Inclusive Vacation Policies: Addressing the Needs of Diverse Employee Groups
Publié le 23 April 2024
Addressing the needs of diverse employee groups through inclusive vacation policies make for a stronger work environment where people get the off they need and deserve.
Employees are entitled to paid time off (PTO). Employers recognize this right by offering their workers vacation leaves (VLs) and should also encourage them to capitalize on various employee benefits, such as PTO or VL.
But here’s the problem: Nearly half of Canadians reported not taking all their vacation leaves in 2022. More than half (62% of the respondents) also said they felt deprived of these benefits. Worse, some vacation policies do not cater to the needs of diverse employee groups.
This page discusses the importance of inclusive vacation policies. Read on to learn about PTO benefits in Canada and how to address diverse employee needs.
Understanding the Vacation Policies in Canada
Paid time off is usually a part of the employee compensation and benefits package many employers in Canada and worldwide offer to their employees.
PTO allows workers to take time off for relaxation, leisure, travel, and other personal reasons. However, it allows for employees to still get paid their regular salary while away as mandated by law.
Of course, the PTO coverage varies from one country to another. Specifically, the benefits and policies differ from one company or organization to another.
In Canada, federal legislation mandates employers to follow VL policies strictly. However, the PTO entitlement varies from one province or territory to another. That said, here’s what you need to know:
- PTO entitlement: Federal law requires employers to provide at least two weeks of PTO for employees with one year of employment, three weeks for those with five years of employment, and four weeks after ten years of continuous employment.
- Vacation pay: Canadian employers calculate vacation pay based on a certain percentage of the gross wage earned during the employment year. The pay is usually 4% of earnings for two weeks, 6% for three weeks, and 8% for four weeks.
- Vacation approval: Employees have the right to take their accrued VL or PTO. However, the law still gives the employers the discretion to approve or deny any leave request. Of course, the decision should be based on fair and reasonable scheduling requirements and operational needs.
- Termination payout: According to Tim White, Founder of milepro, should the employment end, the law requires employers to pay out employees for their previously completed year of employment. The company or organization must do so within thirty days of the resignation or termination.
- Public holidays: The law also offers general holidays to employees working for federally regulated employers. These workers are entitled to a day off for public holidays, also known as statutory holidays, such as:
- New Year’s Day
- Good Friday
- Victoria Day
- Canada Day
- Labour Day
- National Day for Truth and Reconciliation
- Thanksgiving Day
- Remembrance Day
- Christmas Day
- Boxing Day
In the next section, find out the benefits of having an inclusive vacation policy.
The Importance of Inclusive Vacation Policies
Setting an inclusive vacation policy for your company or organization is incredibly important.
An inclusive PTO or VL policy aims to promote fairness, flexibility, and inclusivity in the workplace. This means recognizing the diverse employee needs and accommodating their leave requests as needed. However, you must establish a flexible yet fair policy for different types of employees.
For example, there’s a line drawn for the approval of leave requests between full-time employees and working students.
Both workers are entitled to a particular number of days for their PTO or VL. However, the latter requires more vacation flexibility due to their circumstances. Ultimately, recognizing and accommodating their needs helps foster a more inclusive workplace.
Brooke Webber, Head of Marketing at Ninja Patches, underscores the importance of an inclusive vacation policy.
Webber says, “It isn’t just about offering employees the personal time off they deserve as mandated by the law. It’s about understanding their circumstances and meeting their vacation needs. That is what it means to promote a culture of diversity, equity, and inclusion in the workplace through an inclusive policy.”
Here’s why implementing an inclusive vacation policy is vital for your company or organization:
- It supports diversity, equity, and inclusion. More than 55% of employees say DEI in the workplace is a good thing. Over 60% say their company has DEI policies in place. Setting an inclusive vacation policy is a good start.
- It promotes a work-life balance. About 62% of employees with unlimited VL report a healthy work-life balance. Likewise, 53% of those with a two-week PTO cite the same thing. An inclusive vacation policy will support this cause.
- It boosts employee morale and satisfaction. The University of South Florida claims that PTO is a perk that boosts employee morale. Encouraging workers to use their VL can also improve employee satisfaction and increase retention. An inclusive vacation policy is key!
- It increases employee productivity. PTO is like a productivity detox, allowing employees to take a break and return to work, fully rejuvenated and more productive. An inclusive vacation policy that is well-implemented can skyrocket your productivity even more!
- It translates to business profitability. As cited above, an inclusive vacation policy can promote a work-life balance, enhance job satisfaction, and increase employee productivity. All these benefits translate to a boost in business profits.
In the next section, learn how to set an inclusive vacation policy and address employee needs.
How To Address The Diverse Employee Needs for Vacation Leaves
There is no one-size-fits-all solution when it comes to PTO or VL. As such, businesses should make their vacation policies “diverse, equitable, and inclusive.”
Ryan Hammill, Co-Founder and Executive Director of the Ancient Language Institute, highlights the value of an inclusive vacation policy.
Hammill suggests, “This policy helps meet the diverse needs of different employees. When implemented successfully, it can translate to job satisfaction, improved performance, and business profitability.”
Gogia gives some PTO or VL recommendations for every company or organization. Here’s how to address your diverse employee needs through an inclusive vacation policy:
- Create an inclusive vacation policy. This policy must meet the diverse needs of different groups, whether remote employees, working students, or those with disabilities. It takes sitting down and brainstorming with your HR team to develop an effective one.
- Orient and train your employees. It’s important to let workers know what they are entitled to through proper HR orientation and training. More importantly, they should be encouraged to use their PTOs or VLs as an organization that truly values their employees.
- Establish clear communication. Employees should be able to freely explain their circumstances and file for leave when necessary. Suppose your employee has a slip-and-fall accident on vacation. Will you let them go back to work ASAP? Communication is critical to meeting halfway!
- Ensure advanced planning. Require your employees to file for leaves ahead of time. Likewise, they should have proper coordination with their supervisors and team members. Ultimately, proper planning and coordination ensure undisrupted business operations.
- Provide equitable approaches. It’s best to categorize employee groups and provide customized vacation leave solutions. As mentioned, individual circumstances and PTO needs vary from one group to another. Hence, equity is key to optimizing your inclusive vacation policy.
- Set a fair and transparent approval. Sure, your PTO solutions vary due to diverse needs and personal preferences. However, ensure equal PTO entitlement and vacation pay according to federal laws. More importantly, promote equity but ensure transparency in your leave approval process.
- Prioritize health and well-being. Your inclusive vacation policy should be a part of your employee wellness program. Encourage using PTOs or VLs to help employees ease stress and handle uncertainties. That’s what it means to take good care of your employees!
- Observe culture and traditions. Be open to accepting cultural differences and honouring religious practices. Allow employees to take leaves for these events or activities. Doing so ultimately promotes an inclusive vacation leave policy!
Final Words
PTO or VL is a fundamental right that employers should offer and employees should exercise. However, as a business, you should implement an inclusive vacation policy in order to address the needs of diverse employee groups.
That said, consider the best practices shared above, from establishing an inclusive vacation policy to providing equitable approaches to observing culture and traditions. All these will help meet the diverse needs of your employees.
An inclusive vacation policy supports diversity, equity, and inclusion and promotes a work-life balance. It also boosts employee morale and job satisfaction. Ultimately, it leads to employee productivity and business profitability.
