Extended parental (Option 2): Difference between EI earnings and 55.8% of your weekly rate of pay

Where an employee has received the maximum number of weeks of EI maternity or parental benefits, they are also entitled to 1 additional week as follows:

Maternity and/or standard parental (Option 1): at 93% of your weekly pay
Extended parental (Option 2): at 55.8% of your weekly pay

Top-up rates – Applicable to residents of Quebec

While in receipt of Québec Parental Insurance Plan (QPIP) maternity, parental, paternity and/or adoption benefits, you will receive a top-up as follows:

Difference between QPIP earnings and 93% of your weekly rate of pay

Where an employee has received the maximum number of weeks of QPIP maternity , parental, paternity or adoption benefits, they are also entitled to 2 additional weeks as follows:

93% of your weekly pay

11.3.4 Military leave

Eligibility

An employee shall be granted leave without pay for Reserve Training in the following circumstances:

taking annual training;
attending essential service parades;
on duty necessitated by the declaration of a disaster pursuant to section 34 of the National Defence Act;
on duty with his unit to combat a local emergency such as flood or fire when a disaster has not been declared;
on duty or reserve training when called out or ordered for duty or training pursuant to section 33 of the National Defence Act;
taking a prescribed course for the purpose of qualifying for a higher rank.

Conditions and approval

An employee shall make their request as far in advance as possible in Workday.
Additional information on leave and leave options can be found in the Reserve Forces Training Leave Regulations, including the possibility of paid leave under specific circumstances.

11.3.5 Personal needs

Eligibility

An employee may be granted leave without pay for personal needs in the following manner:

Up to three (3) months – may be granted once during the employee's total period of employment in the Public Service.
Up to one (1) year – may be granted once during the employee's total period of employment in the Public Service.

Conditions and approval

Approval is at management's discretion, and subject to operational requirements.
An employee shall make their request as far in advance as possible but not less than eight (8) weeks in advance of the commencement date of such leave, unless, because of an urgent or unforeseeable circumstance, such notice cannot be given.

Effect of leave

Any period of leave in excess of 90 calendar days shall be deducted from:

continuous employment for the purpose of calculating severance pay;
service for the purpose of calculating vacation leave credits; and
time counted for step increment purposes.

11.3.6 Political activities

Applicable legislation

Part 7 of the Public Service Employment Act applies to FINTRAC employees regarding political activities.

Political activity

Employees may engage in political activities provided these activities do not impair or appear to impair their ability to perform duties in a politically impartial manner.

Candidacy in elections

Federal, provincial, or territorial elections

Employees may seek nomination or be a candidate only if they have requested and obtained approval for leave without pay from the Public Service Commission.
Employees cease to be employed by FINTRAC on the day they are declared elected.

Municipal elections

Employees may seek nomination or be a candidate only if they have requested and obtained permission from the Public Service Commission and may or may not be required to take leave without pay.

Effect of leave

Any period of leave in excess of 90 calendar days shall be deducted from:

continuous employment for the purpose of calculating severance pay;
service for the purpose of calculating vacation leave credits; and
time counted for step increment purposes.

11.3.7 Professional development leave

Eligibility

At management's discretion and subject to operational requirements, an employee may be granted educational leave without pay for the purpose of completing full-time studies at a recognized institution. This leave may be approved to:

Enhance the employee's performance in their current role; or
Prepare the employee to meet a future organizational need.

Duration

Professional development leave without pay may be granted for varying periods, up to a maximum of one (1) year.

Effect of leave

Any period of leave in excess of 90 calendar days shall be deducted from:

continuous employment for the purpose of calculating severance pay;
service for the purpose of calculating vacation leave credits; and
time counted for step increment purposes.

11.3.8 Relocation of spouse or common-law partner

Eligibility and conditions

At management's discretion and subject to operational requirements, an employee may be granted leave without pay when an employee's spouse or common-law partner is relocated.

An employee shall make their request as far in advance as possible but not less than eight (8) weeks in advance of the commencement date of such leave, unless, because of an urgent or unforeseeable circumstance, such notice cannot be given.

Duration

Permanent relocation: Up to one (1) year
Temporary relocation: Up to five (5) years

Effect of leave

Any period of leave in excess of 90 calendar days shall be deducted from:

continuous employment for the purpose of calculating severance pay;
service for the purpose of calculating vacation leave credits; and
time counted for step increment purposes.

11.3.9 Sick leave

Eligibility

Employees are entitled to sick leave without pay when:

They are unable to work due to illness or injury; and
All paid sick leave credits have been exhausted.

Documentation

Management reserves the right to request a medical certificate to support a request for sick leave without pay.

Management may also require updated medical documentation upon the expiration of a previous certificate.

Return to work and accommodation

When an employee is deemed fit to return to work by their physician and accommodations are required, management will make every reasonable effort to meet these needs.

Duration and resolution

A period of sick leave, including sick leave with pay, should generally be resolved within two years from the start date of the consecutive leave.

Each case will be assessed individually based on specific circumstances and resolution may occur through:

Return to work
Resignation
Retirement; or
Medical retirement

11.3.10 Traditional Indigenous practices leave

Eligibility

Employees who self-declare as Indigenous (First Nations, Inuit, or Métis) are eligible for leave under this provision.

Entitlement

Subject to operational requirements, employees may be granted 22.5 hours of unpaid leave per fiscal year to engage in traditional Indigenous practices, including land-based activities such as hunting, fishing, and harvesting.

Leave may be taken in one or more periods during the fiscal year; however, each period of leave must be at least 7.5 hours in duration.

For part‑time employees, the annual entitlement is pro‑rated based on their weekly scheduled hours.

Self-declaration

For the purposes of this article, an Indigenous person means First Nations, Inuit, or Métis.

A leave request submitted in Workday constitutes the employee's attestation that they meet the conditions outlined in this section, unless otherwise informed by management.

Advanced notice

Employees intending to request leave under this provision must provide notice to management as far in advance as possible before the requested leave period.

11.4 Other leave provisions

11.4.1 Leave with pay for other reasons

Purpose and approval

Management may grant leave with pay when other legitimate reasons prevent the employee from reporting to work, provided:

The reason is not already covered by a specific leave provision in this directive (e.g., sick leave, bereavement, family-related leave).

11.4.2 Leave without pay for other reasons

Purpose and approval

At management's discretion, management may grant leave without pay for reasons not otherwise covered in these terms and conditions of employment.

Effect of leave

Any period of leave in excess of 90 calendar days shall be deducted from:

continuous employment for the purpose of calculating severance pay;
service for the purpose of calculating vacation leave credits; and
time counted for step increment purposes.

11.4.3 Leave with income averaging

Overview

Leave with income averaging is a 12-month arrangement where an employee reduces the number of weeks worked by taking leave without pay for a period between five (5) weeks and three (3) months.

The employee's salary is reduced proportionally to reflect the unpaid leave.

This arrangement may be approved more than once.

Eligibility

Indeterminate employees, whether full-time or part-time, are eligible to apply for leave with income averaging.

Structure

The unpaid leave portion may be taken in up to two periods within the 12-month arrangement.

Approval

Approval is at management's discretion based on operational feasibility. If approved, a formal agreement for leave with income averaging must be completed.

Cancellation

Because the financial implications are significant in the leave with income averaging working arrangement, only in rare and exceptional cases is the cancellation of the working arrangement to be considered.

An employee request to cancel the working arrangement must be submitted in writing with reasonable notice and is subject to approval at the discretion of management.

Impact on benefits

Employees continue to earn full vacation and sick leave credits, provided they meet the minimum hours requirement for their assigned workweek. Although employees receive income throughout the 12-month period, the employee is deemed to be on leave without pay during the non-work period of the arrangement.
Overtime during the arrangement is paid based on the unreduced salary.
Employees remain entitled to designated holidays, except during the unpaid leave period.

12 Other terms and conditions of employment

12.1 Agreement to being deployed

As a condition of accepting employment with FINTRAC, all employees agree to being deployed to any position within the Centre at the employee's substantive level.

12.2 Designated holidays

List of designated holidays

New Year's Day
Good Friday
Easter Monday
Victoria Day
Canada Day
Labour Day
Thanksgiving Day
National Day for Truth and Reconciliation
Remembrance Day
Christmas Day
Boxing Day

One provincial or civic holiday in the province of employment or, where no such holiday exists, the first Monday in August.

Entitlement: Full‑time employees

Indeterminate employees and term employees appointed for a period of three (3) months or more are entitled to pay for designated holidays, except where the employee is on leave without pay on both the working day immediately preceding and the working day immediately following the designated holiday.

Payment for a designated holiday shall consist of seven and one‑half (7.5) hours at the employee's straight‑time rate of pay.

Designated holidays falling on a day of rest

Where a designated holiday falls on a day of rest, the holiday shall be observed on the employee's next scheduled working day.

Entitlement: Part‑time employees

Part‑time employees are not entitled to paid designated holidays. In lieu of designated holiday pay, part‑time employees shall receive 4.6% of all straight‑time hours worked.

Should an additional day be proclaimed by an act of Parliament as a national holiday, this premium will increase by 0.38 percentage points.

The effective date of the percentage point increase will be within 180 calendar days after the additional day is proclaimed by an act of Parliament as a national holiday, but not before the day on which the holiday is first observed.

12.3 Personnel files – Disciplinary action

Any document or written statement relating to disciplinary action that has been placed on an employee's personnel file shall be destroyed after two (2) years have elapsed from the date the disciplinary action was taken, provided that no further disciplinary action has been recorded during that period.

The two-year period shall be automatically extended by the length of any period of leave without pay taken by the employee.

12.4 Probation

The probationary period is used to assess the suitability of an employee in the position for which they were hired.

Criteria for assessment

The assessment of suitability may include, as appropriate, an evaluation of:

the employee's reliability, including attendance at work;
the employee's compatibility with colleagues or clients;
the employee's ability to meet work requirements, including those associated with the workload; and
the employee's ability to adhere to established policies, procedures, practices, and codes of conduct.

Exclusions from the probationary period

The probationary period does not include any period of:

leave without pay;
suspensions without pay for administrative reasons or disciplinary suspensions without pay;
full‑time language training; or
leave with pay of more than 30 consecutive calendar days.

Principles governing termination during probation

In making a decision to terminate employment during the probationary period, the following guiding principles apply:

the employee knows the specific job duties and requirements of the position;
the employee is aware of the required standards of performance and appropriate conduct;
the employee receives feedback when performance or conduct requires improvement; and
the employee receives appropriate training for the position.

Length of probation

External hires are subject to a probationary period of one (1) year.

Employees appointed from within the public service may be excluded from a probationary period, except where their probationary period has not been fully completed. Any remaining probationary time will carry over to their employment at FINTRAC.

Notice of rejection during probation

The required notice period for termination during the probationary period is one (1) month or pay in lieu thereof.

12.5 Reimbursement of membership fees

The Policy on Membership Fees specifies the circumstances under which memberships, registration and certification fees may be reimbursed.

12.6 Religious observance

Management shall make every reasonable effort to accommodate an employee who requests time off to fulfill his their religious obligations.

Employees may request vacation leave, compensatory leave, personal leave, or leave without pay for other reasons in order to fulfill their religious obligations.

12.7 Work force adjustment

FINTRAC is committed to mitigating the impact of work force adjustments on indeterminate employees and, wherever possible, prioritizing alternative employment opportunities.

Where work force adjustments are required, refer to the Work Force Adjustment Policy for process and entitlements.

Date Modified:: 2026-07-16

Employee terms and conditions of employment

On this page

Application

Part A – Pay and pay administration

1 Rates of pay

1.1 Revisions to rates of pay

2 Pay administration – General

2.1 Biweekly pay

2.2 Biweekly pay calculation

2.3 Days of entitlement

2.4 Partial pay periods

2.5 Emergency payments

2.6 Payments to a third party

2.7 Sequence of pay adjustments

3 Acting pay

3.1 Eligibility

3.2 Employees acting in FC-10 and above positions

3.3 Calculation of acting pay

3.4 Maximum rate and salary protection exceptions

3.5 Acting level increases

4 Appointments

4.1 Appointments from outside of FINTRAC

4.2 Promotional appointments within FINTRAC

4.3 Reclassifications and salary protection

4.3.1 Upward reclassification

4.3.2 Downward reclassification

4.3.3 Surplus appointments to lower-level positions

5 Classification conversions

6 Deployments

6.1 Within FINTRAC

6.2 From outside FINTRAC

6.3 Voluntary / Involuntary demotions

7 Step increments

7.1 Exceptions to anniversary date

7.2 Concurrent step increments and pay revisions

7.3 Time not counted

7.4 Denial of step increment

8 Termination of employment

8.1 Effective date – Termination / Resignation

8.2 Entitlement to remuneration for a holiday

8.3 Rejection on probation

8.4 Severance pay

8.5 Elimination of voluntary severance pay

8.6 Transition to biweekly pay in arrears

Part B – Working conditions

9 Standard and alternative work arrangements

9.1 Regular work schedule

9.2 Part-time work schedule

9.3 Shift work

9.4 Compressed work schedule

9.4.1 Eligibility and request process

9.4.2 Conditions

9.4.3 Leave usage

9.4.4 Designated holidays

9.4.5 Deferral of compressed day off

9.5 Pre-retirement transition work schedule

9.5.1 Overview

9.5.2 Eligibility criteria

9.5.3 Approval process

9.5.4 Impact on pay, benefits and working conditions

9.5.5 Modifications and cancellations

9.5.6 Restrictions

9.6 Telework arrangements

10 Overtime and related premiums

10.1 General

10.1.1 Pre-authorization

10.1.2 Forms of compensation

10.2 Standby

10.2.1 Requirements

10.2.2 Change in availability

10.2.3 Entitlement

10.3 Call back

10.3.1 Entitlement

10.3.2 Travel time

10.4 Overtime

10.4.1 Part-time employees

10.4.2 Rates

10.4.2.1 Regular overtime

10.4.2.2 Non-contiguous overtime

10.4.2.3 Overtime on day of rest