2016 End of Year Checklist


Contact the AAPS Office

As the end of the calendar year approaches, please review the following checklist. Let AAPS know if you have any questions about your Collective Agreement or issues in the workplace. You can reach us at 604 822 9025 or aaps.office@ubc.ca

Use your M&P Staff PD Fund

If you haven’t planned your professional development activities for the year, now is the time.

The M&P PD Fund (LOA #3) makes up to $550 per AAPS members available on a first come-first served basis each fiscal year. While AAPS has made significant gains during bargaining to increase the fund, it typically runs out in January/February.

Funds may be used for professional development activities such as:

  • courses
  • workshops
  • conferences (fee, travel)
  • memberships to professional associations that are not required for your job
  • books

Regardless of the fiscal or calendar year your professional development activities take place, receipts must be submitted within 60 days of purchase to be reimbursed.

UBC HR oversees the administration of the M&P Staff PD Fund and can answer your questions on qualifying activities and the reimbursement process. If you would like to see the level of the fund or how much you have used, you can log into your management system portal.

Carry-Over of Unused Vacation Time—Article 11.2.2

Article 11.2.2 states:

If an employee does not take her/his full vacation entitlement in a given calendar year, the employee may (with the advance approval of her/his supervisor) carry a maximum of two (2) weeks (ten days) of vacation entitlement into the next calendar year. 

Approval by the supervisor for carry-over of vacation time shall not be unreasonably withheld.

If the supervisor requests that an employee forgo any part of her/his vacation and it cannot be scheduled within the calendar year, the employee shall be entitled to carry the full amount of that vacation into the next calendar year with advance written approval.  Approval shall not be unreasonably withheld.  If approval cannot be obtained, the employee’s vacation will be scheduled within the calendar year.

VacationArticle 11.2

Vacation entitlement shall be calculated based on the employee’s length of service at the University in any position.  During the employee’s first calendar year of employment, the employee is entitled to receive vacation at the rate of one and two-thirds (1 2/3) days for each full month worked. 

After the employee’s first calendar year, she/he is entitled to vacation according to the following:

Calendar Year of Employment                      Weeks of Vacation
2 through 5                                                  4 (20 working days)
6 through 8                                                  5 (25 working days)
9 or more                                                    6 (30 working days)

A part-time employee’s vacation entitlement will be pro-rated based on the foregoing and her/his percentage of appointment. A term employee’s vacation entitlement will be pro-rated based on the foregoing and her/his term of appointment.

Paid Leave (Christmas) —Articles 10.4 and 12.10

Articles 10.4 and 12.10 of the Collective Agreement provide M&P staff paid time off for the three days between Boxing Day and New Year’s Day. This paid time off is typically granted to M&P in recognition of significant hours of work over and above the usual job requirements.

 UBC HR also notes that “it may also be provided as a form of recognition for other contributions of these staff members.” M&P staff are encouraged to have a conversation with their supervisor in advance to ensure this paid leave.  If you are denied paid leave, please contact the AAPS Office for further advice and support.

Benefits Claims Deadlines

Please go to the UBC HR Wellbeing and Benefits webpage and review Benefits Claims Deadlines.

Remember that the Health Spending Account carry-over is one year. If you haven’t used your 2015 HSA, you’ll need to do so.

Your “benefits year” follows the calendar year. There are a few exceptions for certain services that run on a monthly cycle once they have been activated such as eye glasses.

Personal Financial Planning

UBC HR released a series of memos regarding changes to

Helpful Resources for the Holiday Season

  • 24/7/365 counselling services are available for you and your family from you EFAP provider Shepell  1-800-387-4765 or workhealthlife.com. Counselling in person, over the phone, and online. They offer many other services such as stress & health help, legal/finance help, resources
  • UBC HR has a calendar of statutory holidays, remember Boxing Day has been negotiated as a stat holiday