Leaves of Absence

For purposes of HOOPP administration, a Leave is any period of time that a member has employer approval (or is permitted under the Employment Standards Act) to be absent from work. A leave generally involves advanced planning and paperwork, is initiated by the member, and includes some form of authorization by the employer before the leave starts.

An Absence is a period of time for which a member is absent from work and not on an employer-approved leave, and/or does not fall under any of the other situations addressed in the Plan, such as a strike or lockout period. An example of an absence, that may not be approved by an employer, could include a disciplinary suspension or a period when an employee does not get permission from their employer to be off work or fails to work a scheduled shift. Contributions are not permitted during an unapproved absence. In addition, the member will not be able to purchase this period under HOOPP’s buyback provisions.

Employers are responsible for making the distinction between an approved leave vs any other type of absence. Employers should be reporting all leaves of absences via HOOPP Insight except for employer approved leaves under 31 days in duration.

Further information can be found in the HOOPP Employer Administration Manual - Leaves.

	Employer Leave Type	HOOPP Leave Event Code	Employer’s Role/Obligation	Member’s Role

	Employer Leave Type	HOOPP Leave Event Code	Employer’s Role/Obligation	Member’s Role
Statutory	Pregnancy/Parental	Pregnancy/Parental (03)	Employer must offer member the option to contribute. Note: Employer must contribute if member contributes Report Leave as a member event on HOOPP Insight. If member chooses to contribute, calculate the member and employer contributions, and arrange for payment from the member. HOOPP Employer Administration Manual - Employer Reporting Obtain written direction from member if they choose not to contribute. * Reservist: See specific information regarding Reservist leaves in Sec. 5.1 of HOOPP Employer Administration Manual - Leaves	Members have the option to contribute either during the leave, or via lump sum no later than six months from the end of the leave. Review the information on HOOPP.com - Contributing during a Leave of Absence Provide employer with written declaration if choosing not to contribute.
	Family Caregiver Family Responsibility Family Medical Unpaid Bereavement (2 days)	Family Medical (02)
	Declared Emergency Infectious Disease Emergency (includes 3 sick days) Critical Illness Organ Donor Child Death Crime Related Child Disappearance Domestic/Sexual Violence Reservist*	Emergency Leave (06)
	Strike/lockout	Strike / Lockout (04)
Health/Sick Leave	Sick Leave Short term disability Long term disability Health leave Disability leave Stress leave WSIB	Health Leave (01)	First 15 weeks: Contributions are mandatory for the portion of Health leave that is paid by employer. Employer must offer member the option to contribute for unpaid portion or to top up (to pre-leave earnings) if partial earnings are being paid from employer. Note: Employer must contribute if member contributes Report Leave as a member event on HOOPP Insight Note: Health leave start date is the first day the member was off regardless of whether they were paid or not). HOOPP Employer Administration Manual - Administrative Steps Obtain written direction from member if they choose not to contribute on unpaid leave portion. If member chooses to contribute on unpaid portion, calculate the member and employer contributions and arrange for payment from the member (for member’s portion). HOOPP Employer Administration Manual - Employer Reporting Return to work (during first 15 weeks): If member returns to work for 3 consecutive weeks, the health leave ends on the date the member returned to work. If member attempts a return to work but goes back off within 3 weeks, it would be a continuation of the same health leave. HOOPP Employer Administration Manual - Free Accrual If leave has ended, submit Leave end on HOOPP Insight to end the health leave.	Contributions are mandatory for the portion of Health leave that is employer paid. Members have the option to contribute for any unpaid leave portion either during the leave or within 6 months from the earlier of the return-to-work date or the end of the first 15 weeks. Review the information on HOOPP.com - Health Leaves and Disability Benefits Provide employer with written direction if choosing not to contribute for any unpaid leave portion.
Health/Sick Leave		Health Leave (01)	Leave Exceeds 15 weeks Member may be eligible to apply for Free Accrual. HOOPP Employer Administration Manual - Free Accrual Member Approved for Free Accrual Returns to Graduated/Modified Work: You determine the specifics of the modified work program. Member would remain on free accrual (no contributions) until the earlier of: a) employee return to full hours/duties b) employee permanently accommodated c) end date of free accrual (determined by HOOPP). HOOPP Employer Administration Manual - Administrative Steps If applicable, submit Leave end event on HOOPP Insight to end the health leave as per above and resume HOOPP Contributions. Member NOT on Free Accrual Returns to work: The health leave ends on the date the member returns to work (even if returning to modified work). HOOPP Employer Administration Manual - Administrative Steps Submit Leave End on HOOPP Insight and resume HOOPP contributions. Member not on Free Accrual and Member does not return to work: Employer chooses whether to allow member to contribute. If employer allows, employer must contribute if member contributes. If allowing member to contribute, calculate and arrange payment from member (for member’s portion): HOOPP Employer Administration Manual - Employer Reporting WSIB: Employer must allow member to contribute for the first 12 months following an injury or disability if they are not in receipt of free accrual. HOOPP Employer Administration Manual - Administrative Steps	HOOPP will send out disability kit and free accrual application to the member. Member and Physician forms are also available on HOOPP Connect If eligible, apply for Free Accrual/Disability Pension. If approved for Free Accrual, member will be provided with the next medical review date, where updated medical is requested to assess potential continuation of Free Accrual. If employer allows contributions, members have the option to contribute either during the leave, or via lump sum no later than six months from the end of the leave.
Employer Approved Unpaid Leave < 31 days	Unpaid education leave Unpaid personal leave Employer Approved unpaid leave Temporary Lay-off Unpaid Bereavement leave	Do NOT report on HOOPP Insight	Contributions are mandatory for the member and employer based on pre-leave earnings and service. Calculate the member and employer contributions and arrange for payment from the member (for member’s portion): HOOPP Employer Administration Manual - Employer Reporting	Contributions are mandatory for the member and employer based on pre-leave earnings and service. No action required of the member.
Employer Approved Unpaid Leave > 30 days	Unpaid education leave Unpaid personal leave Employer Approved unpaid leave Temporary Lay-off	Approved Non-Statutory Leave (07)	Employer chooses whether to allow contributions. If employer allows, employer must contribute if member contributes. Report Leave as a member event on HOOPP Insight If allowing member to contribute, calculate the member and employer contributions and arrange for payment from the member (for member’s portion): HOOPP Employer Administration Manual - Employer Reporting	If employer allows contributions, members have the option to contribute either during the leave, or via lump sum no later than six months from the end of the leave. HOOPP.com - Contributing during a Leave of Absence
Approved Work Schedule Reduction	Temporary period of reduced earnings ONA special circumstance	Approved work schedule reduction (05)	Eligibility: Members must be employed with organization for a minimum of 36 months to be eligible. Employer chooses whether to allow contributions. If employer allows, employer must contribute if member contributes. Report Leave as a member event on HOOPP Insight If allowing member to contribute, calculate and arrange payment from the member (for member’s portion): HOOPP Employer Administration Manual - Employer Reporting	If eligible, and employer allows contributions, members have the option to contribute either during the leave, or via lump sum within the first 6 months of return from their leave. HOOPP.com - Contributing during a Leave of Absence Approved Work Schedule Reductions are not eligible for HOOPP’s buyback provision.
Unpaid Absence	Unpaid absence Unpaid suspension leave	Unapproved Absence (08)	Contributions are NOT permitted. Report Unpaid Absence as a leave member event on HOOPP Insight	Contributions are NOT permitted and not eligible for HOOPP’s buyback provision.