MNU VACATION SCHEDULING 2020 - 2021 2 | <title> | HSC - - PowerPoint PPT Presentation

MNU VACATION SCHEDULING

2020 - 2021

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 2 |

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 3 |

Vacation entitlement lists:

• Prepared in order of seniority
• Posted by February 1st
• Reflect each nurse’s projected vacation entitlement as at April 30th
• Number of vacation entitlement weeks including the “Bonus” week as per

Article 2104

• Number of projected vacation hours

MNU Local 10 (HSC) Vacation Year:

• May 1st to April 30th

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 4 |

The Employer determines:

• Number of nurses in each unit/program, within each occupational

classification (see Appendix “C”), that may be away at one time; or,

• Number of nurses in each unit/program, regardless of classification,

that may be away at one time

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 5 |

Vacation Scheduling Appointments:

• Begin no earlier than February 15th
• Give sufficient notice of the scheduling appointment
• Meet with each nurse individually, in order of seniority
• Notify all nurses on LOAs, vacation, illness, D&R, WCB, education

leave, parenting leave, etc.

• If a nurse is in a term position and the position ends prior to May 1st the

nurse vacation plans on the unit they will return to when the term ends.

• If a nurse is in a term position that ends after May 1st the nurse vacation

plans in the unit they are currently working the term in.

• if a nurse vacation plans on the unit they are currently working in, then

the term ends and nurse goes back to their home unit, the vacation booked in the term may not necessarily be approved back on the home unit.

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 6 |

Vacation Scheduling Appointments:

• This is the only opportunity to use seniority to request vacation for

the upcoming vacation year

• The meeting takes place in person, unless otherwise mutually

agreed

• A nurse who fails to attend the meeting, except for extenuating

circumstances, goes to the bottom of the seniority list

What constitutes “extenuating circumstances”?

• Motor Vehicle Accident – Reschedule

appointment ASAP – seniority slides in at next available time before next senior nurse.

• Does not include – “I forgot” etc. –

nurse goes to bottom of seniority list

• Vacation scheduling process is not

interrupted for “no shows”

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 8 |

Moving to Next Level of Entitlement

• When a nurse moves to the next level of vacation entitlement e.g.

from 4 to 5 weeks, depending on when their vacation entitlement date falls they may not have enough Vacation Pay for a full additional week (5 weeks) in the first year in which the change occurs.

• Example: If increased earned vacation date is October (half way

through the vacation year) the employee will have earned 4 ½ weeks

• f vacation and not 5 weeks. They would still be able to select the 5

weeks of vacation, with the 5th week only being paid for ½ the week and the remainder would be coded as unpaid vacation.

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 9 |

Vacation Requests

• Requests should not include potential recognized holiday lieu days,

banked time, etc.

• Vacation is chosen based on calendar dates, NOT the rotation
• Nurses who have been granted a LOA should have their vacation

scheduled prior to the leave commencing (where operationally possible)

• Vacation selection is approved at the meeting
• Approved vacation cannot be changed without mutual agreement
• The vacation schedule used for the appointments is updated after

each appointment

• The updated vacation schedule is posted in a location that is

accessible 24/7 at the end of each day

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 10 |

Vacation Requests

• All vacation hours must be approved and posted by April 1st

regardless of whether or not the employer has vacation relief in place

• If the current annual vacation is not used or scheduled by January

15th, the Employer has the right to schedule the vacation prior to end

• f the current vacation year. This is done in consultation with the

nurse

• Current annual vacation must all be used – there is NO carry-over

except for two specific reasons, parenting leave (up to five days) and WCB/D&R/MPI leaves (up to 5 days pro-rated based on FTE)

• Vacation is paid out only in extenuating circumstances

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 11 |

Vacation is to be requested in weeks:

• 1 weeks is = 7 consecutive calendar days
• The nurse has the right to request which day of the week the vacation begins
• There is no limitation to the number of one week blocks or to the number of

weeks that can be taken consecutively

• MNU, Article 1503 - Night shift shall be considered the first shift of each

calendar day. E.g.

Jan 27 Jan 28 Jan 29 Jan 30 Jan 31 Night shift scheduled Feb 1

• Vac. Day 1 (Jan 31 night shift

included as majority of hours are scheduled on Feb 1st) Feb 2 Vac. Day 2 Feb 3 Vac. Day 3 Feb 4 Vac. Day 4 Feb 5 Vac. Day 5 Feb 6 Vac. Day 6 Feb 7

• Vac. Day 7

Night 8 shift scheduled Feb 8 (As a Night shift is scheduled

• n Feb 7th and the majority of

hours are on Feb 8th. The nurse works the Feb 7th Night 8 shift) Feb 9

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 12 |

Part-time Nurses Who Occupy More Than One Position within Different units or programs within HSC

• Vacation is earned on the combined total number of regular hours

paid

• The nurse chooses vacation at each unit/program separately
• The nurse may not be able to secure the same time off at both

places

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 13 |

Length of Service “Bonus” Week (A. 2104):

• This week is to be included in the request
• It is taken within the vacation year the anniversary occurs,

regardless of the actual anniversary date

• It may be taken prior to the actual anniversary date
• If the nurse leaves prior to her/his anniversary date, these hours are

recovered

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 14 |

• If a nurse was on a leave the previous year she/he is still entitled to

the bonus week and is paid based on the EFT

• If a nurse is on a leave for the entire vacation year in which the

anniversary occurs, they do not carry it over to the next vacation year

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 15 |

Full-time Nurses:

• 1 week’s vacation is = 5 paid working days (38.75 hours) [Article

2101]

• When a Recognized Holiday falls within a period of scheduled

vacation, the lieu day is banked unless otherwise mutually agreed, in accordance with Article 2202

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 16 |

Part-time Nurses:

• Part-time nurses shall receive their entitled vacation over a period of

time equivalent to the vacation period of a full-time nurse (i.e. weeks)

• Vacation pay is earned on all regular hours paid, not just the EFT

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 17 |

• Excess vacation pay earned by working additional available shifts

does not entitle a nurse to additional days and/or weeks of vacation

• You get more “dime”, not more “time”

e.g. - 0.5 EFT entitled to 4 weeks vacation

• always picks up additional shifts to a 0.7 EFT
• off 4 weeks and paid as a 0.7 EFT in each week

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 18 |

• EFT

7.75 Hours/1 Week Vacation 11.63 Hours/1 Week Vacation 7.75 Hours/2 Weeks Vacation 11.63 Hours/2 Weeks Vacation 1.0 5 days 3.3 days 10 days 6.7 days 0.9 4.5 days 3 days 9 days 6 days 0.8 4 days 2.7 days 8 days 5.3 days 0.7 3.5 days 2.3 days 7 days 4.6 days 0.6 3 days 2 days 6 days 4 days 0.5 2.5 days 1.7 days 5 days 3.3 days 0.4 2 days 1.3 days 4 days 2.7 days 0.3 1.5 days 1 day 3 days 2 days 0.2 1 day 0.6 days 2 days 1.3 days 0.1 ½ day 3.5 hours 1 day 7 hours

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 19 |

Three “Special Occasion” Days:

• 7.75 hour days, as per A. 2101 (two 11.625 hour shifts)
• May be taken together or separately
• Can use seniority to request these dates during vacation scheduling

appointment

• May be saved for later, but seniority is not considered when these

dates are requested at a later date – they are requested in accordance with article 1501 and approved at the employer’s discretion

• All nurses, whether full-time or part-time, are entitled to use up to

three days

• Nurses who request to retain three 7.75 hour vacation days (two

11.625 hour shifts) for personal use shall have their number of weeks

• f vacation reduced as follows:

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 20 |

EFT Vacation Used by Taking 3 days 1.0 = ½ week vacation 0.9 = ½ week vacation 0.8 = ¾ week vacation 0.7 = 1 week vacation 0.6 = 1 week vacation 0.5 = 1 week vacation 0.4 = 2 weeks vacation 0.3 = 2 weeks vacation 0.2 = 3 weeks vacation 0.1 = 6 weeks vacation

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 21 |

Article 3405(b) – Part-Time Vacation Pay

• Earned vacation pay is distributed proportionately during each week
• f scheduled vacation

Total Vacation Hours Earned = # of hours vacation Vacation Weeks Earned ___paid per week __regardless of EFT e.g. 100 hours = 25 hours paid per _______4 weeks __week of vacation

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 22 |

Part-time nurses who request one week of vacation which includes their entire EFT shall be advised that this equals two weeks of vacation as per Article 3405

• All nurses whether full time or part time are entitled to use up to

three days

• Adjustments to shift schedules are made prior to or following

vacation weeks to maintain the nurse’s EFT

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 23 |

Applicable to Full-Time and Part-Time Nurses:

• Where a week requested is one that includes more or less than half
• f the EFT scheduled in the master rotation:
• Excess or insufficient number of days are scheduled to maintain the EFT

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 24 |

Vacation By EFT Guideline

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 25 |

• The nurse’s posted shift schedule may vary from the master

rotation in the weeks prior to or following the vacation period to ensure the EFT is maintained during the posting period.

• Example: Vacation Entitlement is 3 weeks at a 0.70 EFT. Using the

Vacation EFT Guideline Sheet, the employee is entitled to 5 – 12 hour shifts in the first 2 week block of vacation. In the example below, the 2 week block

• f vacation has 7 shifts, therefore, we must slide out 2 shifts. On the 3rd

week of vacation block the employee is entitled to 2 – 12 hour shifts. In the example below, the 1 week block of vacation has 3 – 12 hour shifts, therefore, we must slide out 1 shift. (V = Vacation Pay, VS = Vacation Slide)

WEEK 1 WEEK 2 WEEK 3 WEEK 4

S M T

W T F S S M T W T F S S M T W T F S S M T W T F S

regular rotation

N12 N12 N12 N12 N12 N12 N12 D12 D12

Revised

N1 2

N1 2 V V V VS VS V V D12 D12 WEEK 1 WEEK 2 WEEK 3 WEEK 4

S M T

W T F S S M T W T F S S M T W T F S S M T W T F S

regular rotation

N1 2

N1 2 D12 D12 D12 D12 D12 N12 N12 N12 N12 N12

Revised

N1 2

N1 2 D12 D12 D12 D12 D12 V V VS N12 N12 N12

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 26 |

Parenting LOA Greater than 37 Weeks:

• Requests to carry over 5 days of vacation (38.75 hours) – can only

carry over to the next vacation year. The remaining vacation credits will be paid out upon return to payroll, in order to not impact EI benefits.

• NEW - Nurses who elects the full 18 months, are not eligible to carry
• ver two (2) vacation years, so the vacation would be paid out upon

the employees return to work.

• Example:

– Employee commences leave on December 1, 2019 – Leave is from December 1, 2019 to June 1, 2021 (18 months) – Vacation years in question are: May 1, 2019 to April 30, 2020 and May 1, 2020 to April 30, 2021 – Employee returns to work on June 1, 2021 now into vacation year May 1, 2021 to April 30, 2022 – Vacation year

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 27 |

A nurse on D&R, WCB, MPI prior to the commencement of vacation:

• May request:
• To have their vacation rescheduled within the remaining available time

slots if they are on “approved” D & R (not the waiting period)

• If that is not possible, may carry over up to five days (38.75 hours) to the

next year (pro-rated for part-time nurses) and can use seniority to book the time

• Carry over actually increases the number of vacation weeks by 1 week for

this vacation year only

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 28 |

Accrual for Nurses on a Leave of Absence:

• Unpaid leave for a portion of, or for the entire accrual year, does not

reduce the number of vacation weeks. However, some will be paid and some will be unpaid vacation (code 1520)

• Example: A nurse who earns at the four-week rate, who takes a six

month unpaid leave during the accrual year, is entitled to take 2 weeks of paid vacation and 2 weeks of unpaid vacation the following year .

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 29 |

Exception:

Article 2106: Nurses off on Workers Compensation will continue to accrue paid vacation for a period of one (1) year from the date of the first absence from work, related to the occurrence of the compensable injury or illness

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 30 |

Nurses Who Change EFT From Accrual Year to Vacation Year:

• The number of vacation weeks is determined by the accrual rate, not

the pay earned

• It is the vacation pay that is affected. “Dime” not “Time”

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 31 |

Part-Time to Full-Time:

• Nurse is entitled to same number of weeks but may not have enough

pay to replace full-time hours

• May choose to take vacation time without pay (must be coded as

unpaid vacation, code 1520, so accruals are made)

• May choose to reduce the number of unpaid weeks to maintain full-

time pay

• A nurse cannot be forced to take unpaid vacation in order to be off

for the entire number of vacation weeks

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 32 |

Full-Time to Part-Time:

• Maintains the same number of weeks
• Pay is calculated as per Article 3405(b)
• e.g. A full-time nurse who earned 155 hours of vacation (4 weeks)

then moved to a 0.5 EFT part-time position would receive full-time pay even though the schedule shows part-time hours.

• HRSS will convert the 1.0 EFT into 0.50 EFT of vacation pay and

0.50 EFT into excess vacation.

• This is done so the timekeepers know how much pay and how much

excess vacation is to be coded during the weeks of vacation.

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 33 |

Transfer Between Units and/or Programs:

• The nurse is not assured of keeping the previously approved dates.

Vacation is scheduled by the manager of the new unit, in consultation with the nurse, within the time periods remaining during the current vacation year.

• If a nurse is in a term position and the position ends prior to the start
• f the vacation year ( May 1st), the nurse schedules the next year’s

vacation on the unit they are returning to.

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 34 |

Nurses Who Transfer to Another Employer Under the Portability Provisions:

• Employment must terminate with the sending facility before it

commences with the receiving facility

• Unused accrued vacation is paid out by the sending facility; only the

entitlement is ported (eg. 4 weeks)

• The new hire does not have any vacation left to take during the

current vacation year

• Vacation begins to accrue at the current site based on date of

employment that is ported

• e.g. A nurse earning vacation at the 4-week rate, who transferred to

a new employer on Nov. 1st, is entitled to two weeks of paid vacation and 2 weeks of unpaid vacation in the following year

• Depending on the date of hire, there may be little or no paid vacation

available for the next vacation year

<title> | HSC Winnipeg – An Operating Division of the WRHA | February 3, 2020 35 |