HomeMy WebLinkAboutCOR-2024-514 - Modernizing Human Resources Policies
Corporate Services Department www.kitchener.ca
REPORT TO: Finance and Corporate Services Committee
DATE OF MEETING: December 2, 2024
SUBMITTED BY: Dimetra Resendes, Director, Human Resources, 519-783-8085
PREPARED BY: Janette MacDonald, Manager, Organizational Development & Learning,
519-783-8088
WARD(S) INVOLVED: All
DATE OF REPORT: November 21, 2024
REPORT NO.: COR-2024-514
SUBJECT: Modernizing Human Resources Policies
RECOMMENDATION:
That the modernized Human Resources policies, attached as Appendix A to Corporate
Services report COR-2024-514 be approved; and,
That the redundant Human Resources policy, attached as Appendix B to Corporate
Services report COR-2024-514 be repealed; and further,
That staff be delegated the authority to update relevant Human Resource policies that
may contain dates which are superseded by negotiated or legislated changes.
REPORT HIGHLIGHTS:
The purpose of this report is to inform Council and seek approval of improvements to the
City of Kitchener
The financial implications are none.
Community engagement included informing the public by posting the updated policies to the
This report supports the delivery of core services.
BACKGROUND:
As outlined in Council Report COR-2024-018, Legislated Service completed a LEAN business
process review to strengthen the existing policy review process. Human Resources staff are
engaged in the updated policy review process as part of a comprehensive multi-phase body of
work to catch up on procedural, legislative and housekeeping changes that were paused out of
*** This information is available in accessible formats upon request. ***
Please call 519-741-2345 or TTY 1-866-969-9994 for assistance.
REPORT:
to modernize terms and language, based on the following guiding principles:
Ensuring that policy language and terms support an equitable and inclusive workplace.
-to-date collective agreements,
and the evolving legislative landscape.
Ensuring that policy language mitigates organizational risk, and clearly identifies
employee entitlements and obligations so employees can maintain their own compliance.
Ensuring policies contribute to a positive and supportive workplace, aligned with
organizational culture and values, to make sure the City of Kitchener remains a great
place to work.
The accompanying collection of updated policies reflects the first phase of work. HR staff
continue to work on additional policy updates which will come forward to Council successively
as this work is completed.
To ensure a thorough review and ensure updates reflect the guiding principles outlined above,
policies are reviewed by subject matter experts in Human Resources, Financial Operations and
the Equity, Anti-Racism, and Reconciliation team. As well, the City of Kitchener aligns employee
entitlements for non-union/management staff to the collective agreement of the CUPE 791
Pay Equity Act,
R.S.O. 1990, c. P.7. Therefore, policy terms have been updated to formalize negotiated
agreements in recent years.
Policy updates are varied, including the following examples:
Housekeeping updates to remove gendered language;
Updating mileage reimbursement to match CRA (which is current practice); further
defining mileage reimbursement eligibility;
Amendments to minimize financial risk with the tuition reimbursement program;
Updating employee recognition programs to no longer cap service recognition at 45
;
Implementing changes stemming from internal audits (e.g., closing on-call administration
gaps)
Aligning vacation administration to bargained changes.
As well, recognizing the need for more robust procedures to protect employee data, staff are
proposing to repeal HUM-WOR-095 Employee File - Official Record which has a very limited
scope, in favour of a new comprehensive administrative procedure governing employee privacy
and collection of data.
Finally, in some instances, there is policy language set to expire in alignment with negotiated
terms with bargaining units, or as a result of legislated changes. For example, in HUM-VAC-245
Vacation as of January 1, 2026 the vacation year shifts to January-December (replacing the
current June-May vacation year) and thus this renders old policy language obsolete. Staff are
therefore seeking delegated authority to remove those clauses when they have been
superseded by the new policy language enclosed in Appendix A.
STRATEGIC PLAN ALIGNMENT:
This report supports the delivery of core services.
FINANCIAL IMPLICATIONS:
Capital Budget The recommendation has no impact on the Capital Budget.
Operating Budget The recommendation has no impact on the Operating Budget.
COMMUNITY ENGAGEMENT:
INFORM
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
COR-2024-018 Corporate Policy Update New, Amended and Repealed Policies
APPROVED BY: Victoria Raab, General Manager, Corporate Services
ATTACHMENTS:
Attachment A Updated Policies
Attachment B Repealed Policy
Appendix A to COR-2024-514
POLICY Policy No: HUM-BEN-105
Approval Date: December 17, 1990
Policy Title: EMPLOYMENT SERVICE
PROTECTION DATE
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Benefits & Compensation
Amended: June 14, 2010
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To define the Employment Service Protection Date in determining job protection in the case
of a continuous absence from work due to illness or injury.
2. DEFINITIONS:
Employment Service Date: the date the employee was last hired and where service has
been continuous.
Service Protection Date:
period of continuous absence to a maximum period of 24 months.
4 of
84
Policy No:HUM-BEN-105
Policy Title: EMPLOYMENT SERVICE PROTECTION DATE
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
4. POLICY CONTENT:
At the commencement of a continous absence from work, the permanent full time non-union
employee or continuous part-time employee will have service protection for a period of time of
up to 24 months.
In the event the absence continues beyond the service protection date with no plan to return to
work, employment with the City of Kitchener will be terminated.
The service protection date will reset once an employee returns to their regular duties and hours
for a period of at least two weeks or is reassigned with a permanent accomodation.
The City of Kitchener has no obligation to rehire an employee who has been terminated through
a:
voluntary resignation
discharge for which has not been reversed through operation of the complaint procedure
Or a continuous absence beyond the service protection date
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-105 template reformatted to new numbering system and given number
HUM-BEN-105.
Formal Amendments
1996-05-21 Resolution passed by Council.
2001-12-10 Resolution passed by Council.
2010-06-14 Resolution passed by Council.
5 of 84
Appendix A to COR2024514
POLICY Policy No: HUM-BEN-105
Approval Date: December 17, 1990
Policy Title: EMPLOYMENT SERVICE
PROTECTION DATE
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Benefits & Compensation
Amended: June 14, 2010
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To define the Employment Service Protection Date in determining job protection in the
case of a continuous absence from work due to illness or injury.
2. DEFINITIONS:
Employment Service Date: the date the employee was last hired and where service has
been continuous.
Service Protection Date: an established date calculated
period of continuous absence to a maximum period of 24 months.
6 of
84
Policy No:HUM-BEN-105
Policy Title: EMPLOYMENT SERVICE PROTECTION DATE
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
4. POLICY CONTENT:
At the commencement of a continous absence from work, the permanent full time non-union
employee or continuous part-time employee will have service protection for a period of time
of up to 24 months.
In the event the absence continues beyond the service protection date with no plan to return to
work, employment with the City of Kitchener will be terminated.
The service protection date will reset once an employee returns to their regular duties and hours
for a period of at least two weeks or is reassigned with a permanent accomodation.
The City of Kitchener has no obligation to rehire an employee who has been terminated
through a:
voluntary resignation
discharge for which has not been reversed through operation of the complaint
procedure
Or a continuous absence beyond the service protection date
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-105 template reformatted to new numbering system and given
number HUM-BEN-105.
Formal Amendments
1996-05-21 Resolution passed by Council.
2001-12-10 Resolution passed by Council.
2010-06-14 Resolution passed by Council.
7 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-BEN-185
Approval Date: December 17, 1990
Policy Title: OVERTIME AND PREMIUM
COMPENSATION
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Benefits & Compensation
Amended: June 26, 2017
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-WOR-135 Hours of Work and Rest Periods
1. POLICY PURPOSE:
To establish parameters for the compensation of overtime and premiums.
2. DEFINITIONS:
Normal daily hours:
agreement and/or employment letter.
Overtime: Authorized work performed beyond the normal hours of work per day or normal
hours of work per week.
Shift premiums: Additional compensation provided to employees where the majority of their
scheduled shift falls outside of their normal daily hours.
Stand-by (on-call): Authorized employees who are scheduled on a rotational basis to be
available to respond by telephone and/or to attend a work site outside of their normal working
hours.
8 of
84
Policy No:HUM-BEN-185
Policy Title: OVERTIME AND PREMIUM COMPENSATION
Call-in/call-out: Authorized employees who are on stand-by call (on-call) and are called out
on emergency call.
3. SCOPE:
Where terms of a Collective Agreement differ from this Policy, the terms of the Collective
Agreement will apply.
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
4. POLICY CONTENT:
1. The authorization and control of individual employee overtime and on-call
arrangements shall be the responsibility of the Department Head concerned who shall
also be responsible for ensuring compliance with related terms of the Employment
Standards Act.
2. With prior written authority of the Director, Human Resources or designate, a
Department Head may make special arrangements with respect to overtime payments
for employees who, due to the nature of their job, need to work flexible hours as
opposed to being paid for overtime or having time off in lieu of.
FOR NON-UNION, PERMANENT FULL-TIME EMPLOYEES, & MANAGEMENT
GRADE 10 OR BELOW
Overtime and premium payments for stand-by (on-call), call-in/call-out pay, shift premiums
and meal allowances will be in accordance with the C.U.P.E. Local #791 contract or, in the
case of first line supervisors of hourly rated bargaining unit employees, the provisions of the
respective Collective Agreements for their employees.
At the discretion of the Department Head, time off regular working hours in lieu of overtime
payment may be allowed when requested by the employee and at a time mutually agreeable.
If time off is granted it shall be calculated at the appropriate overtime rates. Lieu time earned
9 of
84
Policy No:HUM-BEN-185
Policy Title: OVERTIME AND PREMIUM COMPENSATION
must be used within twelve (12) months from the day it was earned. Any lieu time outstanding
at the end of twelve (12) months will be paid out at the
payment.
and/or
the Department Head.
FOR MANAGEMENT AT GRADE 11 OR ABOVE (OTHER THAN DEPARTMENT
HEADS AND CAO)
Premium payments for stand-by (on-call) will be set to the rate of pay established in the
C.U.P.E. Local #791 contract. Management Grade 11 and above do not qualify for call-in/call-
out pay, shift premiums or meal allowances.
There will be no monetary payout for overtime worked. At the discretion of Department Heads,
time off regular working hours in lieu of overtime payment will be granted on a straight time
basis to a yearly maximum of 35 hours for a 35-hour work week or 40 hours for a 40-hour
work week. This accumulated lieu time may be taken as time off at a time mutually agreeable
to the employee and their immediate supervisor. This lieu time will be taken within twelve (12)
months from the day it is earned. There will be no carry over or monetary payouts of this lieu
time.
FOR EMPLOYEES CLASSIFIED AS TEMPORARY, PART-TIME AND STUDENT
Overtime payments will be in accordance with the Employment Standards Act.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-185 template reformatted to new numbering system and given
number HUM-BEN-185.
Formal Amendments
2001-12-10 Resolution passed by Council, see report SSD-01-016
2010-06-14 Resolution passed by Council, see report CAO-10-05
2011-02-07 Resolution passed by Council, see report FCS-11-029
2017-06-26 Resolution passed by Council, see report FCS-17-100
10 of
84
POLICY Policy No: HUM-BEN-185
Approval Date: December 17, 1990
Policy Title: OVERTIME AND PREMIUM
COMPENSATION
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Benefits & Compensation
Amended: June 26, 2017
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-WOR-135 Hours of Work and Rest Periods
1. POLICY PURPOSE:
To establish parameters for the compensation of overtime and premiums.
2. DEFINITIONS:
Normal daily hours: the normal daily hours of work specified in the
agreement and/or employment letter.
Overtime: Authorized work performed beyond the normal hours of work per day or normal
hours of work per week.
Shift premiums: Additional compensation provided to employees where the majority of their
scheduled shift falls outside of their normal daily hours.
Stand-by (on-call): Authorized employees who are scheduled on a rotational basis to be
available to respond by telephone and/or to attend a work site outside of their normal working
hours.
11 of
84
Policy No:HUM-BEN-185
Policy Title: OVERTIME AND PREMIUM COMPENSATION
Call-in/call-out: Authorized employees who are on stand-by call (on-call) and are called out
on emergency call.
3. SCOPE:
Where terms of a Collective Agreement differ from this Policy, the terms of the Collective
Agreement will apply.
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
4. POLICY CONTENT:
1. The authorization and control of individual employee overtime and on-call
arrangements shall be the responsibility of the Department Head concerned who shall
also be responsible for ensuring compliance with related terms of the Employment
Standards Act.
2. With prior written authority of the Director, Human Resources or designate, a
Department Head may make special arrangements with respect to overtime payments
for employees who, due to the nature of their job, need to work flexible hours as
opposed to being paid for overtime or having time off in lieu of.
FOR NON-UNION, PERMANENT FULL-TIME EMPLOYEES, & MANAGEMENT
GRADE 10 OR BELOW
Overtime and premium payments for stand-by (on-call), call-in/call-out pay, shift premiums
and meal allowances will be in accordance with the C.U.P.E. Local #791 contract or, in the
case of first line supervisors of hourly rated bargaining unit employees, the provisions of the
respective Collective Agreements for their employees.
12 of
84
Policy No:HUM-BEN-185
Policy Title: OVERTIME AND PREMIUM COMPENSATION
At the discretion of the Department Head, time off regular working hours in lieu of overtime
payment may be allowed when requested by the employee and at a time mutually agreeable.
If time off is granted it shall be calculated at the appropriate overtime rates. Lieu time earned
must be used within twelve (12) months from the day it was earned. Any lieu time outstanding
at the end of twelve (12) months will be paid out at the pay rate at the time of
payment.
the Department Head.
FOR MANAGEMENT AT GRADE 11 OR ABOVE (OTHER THAN DEPARTMENT
HEADS AND CAO)
Premium payments for stand-by (on-call) will be set to the rate of pay established in the
C.U.P.E. Local #791 contract. Management Grade 11 and above do not qualify for call-in/call-
out pay, shift premiums or meal allowances.
There will be no monetary payout for overtime worked. At the discretion of Department Heads,
time off regular working hours in lieu of overtime payment will be granted on a straight time
basis to a yearly maximum of 35 hours for a 35-hour work week or 40 hours for a 40-hour
work week. This accumulated lieu time may be taken as time off at a time mutually agreeable
to the employee and their immediate supervisor. This lieu time will be taken within twelve (12)
months from the day it is earned. There will be no carry over or monetary payouts of this lieu
time.
FOR EMPLOYEES CLASSIFIED AS TEMPORARY, PART-TIME AND STUDENT
Overtime payments will be in accordance with the Employment Standards Act.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-185 template reformatted to new numbering system and given
number HUM-BEN-185.
Formal Amendments
2001-12-10 Resolution passed by Council, see report SSD-01-016
2010-06-14 Resolution passed by Council, see report CAO-10-05
2011-02-07 Resolution passed by Council, see report FCS-11-029
2017-06-26 Resolution passed by Council, see report FCS-17-100
13 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-HIR-100
Approval Date: March 13, 2001
Policy Title: EMPLOYEE STATUS
DEFINITIONS
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Hiring & Termination/Retirement
Amended: June 14, 2010
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-HIR-195 Probation Non-Union, Management
1. POLICY PURPOSE:
To set out a definition of the categories of employees retained by the Corporation.
2. DEFINITIONS:
See Policy Content below.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
14 of
84
Policy No:HUM-HIR-100
Policy Title: EMPLOYEE STATUS - DEFINITIONS
Where terms of a Collective Agreement differ from this Policy, the terms of the Collective
Agreement will apply.
4. POLICY CONTENT:
Permanent full-time employee: A union or non-union employee hired to work the regular
number of hours in the hiring department (minimum of thirty-five (35) hours per week)
and who has completed their probationary period. The period of employment is of
indefinite duration.
Temporary full-time employee: A union or non-union employee hired to work the regular
number of hours in the hiring department (minimum of thirty-five (35) hours per week) for a
specified period of time as outlined in the respective employment letter or Collective
Agreement, where the role is graded against a permanent full-time union or non-union role.
Continuous part-time employee: A union or non-union employee hired to work on a regular
basis not to exceed twenty-four (24) hours per week, or as outlined in the respective
employment letter or Collective Agreement; where the role is graded against a full-time
permanent union or non-union role. The period of employment is of indefinite duration.
Casual employee: A non-union employee hired to occupy a role that is not graded against a
permanent full-time union or non-union role, and where hours of employment are not
guaranteed, and:
Is hired to work on an infrequent basis with no set schedule or time, not to exceed
twenty-four (24) hours per week, or as set out in the employment letter, where the
period of employment may be definitive or indefinite; or
Is hired to work on a temporary basis not to exceed thirty-five (35) or forty (40) hours
per week, or as set out in the employment letter, where the period of employment is
definitive.
Probationary employee: A newly hired, permanent full-time union or non-union employee
who has not completed the probation period as outlined in the respective policy, employment
letter or Collective Agreement.
Student employee: A non-union employee working the same regular number of hours as the
-time counterpart. Employee mustcurrently be enrolled at or have
made application to a recognized educational institution for full-time studies, and the term of
employment the student accepted with the City of Kitchener is for their school vacation or
work term. Student employees must be returning to school following completion of the co-op
term or summer employment period.
15 of
84
Policy No:HUM-HIR-100
Policy Title: EMPLOYEE STATUS - DEFINITIONS
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-100 template reformatted to new numbering system and given
number HUM-HIR-100.
Formal Amendments
2001-12-10 Resolution passed by Council
2002-07-04 Resolution passed by Council
2008-08-30 Resolution passed by Council
2010-06-14 Resolution passed by Council
16 of
84
Appendix Ato COR-2024-514
POLICY Policy No: HUM-HIR-100
Approval Date: March 13, 2001
Policy Title: EMPLOYEE STATUS
DEFINITIONS
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Hiring & Termination/Retirement
Amended: June 14, 2010
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-HIR-195 Probation Non-Union, Management
1. POLICY PURPOSE:
To set out a definition of the categories of employees retained by the Corporation.
2. DEFINITIONS:
See Policy Content below.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
17 of
84
Policy No:HUM-HIR-100
Policy Title: EMPLOYEE STATUS - DEFINITIONS
Where terms of a Collective Agreement differ from this Policy, the terms of the Collective
Agreement will apply.
4. POLICY CONTENT:
Permanent full-time employee:
A union or non-union employee hired to work the regular number of hours in the hiring
department (minimum of thirty-five (35) hours per week) and who has completed their
probationary period. The period of employment is of indefinite duration.
Temporary full-time employee:
A union or non-union employee hired to work the regular number of hours in the hiring
department (minimum of thirty-five (35) hours per week) for a specified period of time as
outlined in the respective employment letter or Collective Agreement, where the role is graded
against a permanent full-time union or non-union role.
Continuous part-time employee:
A union or non-union employee hired to work on a regular basis not to exceed twenty-four
(24) hours per week, or as outlined in the respective employment letter or Collective
Agreement; where the role is graded against a full-time permanent union or non-union role.
The period of employment is of indefinite duration.
Casual employee:
A non-union employee hired to occupy a role that is not graded against a permanent full-time
union or non-union role, and where hours of employment are not guaranteed, and:
Is hired to work on an infrequent basis with no set schedule or time, not to exceed
twenty-four (24) hours per week, or as set out in the employment letter, where the
period of employment may be definitive or indefinite; or
Is hired to work on a temporary basis not to exceed thirty-five (35) or forty (40) hours
per week, or as set out in the employment letter, where the period of employment is
definitive.
Probationary employee:
A newly hired, permanent full-time union or non-union employee who has not completed the
probation period as outlined in the respective policy, employment letter or Collective
Agreement.
18 of
84
Policy No:HUM-HIR-100
Policy Title: EMPLOYEE STATUS - DEFINITIONS
Student employee:
A non-union employee working the same regular number
permanent full-time counterpart. Employee mustcurrently be enrolled at or have made
application to a recognized educational institution for full-time studies, and the term of
employment the student accepted with the City of Kitchener is for their school vacation or
work term. Student employees must be returning to school following completion of the co-op
term or summer employment period.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-100 template reformatted to new numbering system and given
number HUM-HIR-100.
Formal Amendments
2001-12-10 Resolution passed by Council
2002-07-04 Resolution passed by Council
2008-08-30 Resolution passed by Council
2010-06-14 Resolution passed by Council
19 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-VAC-225
Approval Date: May 15, 1992
Policy Title: SPECIFIED HOLIDAYS
Policy Type: COUNCIL Reviewed Date: June 2016
Next Review Date: June 2021
Category: Human Resources
Reviewed Date:
Sub-Category: Vacation, Leave & Hours of
Work
Amended: February 7, 2011
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-HIR-100 Employee Status Definitions
HUM-VAC-245 Vacation
1. POLICY PURPOSE:
To provide employees with specified days as paid holidays throughout the year.
2. DEFINITIONS:
Public/statutory holiday: Paid day off as legislated through provincial government. There are
nine public/statutory holidays in Ontario.
Specified holiday: Paid day off as determined by the City of Kitchener, including all Ontario
public/statutory holidays.
20 of
84
Policy No:HUM-VAC-225
Policy Title: SPECIFIED HOLIDAYS
3. SCOPE:
Specified Holidays:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
Floating Holiday:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
Where terms of a Collective Agreement differ from this Policy, the terms of the Collective
Agreement will apply.
4. POLICY CONTENT:
Employees shall be eligible for twelve (12) specified holidays per year.
Victoria Day Thanksgiving Day
Family Day Canada Day Remembrance Day
Good Friday Civic Holiday Christmas Day
Easter Monday Labour Day Boxing Day
When any of the above-named holidays fall on a Saturday or Sunday, the City designates
an alternate day.
21 of
84
Policy No:HUM-VAC-225
Policy Title: SPECIFIED HOLIDAYS
In addition to the above Specified Holidays, a half (½) day Christmas Eve and a half (½)
etween
Monday and Friday. Half (½) day for this purpose will be defined as commencing at 12:00
noon and shall apply to employees working day shift only.
An employee must work on the Specified Holiday if scheduled to do so.
Temporary full-time, continuous part-time, casual, and student employees:
The provisions of the Employment Standards Act apply to all twelve (12) Specified
Holidays.
Payment for work performed on a Specified Holiday:
1. For employees in Job Grade 11 and above, refer to HUM-BEN-185 Overtime
and Premium Compensation.
2. For employees in Job Grade 10 and below, payment at the rate of time and
one half (1 ½) shall be paid for all work performed on a regularly scheduled
shift which falls on a Specified Holiday listed herein plus the normal
pay for the Holiday.
3. No premiums or holiday pay shall apply if an employee is required to work
Floating Holiday
In addition to the Specified Holidays, an additional paid holiday called a Floating Holiday shall
be granted to all permanent full-time non-union employees to be taken upon mutual agreement
Qualifications for Floating Holiday:
1. It must be taken during the calendar year.
2. Failure to take the Floating Holiday forfeits all entitlements to the Holiday.
3. It will be scheduled on a first request basis.
4. e with the City to qualify for the
Floating Holiday.
22 of
84
Policy No:HUM-VAC-225
Policy Title: SPECIFIED HOLIDAYS
General:
An employee on an approved and unpaid leave of absence in excess of thirty (30) calendar
days shall not be eligible for payment of any Specified Holiday occurring during the period of
such absence.
An employee in receipt of Long-Term Disability benefits, Employment Insurance benefits
and/or Workplace Safety and Insurance Board (WSIB) payments is not eligible for payment
of Specified Holidays as outlined in this policy.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-225 template reformatted to new numbering system and given
number HUM-VAC-225.
Formal Amendments
2001-12-10 Resolution passed by Council.
2008-08-30 Resolution passed by Council.
2010-06-14 Resolution passed by Council.
2011-02-07 Resolution passed by Council.
23 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-VAC-225
Approval Date: May 15, 1992
Policy Title: SPECIFIED HOLIDAYS
Policy Type: COUNCIL Reviewed Date: June 2016
Next Review Date: June 2021
Category: Human Resources
Reviewed Date:
Sub-Category: Vacation, Leave & Hours of
Work
Amended: February 7, 2011
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-HIR-100 Employee Status Definitions
HUM-VAC-245 Vacation
1. POLICY PURPOSE:
To provide employees with specified days as paid holidays throughout the year.
2. DEFINITIONS:
Public/statutory holiday: Paid day off as legislated through provincial government. There are
nine public/statutory holidays in Ontario.
Specified holiday: Paid day off as determined by the City of Kitchener, including all Ontario
public/statutory holidays.
3. SCOPE:
Specified Holidays:
24 of
84
Policy No:HUM-VAC-225
Policy Title: SPECIFIED HOLIDAYS
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
Floating Holiday:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
Where terms of a Collective Agreement differ from this Policy, the terms of the Collective
Agreement will apply.
4. POLICY CONTENT:
Employees shall be eligible for twelve (12) specified holidays per year.
Victoria Day Thanksgiving Day
Family Day Canada Day Remembrance Day
Good Friday Civic Holiday Christmas Day
Easter Monday Labour Day Boxing Day
When any of the above-named holidays fall on a Saturday or Sunday, the City designates
an alternate day.
In addition to the above Specified Holidays, a half (½) day Christmas Eve and a half (½)
25 of
84
Policy No:HUM-VAC-225
Policy Title: SPECIFIED HOLIDAYS
Monday and Friday. Half (½) day for this purpose will be defined as commencing at 12:00
noon and shall apply to employees working day shift only.
An employee must work on the Specified Holiday if scheduled to do so.
Temporary full-time, continuous part-time, casual, and student employees:
The provisions of the Employment Standards Act apply to all twelve (12) Specified
Holidays.
Payment for work performed on a Specified Holiday:
4. For employees in Job Grade 11 and above, refer to HUM-BEN-185 Overtime
and Premium Compensation.
5. For employees in Job Grade 10 and below, payment at the rate of time and
one half (1 ½) shall be paid for all work performed on a regularly scheduled
shift which falls on a Specified
pay for the Holiday.
6. No premiums or holiday pay shall apply if an employee is required to work
Floating Holiday
In addition to the Specified Holidays, an additional paid holiday called a Floating Holiday shall
be granted to all permanent full-time non-union employees to be taken upon mutual agreement
designate.
Qualifications for Floating Holiday:
5. It must be taken during the calendar year.
6. Failure to take the Floating Holiday forfeits all entitlements to the Holiday.
7. It will be scheduled on a first request basis.
8.
Floating Holiday.
General:
26 of
84
Policy No:HUM-VAC-225
Policy Title: SPECIFIED HOLIDAYS
An employee on an approved and unpaid leave of absence in excess of thirty (30) calendar
days shall not be eligible for payment of any Specified Holiday occurring during the period of
such absence.
An employee in receipt of Long-Term Disability benefits, Employment Insurance benefits
and/or Workplace Safety and Insurance Board (WSIB) payments is not eligible for payment
of Specified Holidays as outlined in this policy.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-225 template reformatted to new numbering system and given
number HUM-VAC-225.
Formal Amendments
2001-12-10 Resolution passed by Council.
2008-08-30 Resolution passed by Council.
2010-06-14 Resolution passed by Council.
2011-02-07 Resolution passed by Council.
27 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-VAC-245
Approval Date: June 1, 1992
Policy Title: VACATION
Policy Type: COUNCIL Reviewed Date: June 2016
Next Review Date: June 2021
Category: Human Resources
Reviewed Date:
Sub-Category: Vacation, Leave & Hours of
Work
Amended: February 7, 2011
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-VAC-165 Leaves of Absence
HUM-HIR-100 Employee Status - Definitions
1. POLICY PURPOSE:
This policy establishes standards for annual vacation entitlements and vacation pay
percentages.
2. DEFINITIONS:
Entitlement: The number of vacation hours which an employee is eligible to use within
the vacation year based on years of continuous service.
Carry-forward:
permitted to be used in the subsequent vacation year.
Employment service date: The date of last hire where service is continuous.
Continuous service: Continuously employed by the City of Kitchener with no break in
service.
Years of service: The number of years of employment, based on the employment service
date where service is continuous.
28 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
Corporation: Refers to the Corporation of the City of Kitchener.
Standard work week:
employment contract or the terms of their collective agreement, if applicable, and reflecting
alternative schedules should the employee be approved to participate in any applicable
alternative working arrangements program.
Temporary full-time employee: For the purposes of this policy, a temporary full-time
employee performs a role equivalent to a CUPE 791 or non-union/management permanent
full-time role.
Employee status definitions used throughout this policy are available in policy HUM-
HIR-100 Employee Status Definitions which should be read alongside this policy for
correct application.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
Where terms of a Collective Agreement differ from this Policy, the terms of the
Collective Agreement will apply.
4. POLICY CONTENT:
4.1 General
Employees are encouraged to use all of their vacation entitlement each year. Permanent
full-time employees will accrue vacation to be taken as paid time off. All other employees
will earn vacation pay as a percentage of gross earnings with each pay. Employees who
earn vacation pay as a percentage will take unpaid vacation time off in accordance with the
Employment Standards Act (ESA).
29 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
4.1a Vacation year
stst
i. Prior to January 1, 2026, the vacation year shall be from June 1 to May 31.
st
Eligibility for paid vacation shall be determined on June 1 and entitlement
st
ii. As of January 1, 2026, the vacation year shall be from January 1 to December
st
31 with the qualifying year for each employee based on their employment
service date, which shall be calculated as of the anniversary date of the
ion.
4.1b Scheduling vacation
i. Vacations are to be taken in accordance with the ESA and shall be arranged to
regard for the
employment status date and operational requirements to ensure service levels
are maintained.
ii. When an employee has vacation time scheduled and within that period
qualifies for bereavement leave, bereavement entitlement will replace the use
of vacation credits or unpaid vacation time for such absence. The period of
vacation so displaced shall be taken at a time convenient to the Corporation.
4.1c Vacation while on leave
i. All employees on an approved ESA leave of absence will continue to earn time
toward years of service for the purposes of vacation entitlement. Any
employee entitled to paid vacation time will continue to accrue vacation credits
on the basis of months of continuous service.
ii. Employees on an approved non-ESA leave of absence will not earn time
toward years of service for the purposes of vacation entitlement for the period
of the leave. An employee entitled to paid vacation time will not accrue
vacation credits for the period of the leave.
a. For permanent full-time employees, in the event that a full calendar month
monthly vacation earnings will be pro-rated based on the number of
working days that the employee worked in the month the leave
commenced, up to the maximum monthly earnings corresponding to their
service entitlement as outlined below.
iii. Employees will not earn time toward years of service for the purposes of
vacation entitlement, and employees entitled to paid vacation time will not
accrue vacation credits when receiving a Long-Term Disability (LTD) benefit
starting from the date their LTD benefit is approved.
30 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
4.1d Returning from leave
i. Vacation credit accrual or accrual of time toward years of service for vacation
entitlement percentages will resume on the date the employee returns from a
non-ESA leave or LTD.
a. For permanent full-time employees, credit will be pro-rated based on the
number of working days the employee worked in the month the leave
ended, up to the maximum monthly earnings corresponding to their
service entitlement as outlined below.
4.1e End of employment
i. When the employment of any employee is terminated, the employee shall be
paid a proportionate amount of salary or wages for any unused or accrued
vacation credits.
4.2 Entitlements
The Corporation reserves the right to start a new employee at a higher entitlement.
4.2a CASUAL, & STUDENT EMPLOYEES
Casual and student employees will earn vacation pay as a percentage of gross
earnings with each pay (4% or 6% based on years of service) in accordance with
the Employment Standards Act.
4.2b TEMPORARY FULL-TIME EMPLOYEES
Temporary employees will earn 6% vacation pay as a percentage of gross
earnings with each pay.
4.2c CONTINUOUS PART-TIME EMPLOYEES
Vacation entitlement will parallel non-union, full-time staff. The percentage
payable will vary based on years of continuous service.
Vacation entitlement is based on the following schedule:
/ƚƓƷźƓǒƚǒƭ {ĻƩǝźĭĻ /ƚƓƷźƓǒƚǒƭ ƦğƩƷΏƷźƒĻ
ΛĻğƩƭ /ƚƒƦƌĻƷĻķΜ ǝğĭğƷźƚƓ ƦĻƩĭĻƓƷğŭĻ
ѡЊ Џ͵Љі
Њ Џ͵Љі
Ћ Џ͵Љі
Ќ Џ͵Љі
31 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
Ѝ Џ͵Љі
Ў Џ͵Ѝі
Џ Џ͵Бі
А А͵Ћі
Б А͵Џі
В Б͵Љі
ЊЉ Б͵Љі
ЊЊ Б͵Љі
ЊЋ Б͵Ѝі
ЊЌ Б͵Бі
ЊЍ В͵Ћі
ЊЎ В͵Џі
ЊЏ ЊЉ͵Љі
ЊА ЊЉ͵Љі
ЊБ ЊЉ͵Љі
ЊВ ЊЉ͵Љі
ЋЉ ЊЉ͵Ѝі
ЋЊ ЊЉ͵Бі
ЋЋ ЊЊ͵Ћі
ЋЌ ЊЊ͵Џі
ЋЍњ ЊЋ͵Љі
4.2d PERMANENT FULL TIME EMPLOYEES
Vacation entitlement is based on the following schedule:
/ƚƓƷźƓǒƚǒƭ aƚƓƷŷƌǤ aƚƓƷŷƌǤ
{ĻƩǝźĭĻ ǝğĭğƷźƚƓ ğĭĭƩǒğƌ ǝğĭğƷźƚƓ ğĭĭƩǒğƌ
ğĭğƷźƚƓ ķğǤƭ
ΛĻğƩƭ ΛźƓ ŷƚǒƩƭΜ ΛźƓ ŷƚǒƩƭΜ
/ƚƒƦƌĻƷĻķΜ ЌЎ ŷƚǒƩƭΉǞĻĻƉ ЍЉ ŷƚǒƩƭΉǞĻĻƉ
ѡЊ Њ͵ЋЎ ķğǤƭΉƒƚƓƷŷ Б͵АЎЉ ЊЉ͵ЉЉЉ
Њ ЊЎ ΛЌ ǞĻĻƉƭΜ Б͵АЎЉ ЊЉ͵ЉЉЉ
Ћ ЊЎ ΛЌ ǞĻĻƉƭΜ Б͵АЎЉ ЊЉ͵ЉЉЉ
Ќ ЊЎ ΛЌ ǞĻĻƉƭΜ Б͵АЎЉ ЊЉ͵ЉЉЉ
Ѝ ЊЎ ΛЌ ǞĻĻƉƭΜ Б͵АЎЉ ЊЉ͵ЉЉЉ
Ў ЊЏ ΛЌ ǞĻĻƉƭ њ Њ ķğǤΜ В͵ЌЌЌ ЊЉ͵ЏЏА
Џ ЊА ΛЌ ǞĻĻƉƭ њ Ћ ķğǤƭΜ В͵ВЊА ЊЊ͵ЌЌЌ
А ЊБ ΛЌ ǞĻĻƉƭ њ Ќ ķğǤƭΜ ЊЉ͵ЎЉЉ ЊЋ͵ЉЉЉ
Б ЊВ ΛЌ ǞĻĻƉƭ њ Ѝ ķğǤƭΜ ЊЊ͵ЉБЌ ЊЋ͵ЏЏА
32 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
В ЋЉ ΛЍ ǞĻĻƉƭΜ ЊЊ͵ЏЏА ЊЌ͵ЌЌЌ
ЊЉ ЋЉ ΛЍ ǞĻĻƉƭΜ ЊЊ͵ЏЏА ЊЌ͵ЌЌЌ
ЊЊ ЋЉ ΛЍ ǞĻĻƉƭΜ ЊЊ͵ЏЏА ЊЌ͵ЌЌЌ
ЊЋ ЋЊ ΛЍ ǞĻĻƉƭ њ Њ ķğǤΜ ЊЋ͵ЋЎЉ ЊЍ͵ЉЉЉ
ЊЌ ЋЋ ΛЍ ǞĻĻƉƭ њ Ћ ķğǤƭΜ ЊЋ͵БЌЌ ЊЍ͵ЏЏА
ЊЍ ЋЌ ΛЍ ǞĻĻƉƭ њ Ќ ķğǤƭΜ ЊЌ͵ЍЊА ЊЎ͵ЌЌЌ
ЊЎ ЋЍ ΛЍ ǞĻĻƉƭ њ Ѝ ķğǤƭΜ ЊЍ͵ЉЉЉ ЊЏ͵ЉЉЉ
ЊЏ ЋЎ ΛЎ ǞĻĻƉƭΜ ЊЍ͵ЎБЌ ЊЏ͵ЏЏА
ЊА ЋЎ ΛЎ ǞĻĻƉƭΜ ЊЍ͵ЎБЌ ЊЏ͵ЏЏА
ЊБ ЋЎ ΛЎ ǞĻĻƉƭΜ ЊЍ͵ЎБЌ ЊЏ͵ЏЏА
ЊВ ЋЎ ΛЎ ǞĻĻƉƭΜ ЊЍ͵ЎБЌ ЊЏ͵ЏЏА
ЋЉ ЋЏ ΛЎ ǞĻĻƉƭ њ Њ ķğǤΜ ЊЎ͵ЊЏА ЊА͵ЌЌЌ
ЋЊ ЋА ΛЎ ǞĻĻƉƭ њ Ћ ķğǤƭΜ ЊЎ͵АЎЉ ЊБ͵ЉЉЉ
ЋЋ ЋБ ΛЎ ǞĻĻƉƭ њ Ќ ķğǤƭΜ ЊЏ͵ЌЌЌ ЊБ͵ЏЏА
ЋЌ ЋВ ΛЎ ǞĻĻƉƭ њ Ѝ ķğǤƭΜ ЊЏ͵ВЊА ЊВ͵ЌЌЌ
ЋЍњ ЌЉ ΛЏ ǞĻĻƉƭΜ ЊА͵ЎЉЉ ЋЉ͵ЉЉЉ
Effective January 1, 2025, if the first full calendar month of service cannot be
completed because it begins with either a Holiday and/or weekend, an employee
who begins work on the first working day of the month will be credited with their
maximum monthly earnings based on their service entitlement.
1. Access to vacation
Employees shall have access to their vacation entitlement as advanced to them
st
on January 1 of each year. For greater clarity, where the vacation entitlement
is advanced, a new employee would earn and utilize their vacation entitlement
within the same year rather than having to earn a vacation entitlement in one
year prior to utilizing it in the following year.
2. Vacation accrual
As of January 1, 2026, all employees will accrue vacation monthly at the rate
corresponding to their annual entitlement based on their qualifying year in
accordance with their years of service in the chart above. Employees who have
reached a threshold that corresponds to a greater vacation entitlement will
accrue vacation at a higher monthly rate in the month following the anniversary
of their employment service date.
In the first year of employment, such vacation entitlement shall be prorated in
proportion to the period between the date of hire and the end of the vacation
year referenced above. Upon termination, vacation shall be prorated to
33 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
correspond to the proportion of the year in which they were employed by the
Corporation.
Employees whose first day of work begins after the first day of the month will
have their first month of vacation earnings pro-rated based on the number of
working days that the employee is employed by the Corporation in their first
month up to the maximum monthly earnings corresponding to their service
entitlement as outlined above. Employees who terminate prior to the last day of
the month shall have their vacation earnings for their final month of work pro-
rated based on the number of days worked in the month of termination up to the
maximum monthly earnings corresponding to their service entitlement as
outlined above.
2a. Vacation accrual employees hired on or after January 1, 2025
Employees hired on or after January 1, 2025 will accrue vacation monthly at
the rate corresponding to their annual entitlement based on the qualifying year.
3. Vacation carry-forward
Employees en
written request to the
Department Head with a copy to the Director, Human Resources or Designate,
be granted the privilege of carrying
vacation to the next vacation period for a total of up to two (2) weeks. This
provision is non-cumulative, and any vacation carried forward must be used by
the end of the next vacation period and shall otherwise be forfeited. A request
to carry forward more than one (1) week of vacation is a discretionary special
circumstance and not an annual entitlement.
4. Illness during scheduled vacation time
When an employee has vacation time scheduled and within that period
experiences an accident, illness or injury resulting in confinement in a hospital
or a recognized medical centre as evidenced by a medical certificate, there will
be no deductions from vacation credits for such absence. The period of vacation
so displaced shall be taken at a time convenient to the Corporation.
5. End of employment
In the event the employee has taken more vacation that they have accrued at the
time of termination, the Corporation shall recover the difference on the
overpaid vacation, the employee will provide payment directly to the
Corporation within thirty (30) days.
34 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-245 template reformatted to new numbering system and given
number HUM-VAC-245.
Formal Amendments
2001-01-15 Resolution passed by Council.
2002-07-04 Resolution passed by Council.
2004-03-29 Resolution passed by Council.
2010-06-14 Resolution passed by Council.
2011-02-07 Resolution passed by Council.
35 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-VAC-245
Approval Date: June 1, 1992
Policy Title: VACATION
Policy Type: COUNCIL Reviewed Date: June 2016
Next Review Date: June 2021
Category: Human Resources
Reviewed Date:
Sub-Category: Vacation, Leave & Hours of
Work
Amended: February 7, 2011
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-VAC-165 Leaves of Absence
HUM-HIR-100 Employee Status - Definitions
1. POLICY PURPOSE:
This policy establishes standards for annual vacation entitlements and vacation pay
percentages.
2. DEFINITIONS:
Entitlement: The number of vacation hours which an employee is eligible to use within
the vacation year based on years of continuous service.
Carry-forward:
permitted to be used in the subsequent vacation year.
Employment service date: The date of last hire where service is continuous.
Continuous service: Continuously employed by the City of Kitchener with no break in
service.
Years of service: The number of years of employment, based on the employment service
date where service is continuous.
36 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
Corporation: Refers to the Corporation of the City of Kitchener.
Standard work week:
employment contract or the terms of their collective agreement, if applicable, and reflecting
alternative schedules should the employee be approved to participate in any applicable
alternative working arrangements program.
Temporary full-time employee: For the purposes of this policy, a temporary full-time
employee performs a role equivalent to a CUPE 791 or non-union/management permanent
full-time role.
Employee status definitions used throughout this policy are available in policy HUM-
HIR-100 Employee Status Definitions which should be read alongside this policy for
correct application.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
Where terms of a Collective Agreement differ from this Policy, the terms of the
Collective Agreement will apply.
4. POLICY CONTENT:
4.1 General
Employees are encouraged to use all of their vacation entitlement each year. Permanent
full-time employees will accrue vacation to be taken as paid time off. All other employees
will earn vacation pay as a percentage of gross earnings with each pay. Employees who
earn vacation pay as a percentage will take unpaid vacation time off in accordance with the
Employment Standards Act (ESA).
4.1a Vacation year
37 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
stst
i. Prior to January 1, 2026, the vacation year shall be from June 1 to May 31.
st
Eligibility for paid vacation shall be determined on June 1 and entitlement
st
ii. As of January 1, 2026, the vacation year shall be from January 1 to December
st
31 with the qualifying year for each employee based on their employment
service date, which shall be calculated as of the anniversary date of the
4.1b Scheduling vacation
i. Vacations are to be taken in accordance with the ESA and shall be arranged to
and
, having regard for the
employment status date and operational requirements to ensure service levels
are maintained.
ii. When an employee has vacation time scheduled and within that period
qualifies for bereavement leave, bereavement entitlement will replace the use
of vacation credits or unpaid vacation time for such absence. The period of
vacation so displaced shall be taken at a time convenient to the Corporation.
4.1c Vacation while on leave
i. All employees on an approved ESA leave of absence will continue to earn time
toward years of service for the purposes of vacation entitlement. Any
employee entitled to paid vacation time will continue to accrue vacation credits
on the basis of months of continuous service.
ii. Employees on an approved non-ESA leave of absence will not earn time
toward years of service for the purposes of vacation entitlement for the period
of the leave. An employee entitled to paid vacation time will not accrue
vacation credits for the period of the leave.
a. For permanent full-time employees, in the event that a full calendar month
is not completed when an employee goes on leave, the
monthly vacation earnings will be pro-rated based on the number of
working days that the employee worked in the month the leave
commenced, up to the maximum monthly earnings corresponding to their
service entitlement as outlined below.
iii. Employees will not earn time toward years of service for the purposes of
vacation entitlement, and employees entitled to paid vacation time will not
accrue vacation credits when receiving a Long-Term Disability (LTD) benefit
starting from the date their LTD benefit is approved.
4.1d Returning from leave
38 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
i. Vacation credit accrual or accrual of time toward years of service for vacation
entitlement percentages will resume on the date the employee returns from a
non-ESA leave or LTD.
a. For permanent full-time employees, credit will be pro-rated based on the
number of working days the employee worked in the month the leave
ended, up to the maximum monthly earnings corresponding to their
service entitlement as outlined below.
4.1e End of employment
i. When the employment of any employee is terminated, the employee shall be
paid a proportionate amount of salary or wages for any unused or accrued
vacation credits.
4.2 Entitlements
The Corporation reserves the right to start a new employee at a higher entitlement.
4.2a CASUAL, & STUDENT EMPLOYEES
Casual and student employees will earn vacation pay as a percentage of gross
earnings with each pay (4% or 6% based on years of service) in accordance with
the Employment Standards Act.
4.2b TEMPORARY FULL-TIME EMPLOYEES
Temporary employees will earn 6% vacation pay as a percentage of gross
earnings with each pay.
4.2c CONTINUOUS PART-TIME EMPLOYEES
Vacation entitlement will parallel non-union, full-time staff. The percentage
payable will vary based on years of continuous service.
Vacation entitlement is based on the following schedule:
/ƚƓƷźƓǒƚǒƭ {ĻƩǝźĭĻ /ƚƓƷźƓǒƚǒƭ ƦğƩƷΏƷźƒĻ
ΛĻğƩƭ /ƚƒƦƌĻƷĻķΜ ǝğĭğƷźƚƓ ƦĻƩĭĻƓƷğŭĻ
ѡЊ Џ͵Љі
Њ Џ͵Љі
Ћ Џ͵Љі
Ќ Џ͵Љі
Ѝ Џ͵Љі
39 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
Ў Џ͵Ѝі
Џ Џ͵Бі
А А͵Ћі
Б А͵Џі
В Б͵Љі
ЊЉ Б͵Љі
ЊЊ Б͵Љі
ЊЋ Б͵Ѝі
ЊЌ Б͵Бі
ЊЍ В͵Ћі
ЊЎ В͵Џі
ЊЏ ЊЉ͵Љі
ЊА ЊЉ͵Љі
ЊБ ЊЉ͵Љі
ЊВ ЊЉ͵Љі
ЋЉ ЊЉ͵Ѝі
ЋЊ ЊЉ͵Бі
ЋЋ ЊЊ͵Ћі
ЋЌ ЊЊ͵Џі
ЋЍњ ЊЋ͵Љі
4.2d PERMANENT FULL TIME EMPLOYEES
Vacation entitlement is based on the following schedule:
/ƚƓƷźƓǒƚǒƭ aƚƓƷŷƌǤ aƚƓƷŷƌǤ
{ĻƩǝźĭĻ ǝğĭğƷźƚƓ ğĭĭƩǒğƌ ǝğĭğƷźƚƓ ğĭĭƩǒğƌ
ğĭğƷźƚƓ ķğǤƭ
ΛĻğƩƭ ΛźƓ ŷƚǒƩƭΜ ΛźƓ ŷƚǒƩƭΜ
/ƚƒƦƌĻƷĻķΜ ЌЎ ŷƚǒƩƭΉǞĻĻƉ ЍЉ ŷƚǒƩƭΉǞĻĻƉ
ѡЊ Њ͵ЋЎ ķğǤƭΉƒƚƓƷŷ Б͵АЎЉ ЊЉ͵ЉЉЉ
Њ ЊЎ ΛЌ ǞĻĻƉƭΜ Б͵АЎЉ ЊЉ͵ЉЉЉ
Ћ ЊЎ ΛЌ ǞĻĻƉƭΜ Б͵АЎЉ ЊЉ͵ЉЉЉ
Ќ ЊЎ ΛЌ ǞĻĻƉƭΜ Б͵АЎЉ ЊЉ͵ЉЉЉ
Ѝ ЊЎ ΛЌ ǞĻĻƉƭΜ Б͵АЎЉ ЊЉ͵ЉЉЉ
Ў ЊЏ ΛЌ ǞĻĻƉƭ њ Њ ķğǤΜ В͵ЌЌЌ ЊЉ͵ЏЏА
Џ ЊА ΛЌ ǞĻĻƉƭ њ Ћ ķğǤƭΜ В͵ВЊА ЊЊ͵ЌЌЌ
А ЊБ ΛЌ ǞĻĻƉƭ њ Ќ ķğǤƭΜ ЊЉ͵ЎЉЉ ЊЋ͵ЉЉЉ
Б ЊВ ΛЌ ǞĻĻƉƭ њ Ѝ ķğǤƭΜ ЊЊ͵ЉБЌ ЊЋ͵ЏЏА
40 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
В ЋЉ ΛЍ ǞĻĻƉƭΜ ЊЊ͵ЏЏА ЊЌ͵ЌЌЌ
ЊЉ ЋЉ ΛЍ ǞĻĻƉƭΜ ЊЊ͵ЏЏА ЊЌ͵ЌЌЌ
ЊЊ ЋЉ ΛЍ ǞĻĻƉƭΜ ЊЊ͵ЏЏА ЊЌ͵ЌЌЌ
ЊЋ ЋЊ ΛЍ ǞĻĻƉƭ њ Њ ķğǤΜ ЊЋ͵ЋЎЉ ЊЍ͵ЉЉЉ
ЊЌ ЋЋ ΛЍ ǞĻĻƉƭ њ Ћ ķğǤƭΜ ЊЋ͵БЌЌ ЊЍ͵ЏЏА
ЊЍ ЋЌ ΛЍ ǞĻĻƉƭ њ Ќ ķğǤƭΜ ЊЌ͵ЍЊА ЊЎ͵ЌЌЌ
ЊЎ ЋЍ ΛЍ ǞĻĻƉƭ њ Ѝ ķğǤƭΜ ЊЍ͵ЉЉЉ ЊЏ͵ЉЉЉ
ЊЏ ЋЎ ΛЎ ǞĻĻƉƭΜ ЊЍ͵ЎБЌ ЊЏ͵ЏЏА
ЊА ЋЎ ΛЎ ǞĻĻƉƭΜ ЊЍ͵ЎБЌ ЊЏ͵ЏЏА
ЊБ ЋЎ ΛЎ ǞĻĻƉƭΜ ЊЍ͵ЎБЌ ЊЏ͵ЏЏА
ЊВ ЋЎ ΛЎ ǞĻĻƉƭΜ ЊЍ͵ЎБЌ ЊЏ͵ЏЏА
ЋЉ ЋЏ ΛЎ ǞĻĻƉƭ њ Њ ķğǤΜ ЊЎ͵ЊЏА ЊА͵ЌЌЌ
ЋЊ ЋА ΛЎ ǞĻĻƉƭ њ Ћ ķğǤƭΜ ЊЎ͵АЎЉ ЊБ͵ЉЉЉ
ЋЋ ЋБ ΛЎ ǞĻĻƉƭ њ Ќ ķğǤƭΜ ЊЏ͵ЌЌЌ ЊБ͵ЏЏА
ЋЌ ЋВ ΛЎ ǞĻĻƉƭ њ Ѝ ķğǤƭΜ ЊЏ͵ВЊА ЊВ͵ЌЌЌ
ЋЍњ ЌЉ ΛЏ ǞĻĻƉƭΜ ЊА͵ЎЉЉ ЋЉ͵ЉЉЉ
Effective January 1, 2025, if the first full calendar month of service cannot be
completed because it begins with either a Holiday and/or weekend, an employee
who begins work on the first working day of the month will be credited with their
maximum monthly earnings based on their service entitlement.
1. Access to vacation
Employees shall have access to their vacation entitlement as advanced to them
st
on January 1 of each year. For greater clarity, where the vacation entitlement
is advanced, a new employee would earn and utilize their vacation entitlement
within the same year rather than having to earn a vacation entitlement in one
year prior to utilizing it in the following year.
2. Vacation accrual
As of January 1, 2026, all employees will accrue vacation monthly at the rate
corresponding to their annual entitlement based on their qualifying year in
accordance with their years of service in the chart above. Employees who have
reached a threshold that corresponds to a greater vacation entitlement will
accrue vacation at a higher monthly rate in the month following the anniversary
of their employment service date.
In the first year of employment, such vacation entitlement shall be prorated in
proportion to the period between the date of hire and the end of the vacation
year referenced above. Upon termination, vacation shall be prorated to
41 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
correspond to the proportion of the year in which they were employed by the
Corporation.
Employees whose first day of work begins after the first day of the month will
have their first month of vacation earnings pro-rated based on the number of
working days that the employee is employed by the Corporation in their first
month up to the maximum monthly earnings corresponding to their service
entitlement as outlined above. Employees who terminate prior to the last day of
the month shall have their vacation earnings for their final month of work pro-
rated based on the number of days worked in the month of termination up to the
maximum monthly earnings corresponding to their service entitlement as
outlined above.
2a. Vacation accrual employees hired on or after January 1, 2025
Employees hired on or after January 1, 2025 will accrue vacation monthly at
the rate corresponding to their annual entitlement based on the qualifying year.
3. Vacation carry-forward
forward up
to on
by written request to the
Department Head with a copy to the Director, Human Resources or Designate,
be granted the privilege of carrying
vacation to the next vacation period for a total of up to two (2) weeks. This
provision is non-cumulative, and any vacation carried forward must be used by
the end of the next vacation period and shall otherwise be forfeited. A request
to carry forward more than one (1) week of vacation is a discretionary special
circumstance and not an annual entitlement.
4. Illness during scheduled vacation time
When an employee has vacation time scheduled and within that period
experiences an accident, illness or injury resulting in confinement in a hospital
or a recognized medical centre as evidenced by a medical certificate, there will
be no deductions from vacation credits for such absence. The period of vacation
so displaced shall be taken at a time convenient to the Corporation.
5. End of employment
In the event the employee has taken more vacation that they have accrued at the
time of termination, the Corporation shall recover the difference on the
e
overpaid vacation, the employee will provide payment directly to the
Corporation within thirty (30) days.
42 of
84
Policy No:HUM-VAC-245
Policy Title: VACATION
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-245 template reformatted to new numbering system and given
number HUM-VAC-245.
Formal Amendments
2001-01-15 Resolution passed by Council.
2002-07-04 Resolution passed by Council.
2004-03-29 Resolution passed by Council.
2010-06-14 Resolution passed by Council.
2011-02-07 Resolution passed by Council.
43 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-WOR-035
Approval Date: December 10, 2001
Policy Title: BUSINESS TRAVEL &
MEETINGS
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: May 2021
Category: Human Resources
Last Amended: June 26, 2017
Sub-Category: Workplace Practices
Replaces:
Author: Financial Operation
Repealed:
Dept/Div: Financial Services / Financial
Replaced by:
Operations
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To establish rules and procedures with respect to business related travel or meeting
expenses such as authorized conferences, seminars, trade shows or meetings.
2. DEFINITIONS:
Corporation: Refers to the Corporation of the City of Kitchener.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
44 of
84
Policy No:HUM-WOR-035
Policy Title: BUSINESS TRAVEL & MEETINGS
4. POLICY CONTENT:
4.1 General Protocol
Employees travelling on City business are representing the corporation. They are
expected to conduct themselves with dignity and behave ethically at all times.
Expenses incurred on business functions should be consistent with reasonable
standards. Those who have any doubt as to the appropriateness of a specific travel
expense should consult with their supervisor for guidance.
4.2 Business Travel by Council
a) Business travel by Council includes conference attendance, participation as
executive members of provincial/national associations, and trade missions by
the Mayor.
b) The budgeted amount allocated to each member of Council for conferences
shall be determined at the start of each new term of Council for use during the
four-year term.
c) The budget for attendance at conferences shall be allocated equitably amongst
the individual members of Council.
d) The Mayor shall be provided with an additional allocation from Council
conference budget, in acknowledgement of the duties associated with being the
head of Council.
e) All business-related travel expenditures will be reported to the public on the
annual statement of remuneration and expenses.
f) In the event that a member of Council exceeds their conference budget, the
balance in excess of the approved budget will be charged against the next
available pay.
g) Expenses incurred by individual members of Council in relation to being
executive members of provincial and/or national associations/organizations as
well as costs associated with trade missions, shall not be subject to the expense
limits enacted via this policy as they are not funded through the Council
conference budget.
h) The Mayor may participate in one international business mission per year with
the Waterloo Economic Development Corporation to advance the regional
45 of
84
Policy No:HUM-WOR-035
Policy Title: BUSINESS TRAVEL & MEETINGS
economic development objectives related to foreign direct investment.
i) A member of Council is required to have their final travel costs approved by
the Mayor. The Mayor is required to have their final travel costs approved by
the Chief Administrative Officer.
4.3 Business Travel by City Staff
a) Subject to budget funding, City staff may attend a business function relevant to
their employment with the City. If any such business function (e.g., conference,
seminar, meeting, trade show) is held in a location outside of Canada or the
United States, or in Hawaii or Alaska, attendance shall first be specifically
approved by the CAO in writing. In the event that the CAO is required to travel
outside of Canada or the United States, or in Hawaii or Alaska, attendance shall
first be specifically approved by the Mayor in writing.
b) All business travel expenditures for City staff must be pre-approved. The
following table indicates the pre-approver for each attendee:
Attendee Approver
Mayor CAO
Councillor Mayor
CAO Mayor
Department Head CAO
Director Department Head
All other employees Director
4.4 Daily Allowance (per diem)
The attendee will be allowed a daily allowance to cover meals if not covered by
the registration fee. The daily allowance applies to each day of the business
function as well as for the day of travel prior to and immediately after the
business function, if applicable. The daily allowance includes a provision for
breakfast, lunch and dinner.
The daily allowance rates will be reviewed each year during the annual operating
budget process.
4.5 Hotel Accommodations
Reasonable costs for hotel accommodations will be reimbursed for each night
required for business travel.
46 of
84
Policy No:HUM-WOR-035
Policy Title: BUSINESS TRAVEL & MEETINGS
4.6 Transportation
Reasonable costs for transportation will be reimbursed.
For significant distances, the most economical method must be determined and
documented. When determining costs for each method, attempts must be made by
checking in advance to obtain a reasonable fare. Costs may also include ground
transportation to and from airports, bus terminals and train stations, parking,
mileage, and cancellation insurance. In this case, the attendee will only be
reimbursed up to the total cost of the most economical method of transportation.
4.7 Expense Reporting
All business travel expenditures including applicable receipts and documentation
should be submitted in SAP Concur within thirty (30) days of attending the event.
4.8 Companion Expenses
Council members and staff shall be responsible for all additional expenses incurred
as a result of a spouse or companion travelling with them.
4.9 Business Meals and/or Meeting Expenses
It may be appropriate for employees to conduct meetings relating to City business
that may include food and/or beverages. In these circumstances, actual costs will be
reimbursed if approved by supervisor.
In general, alcohol will not be reimbursed except in a meeting involving external
business contacts and where the approving supervisor determines the expense to be
appropriate.
When two or more staff members are present, and where reasonably possible, the highest
ranking person present should pay for the expenditure and submit the respective expense
claim once approved by their supervisor.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-35 template reformatted to new numbering system and given number
HUM-WOR-035
Formal Amendments
47 of
84
Policy No:HUM-WOR-035
Policy Title: BUSINESS TRAVEL & MEETINGS
2010-06-14 Resolution passed by Council, see report CAO-10-05
2011-02-07 Resolution passed by Council, see report FCS-11-029
2013-04-29 Resolution passed by Council.
2017-06-26 Resolution passed by Council, see report FCS-17-100
48 of
84
Appendix A to COR2024514
POLICY Policy No: HUM-WOR-035
Approval Date: December 10, 2001
Policy Title: BUSINESS TRAVEL &
MEETINGS
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: May 2021
Category: Human Resources
Last Amended: June 26, 2017
Sub-Category: Workplace Practices
Replaces:
Author: Financial Operation
Repealed:
Dept/Div: Financial Services / Financial
Replaced by:
Operations
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To establish rules and procedures with respect to business related travel or meeting
expenses such as authorized conferences, seminars, trade shows or meetings.
2. DEFINITIONS:
Corporation: Refers to the Corporation of the City of Kitchener.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
49 of
84
Policy No:HUM-WOR-035
Policy Title: BUSINESS TRAVEL & MEETINGS
4. POLICY CONTENT:
4.10 General Protocol
Employees travelling on City business are representing the corporation. They are
expected to conduct themselves with dignity and behave ethically at all times.
Expenses incurred on business functions should be consistent with reasonable
standards. Those who have any doubt as to the appropriateness of a specific travel
expense should consult with their supervisor for guidance.
4.11 Business Travel by Council
j) Business travel by Council includes conference attendance, participation as
executive members of provincial/national associations, and trade missions by
the Mayor.
k) The budgeted amount allocated to each member of Council for conferences
shall be determined at the start of each new term of Council for use during the
four-year term.
l) The budget for attendance at conferences shall be allocated equitably amongst
the individual members of Council.
m) The Mayor shall be provided with an additional allocation from Council
conference budget, in acknowledgement of the duties associated with being the
head of Council.
n) All business-related travel expenditures will be reported to the public on the
annual statement of remuneration and expenses.
o) In the event that a member of Council exceeds their conference budget, the
balance in excess of the approved budget will be charged against the next
available pay.
p) Expenses incurred by individual members of Council in relation to being
executive members of provincial and/or national associations/organizations as
well as costs associated with trade missions, shall not be subject to the expense
limits enacted via this policy as they are not funded through the Council
conference budget.
q) The Mayor may participate in one international business mission per year with
50 of
84
Policy No:HUM-WOR-035
Policy Title: BUSINESS TRAVEL & MEETINGS
the Waterloo Economic Development Corporation to advance the regional
economic development objectives related to foreign direct investment.
r) A member of Council is required to have their final travel costs approved by
the Mayor. The Mayor is required to have their final travel costs approved by
the Chief Administrative Officer.
4.12 Business Travel by City Staff
c) Subject to budget funding, City staff may attend a business function relevant to
their employment with the City. If any such business function (e.g., conference,
seminar, meeting, trade show) is held in a location outside of Canada or the
United States, or in Hawaii or Alaska, attendance shall first be specifically
approved by the CAO in writing. In the event that the CAO is required to travel
outside of Canada or the United States, or in Hawaii or Alaska, attendance shall
first be specifically approved by the Mayor in writing.
d) All business travel expenditures for City staff must be pre-approved. The
following table indicates the pre-approver for each attendee:
Attendee Approver
Mayor CAO
Councillor Mayor
CAO Mayor
Department Head CAO
Director Department Head
All other employees Director
4.13 Daily Allowance (per diem)
The attendee will be allowed a daily allowance to cover meals if not covered by
the registration fee. The daily allowance applies to each day of the business
function as well as for the day of travel prior to and immediately after the
business function, if applicable. The daily allowance includes a provision for
breakfast, lunch and dinner.
The daily allowance rates will be reviewed each year during the annual operating
budget process.
4.14 Hotel Accommodations
Reasonable costs for hotel accommodations will be reimbursed for each night
required for business travel.
51 of
84
Policy No:HUM-WOR-035
Policy Title: BUSINESS TRAVEL & MEETINGS
4.15 Transportation
Reasonable costs for transportation will be reimbursed.
For significant distances, the most economical method must be determined and
documented. When determining costs for each method, attempts must be made by
checking in advance to obtain a reasonable fare. Costs may also include ground
transportation to and from airports, bus terminals and train stations, parking,
mileage, and cancellation insurance. In this case, the attendee will only be
reimbursed up to the total cost of the most economical method of transportation.
4.16 Expense Reporting
All business travel expenditures including applicable receipts and documentation
should be submitted in SAP Concur within thirty (30) days of attending the event.
4.17 Companion Expenses
Council members and staff shall be responsible for all additional expenses incurred
as a result of a spouse or companion travelling with them.
4.18 Business Meals and/or Meeting Expenses
It may be appropriate for employees to conduct meetings relating to City business
that may include food and/or beverages. In these circumstances, actual costs will be
reimbursed if approved by supervisor.
In general, alcohol will not be reimbursed except in a meeting involving external
business contacts and where the approving supervisor determines the expense to be
appropriate.
When two or more staff members are present, and where reasonably possible, the highest
ranking person present should pay for the expenditure and submit the respective expense
claim once approved by their supervisor.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-35 template reformatted to new numbering system and given number
HUM-WOR-035
Formal Amendments
52 of
84
Policy No:HUM-WOR-035
Policy Title: BUSINESS TRAVEL & MEETINGS
2010-06-14 Resolution passed by Council, see report CAO-10-05
2011-02-07 Resolution passed by Council, see report FCS-11-029
2013-04-29 Resolution passed by Council.
2017-06-26 Resolution passed by Council, see report FCS-17-100
53 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-WOR-090
Approval Date: February 14, 2005
Policy Title: EMPLOYEE COMPUTER
PURCHASE PLAN
Reviewed Date: June 1, 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Workplace Practices
Last Amended: June 14, 2010
Author: Financial Operations
Replaces:
Dept/Div: Financial Services / Financial
Repealed:
Operations
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-HIR-100 Employee Status - Definitions
1. POLICY PURPOSE:
To establish a plan that will enable employees to purchase or upgrade personal computers
for their home.
2. DEFINITIONS:
Corporation or City: Refers to the Corporation of the City of Kitchener
Employee status definitions used throughout this policy are available in policy HUM-
HIR-100 Employee Status Definitions which should be read alongside this policy for
correct application.
54 of
84
Policy No:HUM-WOR-090
Policy Title: EMPLOYEE COMPUTER PURCHASE PLAN
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
4. POLICY CONTENT:
1. Eligibility
All permanent full-time employees and any continuous part-time employees with at
least six months of continuous employment service with the Corporation.
2. Plan Description
The plan provides an interest free loan to an employee for the purchase of computer
equipment and software. The maximum loan is $3,000 for permanent full-time
employees and $1,500 for continuous part-time employees.
Maximum access to the computer purchase plan is once per year and only once prior
balances have been paid in full.
The following items are not supported by the Plan:
Smart phone
Smart watch
Fitbit
Internet connection/monthly charges
Gaming systems
Digital cameras
Any other item deemed inappropriate by Finance
The loan repayment will be made through payroll deductions.
Maximum repayment terms are:
55 of
84
Policy No:HUM-WOR-090
Policy Title: EMPLOYEE COMPUTER PURCHASE PLAN
One year for permanent full-time employees for purchases between $750 and
$1500,
Three years for permanent full-time employees for purchases over $1500,
One year for continuous part-time employees
An outstanding loan balance can be paid off at any time. If an outstanding balance
exists when an employee leaves the City, the outstanding balance must be paid in full.
Fraudulent violations or abuse of this policy are serious and may result in
disciplinary action up to and including termination of employment.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-90 template reformatted to new numbering system and given
number HUM-WOR-090.
Formal Amendments
2010-06-14 Resolution passed by Council.
56 of
84
POLICY Policy No: HUM-WOR-090
Approval Date: February 14, 2005
Policy Title: EMPLOYEE COMPUTER
PURCHASE PLAN
Reviewed Date: June 1, 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Workplace Practices
Last Amended: June 14, 2010
Author: Financial Operations
Replaces:
Dept/Div: Financial Services / Financial
Repealed:
Operations
Replaced by:
Related Policies, Procedures and/or Guidelines:
HUM-HIR-100 Employee Status - Definitions
1. POLICY PURPOSE:
To establish a plan that will enable employees to purchase or upgrade personal computers
for their home.
2. DEFINITIONS:
Corporation or City: Refers to the Corporation of the City of Kitchener
Employee status definitions used throughout this policy are available in policy HUM-
HIR-100 Employee Status Definitions which should be read alongside this policy for
correct application.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
57 of
84
Policy No:HUM-WOR-090
Policy Title: EMPLOYEE COMPUTER PURCHASE PLAN
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
4. POLICY CONTENT:
1. Eligibility
All permanent full-time employees and any continuous part-time employees with at
least six months of continuous employment service with the Corporation.
2. Plan Description
The plan provides an interest free loan to an employee for the purchase of computer
equipment and software. The maximum loan is $3,000 for permanent full-time
employees and $1,500 for continuous part-time employees.
Maximum access to the computer purchase plan is once per year and only once prior
balances have been paid in full.
The following items are not supported by the Plan:
Smart phone
Smart watch
Fitbit
Internet connection/monthly charges
Gaming systems
Digital cameras
Any other item deemed inappropriate by Finance
The loan repayment will be made through payroll deductions.
Maximum repayment terms are:
58 of
84
Policy No:HUM-WOR-090
Policy Title: EMPLOYEE COMPUTER PURCHASE PLAN
One year for permanent full-time employees for purchases between $750 and
$1500,
Three years for permanent full-time employees for purchases over $1500,
One year for continuous part-time employees
An outstanding loan balance can be paid off at any time. If an outstanding balance
exists when an employee leaves the City, the outstanding balance must be paid in full.
Fraudulent violations or abuse of this policy are serious and may result in
disciplinary action up to and including termination of employment.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-90 template reformatted to new numbering system and given
number HUM-WOR-090.
Formal Amendments
2010-06-14 Resolution passed by Council.
59 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-WOR-190
Approval Date: December 17, 1990
Policy Title: PERSONAL VEHICLE USE
REIMBURSEMENT
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: May 2021
Category: Human Resources Reviewed Date:
Amended: July 26, 2017
Sub-Category: Workplace Practices
Author: Financial Operations
Replaces:
Repealed:
Dept/Div: Financial Services / Financial
Operations
Replaced by:
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To define eligibility criteria for reimbursing mileage and/or parking costs to employees who
are required to use their personal vehicles for City business.
2. DEFINITIONS:
Business Site: Any site where the employee undertakes business activities, such as a
considered a business site.
Regular Place of Work: The Canada Revenue Agency (CRA) considers a regular place
of employment to be any location where an employee regularly reports for work or
performs their employment duties. An employee can have multiple regular places of
employment.
mileage expense purposes.
60 of
84
Policy No:HUM-WOR-190
Policy Title: PERSONAL VEHICLE USE REIMBURSEMENT
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
Where terms of Collective Agreement differ from this Policy, the terms of the Collective
Agreement will apply.
4. POLICY CONTENT:
Any employee required to use their personal vehicle for business purposes is entitled to
claim mileage and applicable parking costs incurred for that trip. The rate of reimbursement
for mileage will be the Canada Revenue Agency (CRA) prescribed mileage rate effective
st
January 1 of each year. An employee is required to obtain prior authorization from the
employee's supervisor for use of the employee's vehicle on City business.
Mileage will be calculated as follows:
1. When travelling from business site to business site (including regular place of
work):
actual mileage incurred
2. When travelling to/from home and a business site (other than
regular place of work), the lesser distance of:
home to/from business site
regular place of work to/from business site
Note: The CRA states that travel from home to a regular place of work (and back) is
the City of Kitchener will not reimburse that portion of
the trip.
Where an employee is on assignment over the lunch or rest periods, reasonable mileage can
be claimed in order to drive to a location for a break.
61 of
84
Policy No:HUM-WOR-190
Policy Title: PERSONAL VEHICLE USE REIMBURSEMENT
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-190 template reformatted to new numbering system and given number
HUM-WOR-190.
Formal Amendments
1995-01-23 Resolution passed by Council.
2001-12-10 Resolution passed by Council, see report SSD-01-016
2017-06-26 Resolution passed by Council, see report FCS-17-100
62 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-WOR-190
Approval Date: December 17, 1990
Policy Title: PERSONAL VEHICLE USE
REIMBURSEMENT
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: May 2021
Category: Human Resources Reviewed Date:
Amended: July 26, 2017
Sub-Category: Workplace Practices
Author: Financial Operations
Replaces:
Repealed:
Dept/Div: Financial Services / Financial
Operations
Replaced by:
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To define eligibility criteria for reimbursing mileage and/or parking costs to employees who
are required to use their personal vehicles for City business.
2. DEFINITIONS:
Business Site: Any site where the employee undertakes business activities, such as a
municipal building, office location is not
considered a business site.
Regular Place of Work: The Canada Revenue Agency (CRA) considers a regular place
of employment to be any location where an employee regularly reports for work or
performs their employment duties. An employee can have multiple regular places of
employment. a regular place of work for
mileage expense purposes.
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
63 of
84
Policy No:HUM-WOR-190
Policy Title: PERSONAL VEHICLE USE REIMBURSEMENT
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
Where terms of Collective Agreement differ from this Policy, the terms of the Collective
Agreement will apply.
4. POLICY CONTENT:
Any employee required to use their personal vehicle for business purposes is entitled to
claim mileage and applicable parking costs incurred for that trip. The rate of reimbursement
for mileage will be the Canada Revenue Agency (CRA) prescribed mileage rate effective
st
January 1 of each year. An employee is required to obtain prior authorization from the
employee's supervisor for use of the employee's vehicle on City business.
Mileage will be calculated as follows:
3. When travelling from business site to business site (including regular place of
work):
actual mileage incurred
4. When travelling to/from home and a business site (other than
regular place of work), the lesser distance of:
home to/from business site
regular place of work to/from business site
Note: The CRA states that travel from home to a regular place of work (and back) is
not reimburse that portion of
the trip.
Where an employee is on assignment over the lunch or rest periods, reasonable mileage can
be claimed in order to drive to a location for a break.
5. HISTORY OF POLICY CHANGES
Administrative Updates
64 of
84
Policy No:HUM-WOR-190
Policy Title: PERSONAL VEHICLE USE REIMBURSEMENT
2016-06-01 Policy II-190 template reformatted to new numbering system and given number
HUM-WOR-190.
Formal Amendments
1995-01-23 Resolution passed by Council.
2001-12-10 Resolution passed by Council, see report SSD-01-016
2017-06-26 Resolution passed by Council, see report FCS-17-100
65 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-WOR-240
Approval Date: December 17, 1990
Policy Title: TUITION ASSISTANCE
Policy Type: COUNCIL Reviewed Date: May 10, 2010
Reviewed Date: June 2016
Category: Human Resources
Next Review Date: June 2021
Sub-Category: Workplace Practices
Reviewed Date:
Author: Human Resources
Amended: December 10, 2001
Dept/Div: Corporate Services/Human
Replaces:
Resources
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To provide for a system to encourage the self-development of employees by continuing their
education through after hours, employee initiated voluntary learning.
This policy does not apply to work-related conferences, workshops, seminars, and mandatory
training, which are normally taken during working hours and normally occur over a short
period of time, usually five days or less in duration.
2. DEFINITIONS:
For purposes of this Policy, part-time employees are identified as those part-time employees
who have accumulated 700 service hours with the City in the prior calendar year ending with
st
December 31 and maintain 500 hours in subsequent years.
66 of
84
Policy No:HUM-WOR-240
Policy Title: TUITION ASSISTANCE
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
4. POLICY CONTENT:
Subject to budget availability, the City will pay, upon proof of successful completion, up to
one hundred per cent (100%) of the cost of tuition fees, and examination fees for approved
courses. This applies to courses current job and/or career aspirations
at the City of Kitchener.
In exceptional cases, where an employee cannot self-fund, they may request an advanced
payment. If the employee does not successfully complete the course, they must repay the
advanced amount.
1. Approval Criteria
Consideration for payment of an individual course will be governed by the following
criteria. Both items a) and b) must be met:
a) and/or career
aspirations at the City of Kitchener.
b) The institution offering the course must be an accredited educational institution
as stated by the Ontario Ministry of Education, professional association, and/or
trade establishment.
c) Consideration for approval could include: employment record, work
performance, availability of funds, career aspirations, enhancement of skills.
Approval from the department head is required before enrolling in any course(s) for
reimbursement.
67 of
84
Policy No:HUM-WOR-240
Policy Title: TUITION ASSISTANCE
2. Priority for Approval of Courses/Tuition will be:
a) Previously deferred payments (if any).
b) Payment for courses related to present job/career path
c) at the City of
Kitchener.
3. Application Process
a) Official application forms only will be used.
b) To ensure application will receive full consideration, early submission is
recommended.
c)
d) Prior approval must be granted by Supervisor, Director, and Department Head
or delegate.
e) Approved payment may be deferred due to budget availability.
f) Proof of successful completion for the approved course(s) must be submitted as
soon as it becomes available.
g) If the employee fails to complete the course or achieves a grade below the
institution, the reimbursement agreement becomes
null and void. Should the employee have received an advance for the course(s),
they must repay the City through a payment plan. Additionally, the City will
not approve any further courses for the employee until a full repayment is made.
h) A declaration agreement will be required to ensure the mutual benefit of this
program. If an employee resigns or is terminated for cause within three years of
receiving tuition reimbursement, and the cumulative cost of the reimbursement
is $1000 or more, the following repayment terms apply:
Time of Departure Repayment Percentage
Within 6 months 100%
6 - 12 months 75%
12 - 24 months 50%
68 of
84
Policy No:HUM-WOR-240
Policy Title: TUITION ASSISTANCE
24 - 36 months 25%
After 36 months 0%
5. HISTORY OF POLICY CHANGES
Administrative Updates
2010-05-10 Minor changes.
2016-06-01 Policy II-240 template reformatted to new numbering system and given
number HUM-WOR-240.
Formal Amendments
1995-01-23 Resolution passed by Council
1999-01-11 Resolution passed by Council
2001-12-10 Resolution passed by Council
69 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-WOR-240
Approval Date: December 17, 1990
Policy Title: TUITION ASSISTANCE
Policy Type: COUNCIL Reviewed Date: May 10, 2010
Reviewed Date: June 2016
Category: Human Resources
Next Review Date: June 2021
Sub-Category: Workplace Practices
Reviewed Date:
Author: Human Resources
Amended: December 10, 2001
Dept/Div: Corporate Services/Human
Replaces:
Resources
Repealed:
Replaced by:
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To provide for a system to encourage the self-development of employees by continuing their
education through after hours, employee initiated voluntary learning.
This policy does not apply to work-related conferences, workshops, seminars, and mandatory
training, which are normally taken during working hours and normally occur over a short
period of time, usually five days or less in duration.
2. DEFINITIONS:
For purposes of this Policy, part-time employees are identified as those part-time employees
who have accumulated 700 service hours with the City in the prior calendar year ending with
st
December 31 and maintain 500 hours in subsequent years.
3. SCOPE:
70 of
84
Policy No:HUM-WOR-240
Policy Title: TUITION ASSISTANCE
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
4. POLICY CONTENT:
Subject to budget availability, the City will pay, upon proof of successful completion, up to
one hundred per cent (100%) of the cost of tuition fees, and examination fees for approved
courses. This applies to courses current job and/or career aspirations
at the City of Kitchener.
In exceptional cases, where an employee cannot self-fund, they may request an advanced payment. If the
employee does not successfully complete the course, they must repay the advanced amount.
1. Approval Criteria
Consideration for payment of an individual course will be governed by the following
criteria. Both items a) and b) must be met:
a) Course(s) must directly relate job and/or career
aspirations at the City of Kitchener.
b) The institution offering the course must be an accredited educational institution
as stated by the Ontario Ministry of Education, professional association, and/or
trade establishment.
c) Consideration for approval could include: employment record, work
performance, availability of funds, career aspirations, enhancement of skills.
Approval from the department head is required before enrolling in any course(s) for
reimbursement.
2. Priority for Approval of Courses/Tuition will be:
71 of
84
Policy No:HUM-WOR-240
Policy Title: TUITION ASSISTANCE
a) Previously deferred payments (if any).
b) Payment for courses related to present job/career path
c) career aspirations at the City of
Kitchener.
3. Application Process
a) Official application forms only will be used.
b) To ensure application will receive full consideration, early submission is
recommended.
c)
d) Prior approval must be granted by Supervisor, Director, and Department Head
or delegate.
e) Approved payment may be deferred due to budget availability.
f) Proof of successful completion for the approved course(s) must be submitted as
soon as it becomes available.
i) If the employee fails to complete the course or achieves a grade below the
institutiond passing grade, the reimbursement agreement becomes
null and void. Should the employee have received an advance for the course(s),
they must repay the City through a payment plan. Additionally, the City will
not approve any further courses for the employee until a full repayment is made.
j) A declaration agreement will be required to ensure the mutual benefit of this
program. If an employee resigns or is terminated for cause within three years of
receiving tuition reimbursement, and the cumulative cost of the reimbursement
is $1000 or more, the following repayment terms apply:
Time of Departure Repayment Percentage
Within 6 months 100%
6 - 12 months 75%
12 - 24 months 50%
24 - 36 months 25%
72 of
84
Policy No:HUM-WOR-240
Policy Title: TUITION ASSISTANCE
After 36 months 0%
5. HISTORY OF POLICY CHANGES
Administrative Updates
2010-05-10 Minor changes.
2016-06-01 Policy II-240 template reformatted to new numbering system and given
number HUM-WOR-240.
Formal Amendments
1995-01-23 Resolution passed by Council
1999-01-11 Resolution passed by Council
2001-12-10 Resolution passed by Council
73 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-WOR-255
Approval Date: December 17, 1990
Policy Title: ANNIVERSARY MILESTONE
RECOGNITION
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Workplace Practices
Last Amended:
Author: Human Resources
Repealed: February 4, 2013
Dept/Div: Corporate Services/Human
Replaced by:
Resources
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To provide tangible recognition to employees reaching anniversary milestones and to long
service employees and retirees.
2. DEFINITIONS:
Anniversary Milestone: For the purpose of this Policy only, the date that corresponds with a
completed year of service with the City of Kitchener, whether based on full-time, part-time
anniversary milestone date will not be impacted by non-continuous or non-consecutive periods
of employment separated by less than one year. For clarity, non-continuous or non-consecutive
periods of employment separated by more than one year will result in service recognition being
reset for the purposes of this Policy to the start of the most recent period of employment.
74 of
84
Policy No:HUM-WOR-255
Policy Title: ANNIVERSARY MILESTONE RECOGNITION PROGRAM
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
The service recognition with the City of Kitchener outlined in this Policy applies with
respect to the Anniversary Milestone Recognition Program only. The service recognition
seniority,
length of employment, periods of employment, employment status (full-time, part-time
(including seasonal for purposes of this Policy), temporary), continuity of employment, or
otherwise, for any other purpose whatsoever.
4. POLICY CONTENT:
1. Eligibility
a) All employees reaching a five-year anniversary milestone (e.g., 5, 10, 15,
20 years, etc.).
b) All retirees and employees who resign having achieved their 25-year
anniversary milestone.
2. Presentations and Awards
a) All eligible employees will be presented a certificate signed by the Mayor.
Presentations of the certificate will be made by a departmental management
representative at a time and location determined at their discretion.
b) All employees who retire having achieved their 25-year anniversary
milestone as recognized by this Policy
choice* valued at $300, excluding tax. In addition, retirees who have
achieved their 25-year anniversary milestone will receive a lifetime
membership to the Municipal Retirees Organization Ontario. If possible, the
gifts will be presented to the employee by the Department Head prior to the
75 of
84
Policy No:HUM-WOR-255
Policy Title: ANNIVERSARY MILESTONE RECOGNITION PROGRAM
*This gift can include a gift, gift certificate, charitable donation (not tax-
deductible) or contribution to a workplace event.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-255 template reformatted and to new numbering system and given
number HUM-WOR-255.
Formal Amendments
1996-05-21 Resolution passed by Council.
2001-12-10 Resolution passed by Council.
2010-06-14 Resolution passed by Council.
2013-02-04 Resolution passed by Council, repealed & replaced FCS-13-012
76 of
84
Appendix A to COR2024514
POLICY Policy No: HUM-WOR-255
Approval Date: December 17, 1990
Policy Title: ANNIVERSARY MILESTONE
RECOGNITION
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Workplace Practices
Last Amended:
Author: Human Resources
Repealed: February 4, 2013
Dept/Div: Corporate Services/Human
Replaced by:
Resources
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To provide tangible recognition to employees reaching anniversary milestones and to long
service employees and retirees.
2. DEFINITIONS:
Anniversary Milestone: For the purpose of this Policy only, the date that corresponds with a
completed year of service with the City of Kitchener, whether based on full-time, part-time
(including seasonal for purposes of this Policy), or temporary employment.
anniversary milestone date will not be impacted by non-continuous or non-consecutive periods
of employment separated by less than one year. For clarity, non-continuous or non-consecutive
periods of employment separated by more than one year will result in service recognition being
reset for the purposes of this Policy to the start of the most recent period of employment.
3. SCOPE:
77 of
84
Policy No:HUM-WOR-255
Policy Title: ANNIVERSARY MILESTONE RECOGNITION PROGRAM
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
The service recognition with the City of Kitchener outlined in this Policy applies with
respect to the Anniversary Milestone Recognition Program only. The service recognition
eniority,
length of employment, periods of employment, employment status (full-time, part-time
(including seasonal for purposes of this Policy), temporary), continuity of employment, or
otherwise, for any other purpose whatsoever.
4. POLICY CONTENT:
1. Eligibility
a) All employees reaching a five-year anniversary milestone (e.g., 5, 10, 15,
20 years, etc.).
b) All retirees and employees who resign having achieved their 25-year
anniversary milestone.
2. Presentations and Awards
c) All eligible employees will be presented a certificate signed by the Mayor.
Presentations of the certificate will be made by a departmental management
representative at a time and location determined at their discretion.
d) All employees who retire having achieved their 25-year anniversary
milestone as recognized by this Policy
choice* valued at $300, excluding tax. In addition, retirees who have
achieved their 25-year anniversary milestone will receive a lifetime
membership to the Municipal Retirees Organization Ontario. If possible, the
gifts will be presented to the employee by the Department Head prior to the
78 of
84
Policy No:HUM-WOR-255
Policy Title: ANNIVERSARY MILESTONE RECOGNITION PROGRAM
*This gift can include a gift, gift certificate, charitable donation (not tax-
deductible) or contribution to a workplace event.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-255 template reformatted and to new numbering system and given
number HUM-WOR-255.
Formal Amendments
1996-05-21 Resolution passed by Council.
2001-12-10 Resolution passed by Council.
2010-06-14 Resolution passed by Council.
2013-02-04 Resolution passed by Council, repealed & replaced FCS-13-012
79 of
84
Appendix A to COR-2024-514
POLICY Policy No: HUM-WOR-XXX
Approval Date: Click here to enter a
Policy Title: EMPLOYER-SUPPORTED
date.
TRANSPORTATION
Reviewed Date: Click here to enter text.
Policy Type: COUNCIL
Next Review Date: Click here to enter
Category: Human Resources
text.
Reviewed Date: Click here to enter text.
Sub-Category: Benefits & Compensation
Author: Human Resources
Last Amended: Click here to enter a
date.
Dept/Div: Corporate Services / Human
Replaces: Click here to enter text.
Resources
Repealed: Click here to enter a date.
Replaced by: Click here to enter text.
Related Policies, Procedures and/or Guidelines:
HUM-WOR-190 Personal Vehicle Use Reimbursement
1. POLICY PURPOSE:
To provide support for employees related to transportation to the workplace to support
internal alignment among municipal work sites where feasible.
2. DEFINITIONS:
Taxable benefit: Benefits provided by employers to employees which are considered a
form of compensation and are subject to income tax by the Canada Revenue Agency.
Pensionable earnings: The value of taxable earnings or benefits which are subject to
(CPP) contributions.
80 of
84
Policy No: HUM-WOR-XXX
Policy Title: EMPLOYER-SUPPORTED TRANSPORTATION
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
Where the terms of a Collective Agreement differ from this Policy, the terms of the
Collective Agreement will apply.
4. POLICY CONTENT:
Employer-provided parking
Employees who report to a municipal work site (i.e., normal place of work) with fee-based
parking may request employer-provided parking at a City-operated garage or lot for the
primary purpose of attending the work site, as a taxable benefit. The lot or garage assigned
will be dependent on the availability of an open space at the requested parking location.
Employees receiving employer-provided parking will incur a deduction from their pay of
the calculated taxable benefit on a regular schedule in accordance with their pay frequency.
The taxable benefit will be based on the fair market value of the chosen City-operated
garage or lot.
Personal vehicle use for business travel
Employees in jobs that meet the Canada Revenue Agency (CRA) threshold of requiring
the use of a personal vehicle for business travel the majority of the time will not incur a
taxable benefit as a result of meeting this threshold, per the CRA. Jobs will be identified
by Directors and approved by the Corporate Leadership Team (CLT).
If the City of Kitchener or an employee is audited by the CRA and the employee is found
to be non-compliant regarding the use of their personal vehicle for work purposes, the
employee will be liable for any income tax payable as well as associated penalties or fines.
Employees who use their vehicle for work occasionally but do not meet the CRA threshold
are not eligible for a reduction of the taxable benefit. As a result of any business travel,
they will be eligible to claim mileage reimbursement and any parking charges incurred at
81 of
84
Policy No: HUM-WOR-XXX
Policy Title: EMPLOYER-SUPPORTED TRANSPORTATION
their destination in accordance with Council Policy HUM-WOR-190 Personal Vehicle Use
Reimbursement.
Falsifying the usage of a vehicle for work purposes, mileage, or transferring parking access
to anyone else is considered fraud and will be subject to disciplinary action up to and
including termination of employment.
Subsidized monthly transit pass
Employees who purchase an eligible Grand River Transit monthly pass for the primary
purpose of attending the work site are eligible for a monthly subsidy as a taxable benefit.
The taxable benefit will be based on the value of the subsidy.
Transferring a qualifying transit pass or allowing anyone else to use it is considered fraud
and will be subject to disciplinary action up to and including termination of employment.
Pensionable earnings
The value of employer-provided parking and the transit pass subsidy is considered
pensionable earnings and is subject to OMERS contributions. In some cases, the value of
these benefits may also be subject to additional CPP contributions for employees whose
annual contributions have not reached the CPP contribution limit.
5. HISTORY OF POLICY CHANGES
Administrative Updates
N/A
Formal Amendments
TBD
82 of
84
Appendix B to COR-2024-514
POLICY Policy No: HUM-WOR-095
Approval Date: December 17, 1990
Policy Title: EMPLOYEE FILE
OFFICIAL RECORD
Reviewed Date: June 2016
Policy Type: COUNCIL
Next Review Date: June 2021
Category: Human Resources Reviewed Date:
Sub-Category: Workplace Practices
Last Amended: June 14, 2010
Author: Human Resources
Replaces:
Dept/Div: Corporate Services/Human
Repealed:
Resources
Replaced by:
Related Policies, Procedures and/or Guidelines:
1. POLICY PURPOSE:
To establish an official employment file for each employee.
2. DEFINITIONS:
To be included at next review
3. SCOPE:
POLICY APPLIES TO THE FOLLOWING:
All Employees
All Full-Time Employees All Union
Management C.U.P.E. 68 Civic
Non Union C.U.P.E. 68 Mechanics
Temporary C.U.P.E. 791
Student I.B.E.W. 636
Part-Time Employees K.P.F.F.A.
Specified Positions only: Other:
Council Local Boards & Advisory Committees
83 of
84
Policy No:HUM-WOR-095
Policy Title: EMPLOYEE FILE OFFICIAL RECORD
4. POLICY CONTENT:
The personnel file resident in Human Resources for an employee constitutes the only
this Policy, training and performance records on file with the Fire Department are deemed
A copy of all correspondence related to an employee must be filed with Human Resources.
Correspondence not on file with Human Resources does not form part of the employe
include any documentation in the possession of operating management which has the
potential to affect the employment relationship, either in a positive or negative fashion, and
ought properly to be known to the employee.
Human Resources staff and supervisory staff involved in any discipline issues. In
circumstances involving Job Postings or Notice of Job Vacancy, the selection committee
review the relevant employment data.
Employees shall have the right to see their own personnel file while in the presence of a
member of the Human Resources Division at such time that is convenient to the
Corporation and within five (5) working days of the employment request.
5. HISTORY OF POLICY CHANGES
Administrative Updates
2016-06-01 Policy II-95 template reformatted to new numbering system and given
number HUM-WOR-095.
Formal Amendments
1996-05-21 Resolution passed by Council
2001-12-10 Resolution passed by Council
2010-06-14 Resolution passed by Council
84 of
84
