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Executive terms and conditions of employment

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Application

This document applies to indeterminate and term executives (3 months and over) at the FC-10 to FC-13 levels, effective April 1, 2026.

Part A – Pay and pay administration

1 Rates of pay

FINTRAC's 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 executives are eligible for these revisions:

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

Executives 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 executives. Statements of payments are accessible electronically through self-service applications (MyGCPay, Phoenix and CWA).

Executives 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 Payment 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 executive is entitled to be paid. This includes:

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

2.4 Partial pay periods

When an executive 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 executive 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:

The amount of the emergency payment:

Recovery of the emergency payment:

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

2.6 Payments to a third party

Salary and wages must be paid directly to the executive.

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

Payments owed to a deceased executive must be issued to:

2.7 Sequence of pay adjustments

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

  1. In-range Increases
  2. Salary revisions
  3. Actings, promotions, deployments, and demotions

3 Acting pay

3.1 Eligibility

For FC-10 and above executives acting in a higher-level executive role, the minimum qualifying period is 90 consecutive calendar days.

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 Calculation of acting pay

The acting rate of pay will be determined as follows:

  1. Calculate 4% of the executive's substantive salary.
  2. Add this amount to the substantive salary.
  3. The acting pay will be the greater of this total or the salary minimum for the acting position.

3.3 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 executive's acting pay will be set at the maximum rate of that range.

Salary protection / Salary freeze

If an executive 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.

3.4 Acting level increases

Acting pay will be recalculated if an executive receives an in‑range increase to their substantive position while acting, including when the increase is applied retroactively, in accordance with section 7.1.

If the recalculation does not result in a higher rate of pay in the higher classification level or the executive is already at the maximum of their substantive salary at the start of the acting, the executive 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 executive 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 anywhere within the range, with consideration given to the following:

4.1.1 One-time lump sum recruitment bonus

In exceptional circumstances, to facilitate the recruitment and retention of executives from outside the public service, where a candidate's previous salary exceeds the salary maximum of the executive position, the Director may authorize a one-time lump sum payment.

This lump sum is payable only after the completion of the executive's first full performance review cycle and is contingent upon the executive having achieved an overall performance rating of Succeeded or higher.

The lump sum is established within the following limits:

The amount of the lump sum is to be pro rated against the number of hours worked for executives hired on a part time basis.

4.2 Promotional appointments within FINTRAC

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

  1. Calculate 4% of the substantive salary.
  2. Add that amount to the substantive salary.
  3. The rate of pay will be the greater of this total or the salary minimum.

If the executive is already acting at the level of the position they are being appointed to with no break prior to appointment, the executive will continue to receive the same rate of pay as their acting.

4.3 Reclassifications and salary protection

4.3.1 Upward reclassification

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

  1. Calculate 4% of the substantive salary.
  2. Add that amount to the substantive salary.
  3. The rate of pay will be the greater of this total or the salary minimum.

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

Scenario A: Substantive rate of pay falls within the salary scale of the reclassified Level

If the executive's existing substantive rate of pay falls within the salary scale of the reclassified level, there will be no change to the rate of pay if the reclassified position remains at the FC-10 level and above. If the reclassified position is at an FC-9 level or below the executive will be placed at the step that is closest to, but not more than, their existing substantive rate of pay.

Scenario B: Substantive rate of pay exceeds the salary scale of the reclassified level

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

  1. Salary protection (first 3 years)

    As of the effective date of the reclassification, the executive's existing substantive rate of pay will be protected for a period of three (3) years in the position. During this period, the executive 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 executive's reclassified position and is not transferrable.

  2. Salary freeze

    At the end of the three‑year salary protection period, the executive's salary will be frozen with no further economic increases. The salary will remain frozen until the maximum rate of pay for the executive'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 executive will be paid according to the applicable salary range of their substantive position.

  3. Efforts to find a suitable position

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

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

  4. Exception – Existing salary protection

    If the executive is already subject to salary protection or salary freeze at the time of the reclassification, the existing salary protection measures and timelines will continue to apply.

4.3.3 Surplus appointments to lower-level positions

When a surplus executive is permanently appointed to a lower-level position and their current substantive salary is within the range of the lower-level position:

  1. They will maintain that rate of pay, if the lower-level position is at the FC-10 level or above; or,
  2. If the lower-level position is at the FC-9 level or below, they will be placed at the step that is closest to, but not more than their existing substantive rate of pay.

If their current substantive salary is above the maximum of the lower-level position, the following salary protection measures will apply:

  1. Salary protection (first 3 years)

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

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

  2. Salary freeze

    At the end of the three‑year salary protection period, the executive's salary will be frozen with no further economic increases. The salary will remain frozen until the maximum rate of pay for the executive'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 executive will be paid according to the applicable salary range of their substantive position

  3. Mobility

    Where an executive 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.

  4. Efforts to find a suitable position

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

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

  5. Exception – Existing salary protection

    If the executive is already subject to salary protection or a 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 executives whose substantive rate of pay falls within or below the new classification pay scale:

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

  1. Salary protection (first 3 years)

    On the effective date of the classification conversion, the executive's substantive rate of pay they were receiving immediately prior to conversion will be protected for a period of three (3) years in that position.

    During this period, the executive will continue to receive economic increases, even though their rate of pay is above the maximum rate of pay for the position.

  2. Salary freeze

    At the end of the three‑year salary protection period, the executive's salary will be frozen with no further economic increases. The salary will remain frozen until the maximum rate of pay for the executive'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 executive will be paid according to the applicable salary range of their substantive position.

  3. Mobility

    Where an executive 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.

  4. Efforts to find a suitable position

    The Centre will make reasonable efforts to identify and offer a position that is equivalent to or higher than the executive's frozen rate of pay, provided the executive is qualified for the role. If the position is at a higher level, promotion rules will apply.

    If the executive declines an offer for a position with a rate of pay equal to or higher than their frozen rate of pay without just cause, the salary protection will end, and the executive will be paid at maximum rate of pay of their substantive position.

6 Deployments

6.1 Within FINTRAC

The existing rate of pay remains unchanged.

6.2 From outside FINTRAC

The rate of pay upon deployment will be the rate of pay they were receiving prior to being hired, but not less than the FINTRAC minimum salary for the level being staffed. Consideration may be given to any automatic revisions or step increments or in-range increases that would have otherwise been granted to the executive in their former position.

6.3 Voluntary / Involuntary demotions

Where an executive is deployed to a position with a lower maximum rate of pay, the executive shall be paid at their existing rate of pay, provided that it does not exceed the maximum rate of pay for the new position. If the executive'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.

Exception: where the demotion results in the executive being deployed to a non-executive position, they will be paid at the step that is the closest to, but not more than, the executive's existing substantive rate of pay. The effective date of the demotion becomes the anniversary date for future step increments in the non-executive position, if applicable.

7 In-range increases

Effective April 1 of each year, executives are eligible for an in-range increase of up to 5% in their substantive position, as determined by the Director, subject to the following limitations:

7.1 Circumstances affecting in-range increases

8 Termination of employment

8.1 Effective date – Termination / Resignation

Where the person with delegated authority accepts in writing an executive's written resignation to be effective on a specified date, the executive 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.

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

When an executive 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.

8.2 Entitlement to remuneration for a holiday

On termination of employment, an executive 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 executive 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), executives 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:

8.5 Elimination of voluntary severance pay

Persons employed at FINTRAC or by Treasury Board on an indeterminate basis July 5, 2011 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, 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 executives received a one-time transition payment.

Upon termination of employment from the public service:

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 hours of work for full‑time executives are not less than an average of 37.5 hours per week. Executive work schedules are established in consideration of operational requirements and the need to support work‑life balance.

Executives are not subject to a fixed daily schedule. While standard FINTRAC operating hours are Monday to Friday between 6:00 a.m. and 6:00 p.m., executives may be required to work outside these hours to meet organizational priorities. Executives are not entitled to overtime compensation.

9.2 Part-time work schedule

Part-time work is defined as less than 37.5 working hours per week. Any executive who changes from a full-time schedule to a part-time schedule will have their remaining leave credits pro-rated when leave credits are expressed in hours and not days.

9.3 Compressed work schedule

There is no provision for a compressed workweek for executives or for non‑executive executives acting in executive positions.

9.4 Pre-retirement transition work schedule

9.4.1 Overview

Pre-retirement transition leave (PRTL) is a special working arrangement that allows eligible executives 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 executives 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.

9.4.2 Eligibility criteria

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

9.4.3 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.

9.4.4 Impact on pay, benefits and working conditions
9.4.5 Modifications and cancellations

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

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

9.4.6 Restrictions

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

9.5 Telework arrangements

Where operational requirements permit, executives 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 Leave

10.1 Leave administration

10.1.1 Scheduling of vacation leave

Executives are expected to take all their vacation leave during the vacation year in which it is earned. Executives 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 executive does not schedule their vacation leave, or if operational requirements require it, management may, in exceptional circumstances, determine when the executive 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.

10.1.2 Cancellation or recall from vacation leave

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

The executive 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.

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

10.1.3 Amending approved leave requests

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

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

10.1.4 Carry-over and liquidation of leave
10.1.4.1 Carry-over of vacation leave

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

10.1.4.2 Liquidation of vacation leave

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

10.1.4.3 Executive requested vacation leave cash-out

Executives may request a payout of earned but unused vacation leave. Approval is at management's discretion, and payment will be based on the executive's daily rate of pay as of March 31 of the previous vacation year.

10.1.4.4 Liquidation of compensatory leave

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 executive's substantive rate of pay as of March 31 of the previous fiscal year.

10.1.4.5 Termination of employment / Transfer-out

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

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

Executives 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 leave entitlement of 37.5 hours.

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

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

10.1.4.6 Transferring between FINTRAC and the public service

When an executive 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 executive resigns from the Public Service and chooses to transfer these credits.

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

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

When an executive leaves FINTRAC to join another department or agency, the executive 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.

10.2 Paid leave provisions

10.2.1 Bereavement leave

Entitlement based on relationship to the deceased

a. Executives 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:

Bereavement leave may be taken in:

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

c. Executives 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, executives may be granted up to 22.5 hours of bereavement leave with pay for travel purposes. This travel leave is in addition to the entitlements listed above.

10.2.2 Court and jury duty leave

Eligibility criteria

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

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

Entitlement

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

Special requirements for jury duty

Executives 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.

10.2.3 Domestic violence leave

Definition

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

Eligibility criteria

Executives 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 executive who is subject to domestic violence, or whose child is subject to domestic violence, shall be granted domestic violence leave to:

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

Entitlement

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

Process

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

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

Protections

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

Exclusions

Executives 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 executive committed the act of domestic violence.

10.2.4 Exceptional leave with pay

Eligibility

Executives are eligible to receive exceptional leave with pay at the discretion of the delegated authority. Exceptional leave is intended to recognize circumstances where the workload or work requirements placed upon an executive significantly exceed what is normally expected of the role.

Entitlement

Exceptional leave with pay may be granted for up to 37.5 hours within a single fiscal year, as determined appropriate by the delegated authority.

Under extraordinary circumstances, the Director may authorize a period exceeding five (5) days. Such approvals must be supported by substantiated reasons outlining the exceptional nature of the request.

Conditions

Exceptional leave with pay may be carried over into the following fiscal year and must be used within six months of the date on which it was originally granted.

10.2.5 Family responsibilities leave

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

Eligibility criteria

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

  1. An executive 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 executive shall be granted leave for a medical or dental appointment when the family member is incapable of attending the appointment by themselves;
  2. For needs directly related to the birth or the adoption of the executive's child;
  3. To attend school, daycare, elder care, or similar functions or appointments related to a family member;
  4. To provide care for the executive's child in the event of an unforeseeable school or daycare closure;
  5. 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;
  6. To visit a family member who, due to an incurable terminal illness, is nearing the end of their life; or,
  7. 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

Executives 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 executives, the annual entitlement is pro‑rated based on their weekly scheduled hours.

Requests must be submitted through Workday.

10.2.6 Injury on duty leave

Eligibility and entitlement

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

10.2.7 Medical, dental, eye care appointment leave

Eligibility criteria

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

Entitlement

Executives 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.

10.2.8 Medical appointment leave for pregnant executives

Entitlement

Pregnant executives 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.

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

10.2.9 Personal leave

Entitlement

Request and approval

10.2.10 Sick leave

Eligibility

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

Part-time executives 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

Executives 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 executive 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 executive 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 executive during a previous period of employment shall be restored to an executive 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 executive during a previous period of employment shall be restored to an executive 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.

10.2.11 Traditional Indigenous practices leave

Eligibility

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

Entitlement

Subject to operational requirements, executives 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 executives, 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 executive's attestation that they meet the conditions outlined in this section, unless otherwise informed by management.

Advanced Notice

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

10.2.12 Vacation leave

Eligibility

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

Part-time executives 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 executive's years of service and an executive 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 executive's service anniversary.

Vacation leave credits earned
Years of service Hours per month Vacation days per year
0 – 14.999 12.500 20 days
15 13.750 22 days
17 14.375 23 days
18 15.625 25 days

Exception to above:

Completion of 10 years of service in an executive position; or

Completion of 15 years of service, of which 5 or more are in an executive position		 15.625 25 days
27 16.875 27 days
28 18.750 30 days

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.

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.

This exception does not apply to an executive 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 executives who have not left the Public Service.

An executive 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

Executives 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) while employed outside the core public administration 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.

10.3 Unpaid leave provisions

10.3.1 Care of family

Eligibility

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

For the purposes of this leave, family includes:

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 executive's total period of employment in the public service.

Conditions

An executive 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 three (3) months shall be deducted from:

10.3.2 Caregiving leave

Eligibility

An executive 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 executive is in receipt of, or awaiting, the applicable EI benefit, subject to the following maximums:

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

Conditions

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

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

10.3.3 Maternity and parental leave and top-up payments

Maternity leave

Executives who become pregnant may request maternity leave without pay.

10.3.3.1 Parental leave

An executive 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 options

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

Change from standard to extended parental leave

An executive 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:

10.3.3.2 Maternity and/or parental top-up payments

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

Conditions

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

Definition of weekly rate of pay

Top-up rates – Applicable to non-Quebec residents

Condition

Once an executive 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:

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

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

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:

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

10.3.4 Military leave

Eligibility

An executive may be granted leave without pay for Reserve Training in the following circumstances:

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

Conditions and approval

10.3.5 Professional development leave

Eligibility

At management's discretion and subject to operational requirements, an executive 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:

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 three (3) months shall be deducted from:

10.3.6 Personal needs

Eligibility

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

Conditions and approval

Effect of leave

Any period of leave in excess of three (3) months shall be deducted from:

10.3.7 Political activities

Applicable legislation

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

Political activity

Executives 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 – Conditions

Federal, provincial, or territorial elections

Municipal elections

Effect of leave

Any period of leave in excess of three (3) months shall be deducted from:

10.3.8 Relocation of spouse or common-law partner

Eligibility and conditions

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

An executive 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

Effect of leave

Any period of leave in excess of three (3) months shall be deducted from:

10.3.9 Sick leave

Eligibility

Executives are entitled to sick leave without pay when:

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 executive 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:

  1. Return to work
  2. Resignation
  3. Retirement; or
  4. Medical retirement
10.3.10 Traditional Indigenous practices leave

Eligibility

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

Entitlement

Subject to operational requirements, executives 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 executives, 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 executive's attestation that they meet the conditions outlined in this section, unless otherwise informed by management.

Advanced notice

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

10.4 Other leave provisions

10.4.1 Leave with pay for other reasons

Purpose and approval

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

10.4.2 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 three (3) months shall be deducted from:

10.4.3 Leave with income averaging

Overview

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

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

This arrangement may be approved more than once.

Eligibility

Indeterminate executives, 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.

Although income is spread across the full 12-months, the executive is considered to be on leave without pay during the non-work periods.

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 executive 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

11 Other terms and conditions of employment

11.1 Agreement to being deployed

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

11.2 Designated holidays

List of designated holidays

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

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 executive's next scheduled working day.

Entitlement: Full‑time executives

Indeterminate executives and term executives appointed for a period of three (3) months or more are entitled to pay for designated holidays, except where the executive 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 executive's straight‑time rate of pay.

Entitlement: Part‑time executives

Part‑time executives are not entitled to paid designated holidays. In lieu of designated holiday pay, part‑time executives shall receive four point two‑five percent (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 zero decimal thirty-eight (0.38) percentage points.

The effective date of the percentage point increase will be within one hundred and eighty (180) 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.

11.3 Personnel files – Disciplinary action

Any document or written statement relating to disciplinary action that has been placed on an executive'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 executive.

11.4 Probation

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

Criteria for assessment

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

Exclusions from the probationary period

The probationary period does not include any period of:

Principles governing termination during probation

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

Length of probation

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

Executives hired from within the public service may be excluded from a probationary period, unless they have not completed their full probationary period. In such cases, any remaining probationary period 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.

11.5 Reimbursement of membership fees

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

11.6 Religious observance

Senior management shall make every reasonable effort to accommodate an executive who requests time off to fulfill his their religious obligations.

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

11.7 Work force adjustment

FINTRAC is committed to mitigating the impact of work force adjustments on indeterminate executives 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: