Temporary Change in Hours

Management and Professional Staff


Management and Professional Staff members or their managers may request a temporary change in their standard hours of work, for a period of time not less than two months and not more than six months. The Temporary Change in Hours it must be operationally feasible and approved by your manager.

Duration

A maximum of six months 

Minimum Hours of Work

In order to ensure you retain your benefits for the duration of the temporary change, you must work at minimum 14 hours per week.

Impact to Pay and Benefits

  • Your hourly rate of pay will remain the same, but the overall pay will increase/decrease according to hours of work.
  • Pension Contributions will increase/decrease according to the new hours of work. If you are currently participating in the pension plan, you will remain in the plan. If you have opted out of the pension plan, you remain ineligible to participate during the temporary change in hours.
  • Life Insurance and Long Term Disability (LTD) coverage is based on salary, therefore, base coverage and premium costs will increase/decrease according to the new hours of work.
  • Vacation Accruals, Special Leave entitlements, Sick Leave entitlements will increase/decrease according to the new hours of work.

Frequently Asked Questions

The Temporary Change in Hours does not have an application deadline and can be entered into at any time. Participation requires consultation with both the manager and HR Services, if required, to determine if the request if feasible. In order for this request to be approved, the staff member must send a written request (via email) to the manager outlining expectations and conditions of participation (particularly how accountabilities will be met under the plan).

If approved, the requesting staff member and manager must meet within forty-five (45) calendar days to review the arrangement. The manager will advise whether the arrangement is working, if it will continue, or if changes are required.

Either the staff member or manager can end the Temporary Change in Hours arrangement. If the manager determines the arrangement is no longer appropriate or a change is required, they must provide the employee thirty (30) calendar days written notice along with the reasons prior to a change or discontinuing the arrangement. This provides the staff member with enough time to adjust their routine and address any lifestyle changes.

To end the Temporary Change in Hours early, the manager must send an email to hrops@ucalgary.ca to notify of the early return. This email must include the name of the employee, UCID and revised date of return of the employee.

Any change in hours for a period greater than six (6) months is considered a permanent change in hours. If the manager and staff member are in agreement about the change, the manager will need to update the hours associated with the staff member’s position by submitting a Job Opening Request Form. For more information, contact your Talent Acquisition Advisor.

The intent of this program is to encourage flexibility in the way MaPS deliver on their accountabilities. Occasionally MaPS are required to work hours outside of their regular schedule and that does not change when they are working under any of the flexible work arrangements. MaPS are still accountable for meeting their objectives and managing time off accordingly.

A Temporary Change in Hours will result in either an increased or decreased Full-Time Equivalency (FTE) which will impact the staff member’s benefits and needs to be clearly understood prior to making this decision. A change in hours worked, even temporarily, means that:

  • Extended Health Care, Dental, Accidental Death & Dismemberment, Flex Credits/Spending Accounts, and Voluntary benefits are unaffected by a change in FTE.
  • Life Insurance and Long Term Disability (LTD) coverage is based on salary, therefore base coverage and premium costs will increase/decrease according to the new hours of work.  Please note that premium deductions and coverage will automatically change to reflect the staff member’s new annual salary under the temporary work arrangement.
  • As participation in this program is temporary, Tuition Support benefits will be unaffected. However, the staff member will need to advise Pension & Benefits at totalrewards@ucalgary.ca of their participation in this program if they submit a Tuition Support form to ensure payment is correct.

If you have more questions about the impact of the Temporary Change in Hours arrangement on benefits, contact the Integrated Service Centre at 403.220.5932 or hr@ucalgary.ca.

A Temporary Change in Hours will result in either an increased or decreased Full Time Equivalency (FTE) which will impact the staff member’s benefits and needs to be clearly understood prior to making this decision. A change in hours worked, even temporarily, means that:

  • Pension contributions and pensionable service increase/decrease according to the new hours of work. If an employee is currently participating in the pension plan they will remain in the plan and employees who have opted out remain ineligible to participate. This applies to each calendar year that is applicable to this change in hours. There will be no opportunity to restore pensionable service by remitting extra contributions during the period of decreased FTE or by buying back service at a later date.
  • If the staff member is nearing retirement, any change in pensionable service will impact the amount of his/her retirement pension. This program should not be viewed as a pre-retirement planning option. The staff member may wish to consider the Reduced Duties Leading to Retirement program as this is designed to support MaPS who are moving towards retirement.

If you have more questions about how the Temporary Change in Hours arrangement impacts individual pensions, contact the Integrated Service Centre at 403.220.5932 or hr@ucalgary.ca.