A GUIDE TO TAKING YOUR

MATERNITY/ PARENTAL/ ADOPTION

LEAVE OF ABSENCE
Non Union & Management

UNIVERSITY HEALTH NETWORK

Human Resources
INTRODUCTION
This guide has been designed to help you as you get ready for this exciting time – the birth or adoption of your
child. Congratulations. The information contained in this guide is in accordance with UHN Maternity, Parental
and Adoption leave policies, Ontario Employment Standards Act (ESA) and Employment Insurance (EI).

1.0 Maternity Leave of Absence

Seventeen (17) weeks maternity leave of absence will be granted to the person giving birth who has been
employed at least twelve (12) weeks from the last date of hire prior to the expected date of delivery.

An employee may begin their leave at any time with the seventeen (17) weeks before the expected date of birth.

The employee shall give the Hospital/Manager at least two (2) weeks written notice of the day they intend to
begin their leave and a letter from their doctor indicating the expected date of delivery. In the event of pregnancy
complications or premature birth, the two week notice would be waived. The employee must, within two (2)
weeks of stopping work, provide written notice of the date of birth and a letter from their doctor stating that the
employee has ceased working due to complications resulting from the pregnancy, or in the case of premature
birth, the date of birth.

Miscarriages and stillbirths

An employee who has a miscarriage or stillbirth more than 17 weeks before their due date is not entitled to a
maternity leave. However, if an employee has a miscarriage or stillbirth within the 17-week period preceding the
due date, they are eligible for maternity leave. The latest date the employee can begin the leave in that case is
the date of miscarriage or stillbirth.

The maternity leave of an employee who has a miscarriage or stillbirth ends on the day that is the later of:

 17 weeks after the maternity leave began; or

 12 weeks after the stillbirth or miscarriage.

Return to Work

An employee wishing to return to work six (6) weeks after the date of birth must notify the Hospital at least one (1)
week in advance and produce a letter from their doctor indicating that they are fit to resume their duties at work.

An employee returning to work may change the date to return earlier or later, if written notice is sent to the
Hospital at least four (4) weeks prior to the original date of return. However, an employee cannot schedule a new
end date to their maternity leave that would result in them taking a longer leave than they are entitled to.

On their return to work, the employee shall be reinstated to their position, or one of comparable nature, at a salary
not less than they were receiving at the commencement of their leave.

1.1 Employment Insurance (EI) Maternity Benefits *Effective Sept 27, 2020, Service Canada
has implemented the following changes
A maximum of fifteen (15) weeks of paid Employment Insurance valid for 1 year (expires Sept 27, 2021):
(EI) maternity benefits are available after the one-week waiting
You must work 120 insured hours to
period. Benefits can be paid as early as twelve (12) weeks qualify for benefits as they will be
before the expected date of birth, and can end as late as crediting you a one-time credit of 480
seventeen (17) weeks after the actual date of birth. insured hours to help you meet the
required 600 insured hours of work.
The weekly EI maternity benefit rate is 55% of your average
weekly earnings up to a maximum amount. To be eligible for EI
maternity benefits, you must have worked a minimum of 600
hours* in the past 52 weeks or since the start of your last claim.

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Qualifications and benefit periods are variable and subject to change. Contact your Service Canada
Centre for current provisions or visit www.servicecanada.gc.ca/eng/sc/ei/benefits/maternityparental.shtml.

1.2 Supplemental Maternity Benefits

The supplemental maternity benefit is payable to permanent full-time and part-time employees who qualify for
maternity leave.

University Health Network (UHN) will pay a supplemental benefit equal to the difference between 85% of regular
weekly earnings and the sum of the weekly Employment Insurance (EI) benefit and any other earnings. The
amount payable under the UHN supplemental plan is limited to 85% of a maximum salary of $200,000.

Currently, EI maternity benefits are paid at a weekly benefit rate of 55% of weekly earnings, up to a maximum of
$547 per week. Therefore, the Hospital’s supplemental plan would be limited to $2,722.23 per week (i.e. 85% of
$200,000 = $3,269.23/week - $547/week = $2,722.23/week).

This top-up benefit is payable for up to fifteen (15) weeks after the standard EI one (1) week waiting period and
following receipt by the Hospital of proof of payment of EI maternity benefits.

2.0 Parental and Adoption Leave of Absence

Parental Leave of Absence
Sixty-three (63) weeks parental leave of absence will be granted to employees who have been employed at least
twelve (12) weeks from the last date of hire to the commencement of the leave. However, for a combined
maternity and parental leave, a person giving birth will be able to receive sixty-one (61) weeks of parental leave
after their seventeen (17) weeks of maternity leave, for a total of seventy-eight (78) weeks.

If an employee is on a maternity leave, a parental leave must begin immediately following the expiry of the
maternity leave and must be completed without interruption. The combination of maternity and parental leave
cannot exceed seventy-eight (78) weeks in total.

Employees may decide to take a shorter leave if they wish. However, once an employee has started parental
leave, they must take it all at one time. The employee cannot use part of the leave, return to work and then go
back on parental leave for the unused portion.

A parent may begin parental leave no later than seventy-eight (78) weeks after the birth of the child or the date
the child first came into their custody, care and control.

The employee shall give the Hospital/Manager at least two (2) weeks written notice of the day they intend to
begin parental leave.

Miscarriages and stillbirths

An employee who has a miscarriage or stillbirth, or whose spouse or same-sex partner has a miscarriage or
stillbirth, is not eligible for parental leave.

Return to Work

An employee returning to work may change the date to return earlier or later, if written notice is sent to the
Hospital at least four (4) weeks prior to the original date of return. However, an employee cannot schedule a new
end date to their parental leave that would result in them taking a longer leave than they are entitled to.

On return to work, the employee shall be reinstated to their position, or one of comparable nature, at a salary not
less than they were receiving at the commencement of the leave.

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Adoption Leave of Absence
Sixty-three (63) weeks adoption leave of absence will be granted to employees who have been employed at least
twelve (12) weeks from the last date of hire prior to the expected date of adoption.

An employee adopting a child may elect to take either a parental leave or an adoption leave. If both parents are
employed at University Health Network, the following will apply:

 one parent may elect an adoption leave;

 one parent may elect a parental leave;
 one parent cannot elect both an adoption leave and a parental leave.

The employee will advise the Hospital/Manager as far in advance as possible of having qualified to adopt a child
and will request the leave upon receipt of confirmation of the pending adoption. An employee will give at least
two (2) weeks written notice before the commencement of the leave.

If both parents are employed at UHN, only one parent may elect an adoption leave.

An employee is entitled to begin their leave at any time upon receipt of confirmation of the pending adoption.

Return to Work

An employee returning to work may change the date to return earlier or later, if written notice is sent to the
Hospital at least four (4) weeks prior to the original date of return. However, an employee cannot schedule a new
end date to their adoption leave that would result in them taking a longer leave than they are entitled to.

On return to work, the employee will be reinstated to their position, or one of comparable nature, at a salary not
less than they were receiving at the commencement of the leave.

2.1 Employment Insurance (EI) Parental Benefits

There are two EI options available for receiving parental benefits: standard or extended. Parents must select
either Option 1 or 2 for how to receive parental benefits.

Option 1: Standard Employment Insurance Parental Benefits can be paid for a maximum of 35 weeks and
must be claimed within a 52-week period (12 months) after the week the child was born or placed for the purpose
of adoption. The weekly benefit rate is 55% of your average weekly insurable earnings, up to a maximum
amount.

Option 2: Extended Employment Insurance Parental Benefits can be paid for a maximum of 61 weeks and
must be claimed within a 78-week period (18 months) after the week the child was born or placed for the purpose
of adoption. The weekly benefit rate is 33% of your average weekly insurable earnings, up to a maximum
amount.

Parental benefits can be claimed by one parent or shared between the two partners. If shared, only one waiting
period needs to be served by one parent per birth or adoption. In addition, if parental benefits are shared, both
parents are required to choose the same parental benefit option, either standard or extended. The option chosen
by the first claimant who completes the EI application will be considered as the option chosen by the second
claimant. The choice is final once parental benefits have been paid. This means that you cannot change
between standard and extended parental benefits.

Qualifications and benefit periods are variable and subject to change. Contact your Service Canada
Centre for current provisions or visit www.servicecanada.gc.ca/eng/sc/ei/benefits/maternityparental.shtml.

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2.2 Supplemental Parental and Adoption Benefits
The supplemental parental benefit is payable to permanent full-time and part-time employees who qualify for
parental leave or adoption leave.

Parents must select either Option 1 or 2 for how to receive parental benefits. Note: Once a selection is made, it is
irrevocable.

 Option 1: Standard Employment Insurance Parental Benefits (EI paid for a maximum of 35 weeks)

a. Standard EI benefits at the current EI rate of 55% of insurable weekly earnings, up to the EI
maximum.
b. The Hospital will pay a supplemental benefit equal to the difference between 85% of regular weekly
earnings and the sum of the weekly EI benefit and any other earnings.
i. The amount payable under the Hospital supplemental plan is limited to 85% of a maximum
salary of $200,000.
ii. This top-up benefit is payable for up to ten (10) weeks after the EI one (1) week waiting
period and following receipt by the Hospital of proof of payment of EI benefits.
iii. If both parents are employed at the Hospital, the supplemental benefit may be received by
one employee or shared between the two while on their leave.
iv. Example: the weekly maximum one can receive from EI for parental benefits under Option
1, is $547 per week at a 55% weekly EI benefit. Therefore, the Hospital’s supplemental plan
would be limited to $2,722.23 per week (85% of $200,000 = $3,269.23 - $547/week =
$2,722.23/week).

 Option 2: Extended Employment Insurance Parental Benefits (EI paid for a maximum of 61 weeks)

a. Extended EI benefits at a lower EI benefit rate of 33% of insurable weekly earnings, up to the EI
maximum.
b. The Hospital will pay a supplemental benefit equal to the difference between 85% of regular weekly
earnings and the sum of a 55% weekly EI benefit and any other earnings that would have been
received under Option 1.
i. The amount of the supplemental benefit will be equal to the supplemental benefit received
under Option 1.
ii. The amount payable under the Hospital supplemental plan is limited to 85% of a maximum
salary of $200,000.
iii. This top-up benefit is payable for up to ten (10) weeks after the EI one (1) week waiting
period and following receipt by the Hospital of proof of payment of EI benefits.
iv. If both parents are employed at the Hospital, the supplemental benefit may be received by
one employee or shared between the two while on their leave.

The overall supplemental benefit under either Option 1 or 2 will be the same.

3.0 Continuation of Benefits and Pension

Benefit Plan
During a maternity/ parental/ adoption leave, an employee is eligible to continue to participate in the benefit plans
they are already enrolled in, on the condition that the employee pays their share of the premium costs.

The employee must complete the enclosed application indicating whether they wish to continue or discontinue
benefits during their leave and return the application to their HR Counsellor, Administration Centre, Human
Resources.

Note: Failure to return the required application will delay benefits for which you may be eligible.

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An employee who has single benefits coverage, and wishes to cover the child, must apply for family
coverage within thirty-one (31) days of the birth of the child. If you apply for family coverage more than 31
days following the birth of the child, you will require the insurance company’s approval, and coverage may be
denied.

Where an employee elected to discontinue benefit coverage during a maternity/ parental/ adoption leave, benefits
will be automatically re-instated on return to work. An employee who discontinues optional life, spousal optional
life, critical illness, spousal critical illness and/or child critical illness insurance must re-apply and re-qualify for
coverage.

An employee must continue to contribute to the long-term disability insurance plan under the Hospital’s group
insurance plan, if eligible.

Pension Plan
An employee can continue to contribute to the Healthcare of Ontario Pension Plan (HOOPP) during a maternity/
parental/ adoption leave of absence. Employee contributions can be paid during the leave or within six (6)
months of their return to work.

An employee who elects not to contribute to HOOPP, or does not make contributions by the six (6) month
deadline, can still use HOOPP’s past service purchase provision to purchase the service at a later date.
However, the Hospital does not contribute to the cost of a past service purchase.

The employee must complete the enclosed application indicating whether they wish to continue or discontinue
pension contributions during their leave and return the application to their HR Counsellor, Administration Centre,
Human Resources.

3.1 Maintaining Benefit & Pension Coverage during Maternity/ Parental/ Adoption Leave
The HR Counsellor in the Human Resources Department will notify the employee of the contributions required to
continue benefit and pension coverage during a maternity/ parental/ adoption leave. Benefit payments will be
taken directly from your top-up benefit except for pension, which requires a cheque or online payment by credit
card. However, upon completion of the top-up period you will be required to submit cheques or pay online by
credit card for both benefits and pension payments.

Note: Failure to remit the benefit(s) premium payment and/or the pension contribution payment when due will
result in a discontinuation of the respective benefit(s) and/or reduce the value of the pension benefit.

4.0 Employment Insurance (EI)

An employee is required to contact any Government of Canada, Service Canada Centres prior to the maternity/
parental/ adoption leave.

In order to find out if you are eligible to receive EI benefits, you must submit an application online by visiting
https://www.canada.ca/en/services/benefits/ei/ei-apply-online.html . The website takes you step by step through
the process and provides you with detailed instructions on how to complete the form.

You should apply for EI benefits as soon as possible after you stop working, even before receiving a copy of your
Record of Employment (ROE). The Payroll Department will submit your ROE to Service Canada electronically
within five (5) business days and a copy is mailed to your home address.

You can check the status of your application by visiting the Service Canada website and entering the code that
you received when you first applied.

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To be eligible for Employment Insurance maternity and parental
benefits, you must have worked at least 600 hours* in the past
52 weeks or since the start of your last claim. *Effective Sept 27, 2020, Service Canada
has implemented the following changes
Qualifications and benefit periods are variable and subject valid for 1 year (expires Sept 27, 2021):
to change. Contact your Service Canada Centre for current
provisions. You must work 120 insured hours to
qualify for benefits as they will be
For more information about your Employment Insurance crediting you a one-time credit of 480
insured hours to help you meet the
coverage, please visit Service Canada’s Employment Insurance
required 600 insured hours of work.
Maternity and Parental Benefits website at:
https://www.canada.ca/en/services/benefits/ei/ei-maternity-
parental.html.

5.0 Documents Required to Apply for a Maternity/ Parental/ Adoption Leave

Employees must submit the following documents to their manager:

 A complete Application for Maternity/ Parental/ Adoption Leave of Absence and Continuation of Benefits
 A doctor’s letter indicating the expected date of delivery or certificate indicating proof of pending adoption
 For a parental leave of absence, submit proof of your baby’s birth registration

The above listed documents must be submitted to your manager at least two (2) weeks prior to the leave
commencing and the manager will submit these documentations to the HR Administration Centre along
with a completed Employee Status Form (Form 2552). Failure to submit the required documents will
delay any benefits for which you may be eligible.

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 Application for a Combined Maternity/ Parental Leave of Absence &
Continuation of Benefits

I, _____________________________________________________ Employee ID# _____________________________

(First Name & Last Name)

hereby apply for a Maternity Leave not to exceed seventeen (17) weeks, to begin on ___________________________

and end on _____________________________________, and a

Parental Leave not to exceed:

SELECT ONE OPTION

 Option 1: Standard Parental Leave (35 weeks); OR
 Option 2: Extended Parental Leave (61 weeks)

Your overall supplemental benefit under either Option 1 or 2 will be the same. Once parents start
receiving benefits, they cannot change parental options.

to begin on ____________________________________ and to end on __________________________________ .

I understand that I must begin my Parental Leave immediately after my Maternity Leave ends.

Signature: _______________________________________________ Date: _______________________________

Continuation of Benefits
I wish to continue/discontinue (✓check one) the following benefits during my Maternity /Parental/ Adoption Leave of
Absence. Please refer to the University Health Network Guide to Taking your Maternity/ Parental/ Adoption Leave
of Absence for the detailed information on the implications of continuing/discontinuing your benefits.

BENEFITS CONTINUE DISCONTINUE

Extended Health Care
Semi-Private Hospitalization
Dental Care
Group Life Insurance

Optional Life Insurance (if applicable) If discontinued, you

must submit evidence of insurability to re-enroll upon your return

Critical Illness Insurance (if applicable) If discontinued, you

must submit evidence of insurability to re-enroll upon your return

Long Term Disability ✓

Accidental Death & Dismemberment (if applicable)
Voluntary AD & D (if applicable)

Healthcare of Ontario Pension Plan (HOOPP)**

**You must complete a HOOPP form given by the HR Counsellor, indicating payment preference or if waiving
contributions.

I understand that I will be responsible for the employee share of premium costs for benefits during my Maternity/
Parental/ Adoption Leave. Failure to remit the benefit(s) premium payment and/or the pension contribution payment
when due will result in the discontinuance of the respective benefit(s) and/or reduce the value of the pension benefit.
Signature: _____________________________________________ Date: ___________________________________

Email Address: _________________________________________ Telephone Number: _____________________

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 Application for a Parental or Adoption Leave of Absence &
Continuation of Benefits
I, __________________________________________________ Employee ID# ________________________
(First Name & Last Name)

hereby apply for a Parental Leave OR Adoption Leave (please circle type of leave) not to exceed:

SELECT ONE OPTION

 Option 1: Standard Parental Leave (37 weeks); OR

 Option 2: Extended Parental Leave (63 weeks)

Your overall supplemental benefit under either Option 1 or 2 will be the same. Once parents start
receiving benefits, they cannot change parental options.
to begin on ___________________________________ and to end on ________________________________ .

If both parents are employed at UHN, the supplemental benefit may be received by one employee or shared between
the two while on their leave. Is your spouse employed at UHN?  Yes  No If yes, provide your spouse’s name:
______________________________________________.

Signature: _______________________________________ Date: ___________________________________

Continuation of Benefits
I wish to continue/discontinue (✓check one) the following benefits during my Parental or Adoption Leave of Absence.
Please refer to the University Health Network Guide to Taking your Maternity/ Parental/ Adoption Leave of Absence for
the detailed information on the implications of continuing/discontinuing your benefits.

BENEFITS CONTINUE DISCONTINUE

Extended Health Care
Semi-Private Hospitalization
Dental Care
Group Life Insurance

Optional Life Insurance (if applicable) If discontinued, you

must submit evidence of insurability to re-enroll upon your return

Critical Illness Insurance (if applicable) If discontinued, you

must submit evidence of insurability to re-enroll upon your return

Long Term Disability ✓

Accidental Death & Dismemberment (if applicable)
Voluntary AD & D (if applicable)

Healthcare of Ontario Pension Plan (HOOPP)**

**You must complete a HOOPP form given by the HR Counsellor, indicating payment preference or if waiving
contributions.

I understand that I will be responsible for the employee share of premium costs for benefits during my Parental/
Adoption Leave. Failure to remit the benefit(s) premium payment and/or the pension contribution payment when due
will result in the discontinuance of the respective benefit(s) and/or reduce the value of the pension benefit.

Signature: _____________________________________________ Date: ___________________________________

Email Address: ________________________________________ Telephone Number: ________________________

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