Canadian Forces Leave Policy Manual (Effective 1 April 2025)

Preface

Date of issue: 13 January 2009

Amended: 1 April 2025

Application

Unless otherwise indicated, this manual applies to all members of the Canadian Forces (CF).

Approval Authority

The Canadian Forces Leave Policy Manual is issued under the authority of the Chief Military Personnel (CMP).

Inquiries

Director General Compensation and Benefits (DGCB)/Director of Pay and Policy Development (DPPD).

Inquiries: +CMP ARC - CRA CPM@CMP D Mil Pers Mgt@Ottawa-Hull
CMPARC.CRACPM@forces.gc.ca

Source References

QR&O Chap 16 - Leave

DAOD 5060-0 - Leave

Abbreviations

ADL

Activities of Daily Living

CFS

Canadian Forces Station

CJOC

Canadian Joint Operations Command

CANSOFCOM

Canadian Special Operations Forces Command

CDS

Chief of the Defence Staff

CF

Canadian Forces

CFLPM

Canadian Forces Leave Policy Manual

CO

Commanding Officer

COS Date

Change of Strength Date

FPS

Fixed Period of Service

HRMS

Human Resources Management System

IMR

Imperative Military Requirements

MFO

Multinational Force and Observers

MHRRP

Military Human Resources Records Procedures

MOSID

Military Occupation Structure Identification

MOU

Memorandum of Understanding

NATO

North Atlantic Treaty Organization

NCM

Non-Commissioned Member

OCC

Officer Commanding a Command

TD

Temporary Duty

UIC

Unit Identification Code

UN

United Nations

VCDS

Vice Chief of the Defence Staff

Chapter 1 – Definitions

1.1 Definitions

1.1.01 Accrued Leave

Accrued Leave is leave that was accumulated prior to 1 April 1996. It is recorded separately from leave accumulated after 1 April 1996. Accrued Leave shall not count against the accumulated leave limits set out in QR&O 16.15 - Accumulated Leave.

1.1.02 Accumulated Leave

Accumulated Leave means annual leave not taken during a fiscal year and carried over into subsequent fiscal years. It remains separate from annual leave.

For the purpose of leave audits, accumulated leave includes both accrued and accumulated leave.

1.1.03 Activities of Daily Living (ADL)

Activities of Daily Living (ADL) as defined by Veterans Affairs Canada, are a defined set of activities necessary for normal self-care such as: the activities of personal hygiene, dressing, eating, transfers/bed mobility, locomotion and bowel and bladder control.

1.1.04 Annual Leave

Annual Leave is leave charged against the annual or period of service entitlement

1.1.05 Attached Posting

Attached Posting means the same as “attached posting” defined in CBI 1.28 for attached postings in Canada or in CBI 10.1.01 for attached postings outside Canada.

1.1.06 Calendar Days

Calendar days means days from the calendar.

1.1.07 Calendar Month

Calendar month means the period commencing on the first day of a month and ending on the last day of that month. 

1.1.08 Child

Means a biological child, adopted child or legal ward, of a member or a member’s spouse or common-law partner, who resides with the member at the member’s place of duty, is under 21 years of age and continues to be in a dependent relationship with the member or the member’s spouse or common-law partner. (enfant à charge).

1.1.09 Enrollee

Enrollee means an applicant for enrolment in the Canadian Forces who has been attested.

1.1.10 HRMS (Guardian)

Human Resource Management System (Guardian) is the authorized Human Resource system of record for the Canadian Forces and is stipulated in the Military Human Resources Records Procedures (MHRRP).

1.1.11 Imperative military requirements (IMR)

Imperative military requirements mean a situation or circumstance that precludes a CF member from taking leave or permits a CO to recall a member from leave.

IMR include, but are not limited to:

• participating in an operational deployment or major military exercise;
• participating in an un-forecasted tasking;
• attending a career course;
• attending a court martial; or
• posting or attached posting (including any action related to it, such as House Hunting Trip (HHT), out-clearances, travelling time or Special Leave (Relocation)).

IMR do not include:

• recalling a member from sick leave to take annual leave;
• recalling a member from LWOP to take annual leave;
• recalling a member from leave for an annual medical/dental exam; or
• recalling a member for performing routine personal administrative issues such as, but not limited to, PER interviews, testing or parades.

1.1.12 Leave

Leave means absence from duty approved by the applicable approving authority as prescribed in QR&O Chapter 16.

1.1.13 Leave Credit

Leave credit means the aggregate of all annual leave, and any accumulated or accrued leave, to which a member is entitled.

1.1.14 Member

Unless this manual specifies otherwise, member means a member of the Regular Force or of the Reserve Force on active service (as defined in section 31 of the National Defence Act) or on Class “B” or “C” Reserve Service for a period of service of at least 30 consecutive days

1.1.15 Military Human Resources Records Procedures

The Military Human Resources Records Procedures (MHRRP) is a document stipulating recordkeeping process, procedures and responsibilities pertinent to the gathering of information on CF members for both manual and automated human resources (HR) records.

1.1.16 Month of paid service

Unless this manual specifies otherwise, month of paid service means a complete calendar month or part thereof.

1.1.17 Overseas

Overseas means outside of Canada and the continental United States (including Alaska). For example, in consideration of the CF leave policy, the islands of Puerto Rico and Hawaii are overseas.

1.1.18 Paid service

Paid Service means all service except: 

(a) periods of Leave Without Pay and Allowances (LWOP) other than LWOP for maternity and parental purposes under QR&O 16.26 and QR&O 16.27;

(b) periods when a Primary Reserve reservist has an Exemption from Duty and Training (ED&T) other than ED&T for maternity or parental purposes under QR&O 9.09 and QR&O 9.10;

(c) periods when a Primary Reserve reservist is Non-Effective Strength (NES);

(d) service for which a limitation of Payments (LOP) has been imposed under QR&O 203.20 - Regular Force - Limitation of Payments; or

(e) periods for which forfeiture has been imposed under QR&O 208.30 - Forfeitures - Officers and Non-Commissioned Members, or QR&O 208.31 - Forfeitures, Deductions and Cancellations -When no Service Rendered.

1.1.19 Posting

Means the same as “posting” defined in CBI 1.28 for postings in Canada or in CBI 10.1.01 for postings outside Canada.

1.1.20 Service Personnel Holding List (SPHL)

SPHL is the national-level accounting list of CAF members posted to the CAF Transition Group.

1.1.21 Shift worker

A shift worker is a member who does not necessarily have a working day schedule of Monday to Friday with Saturday, Sunday and designated holidays scheduled as non-working days.

1.1.22 Unit Records Support (URS)

Pursuant to MHRRP, Chapter 2 - URS, the Unit Records Support (URS) in general terms means the agency authorized to act in a specialist role for the maintenance of each element of a Canadian Forces member’s Unit Personnel Record (UPR).

1.1.23 Working day

Working day means a day of paid service on which an officer or non-commissioned member is regularly scheduled to perform duty.

1.1.24 Year

Includes part of a year, rounded up to two decimal places.

1.1.25 Yearly cycle

Yearly cycle means, for Reserve Force multi-year consecutive periods of service, the period commencing on the first day of the period of service and ending on the day preceding the anniversary date of the period of service.

1.1.26 Years of service

Years of service means the number of years of service that is determined in accordance with para (6) or (10) of QR&O 16.14.

1.2 References

1.2.01 Source References

• QR&O Chapter 16, Leave

1.2.02 Related References

• QR&O 1.02, Definitions
• MHRRP, Chapter 2 - URS
• CJOC Direction on International Operations (CDIO) 1000 Series - Section Three - Personnel Administration
• QR&O 203.20, Regular Force - Limitation of Payments
• QR&O 208.30, Forfeitures - Officers and Non-Commissioned Members
• QR&O 208.31, Forfeitures, Deductions and Cancellations - When No Service Rendered

Chapter 2 – General Administration

2.1 Leave Request/Authorization Form

2.1.01 Leave authorization documents

Leave authorizations are to be documented on one of the forms listed in the MHRRP. These forms are to be used as the source record for recording leave into HRMS (Guardian). 

2.1.02 Leave Transactions

All leave transactions listed below are designated for control and shall be recorded in the HRMS (Guardian) leave module:

(a) Amendments to leave;

(b) Annual leave transactions;

(c) Cancellation of leave;

(d) Cash out of leave;

(e) Compassionate Leave;

(f) Expenditures against accumulated and accrued leave;

(g) Leave Forfeiture

(h) Leave Without Pay and Allowances;

(i) Maternity Leave;

(j) Parental Leave;

(k) Period of Limitation of Payments;

(l) Short Leave;

(m) Sick Leave; and

(n) Special Leave (all applications).

2.1.03 Process

When members are authorized leave, they shall be issued a Canadian Forces Leave Request/Authorization, CF 100 form, which must be completed and administered in accordance with the MHRRP, Chapter 16 - Leave.

When members are authorized sick leave for up to two calendar days, either a sick chit signed by a Medical Officer or a CF 100 shall be completed if the sick leave is approved by the CO.

2.1.04 Weekends and Holidays

Weekends and designated holidays (Annex A – Designated Holidays) are included on a CF 100 when they form part of a leave period in conjunction with other types of leave that are reckoned in working days. A CF 100 is not required for a member proceeding exclusively on weekends or designated holidays, except when:

(a) travelling to a foreign country, or to a country other than the one where the member is employed;

(b) travelling outside the place of duty (as defined in CBI 1.26), at the discretion of the CO;

(c) travel benefits are requested (e.g. Weekend Travel Benefit IAW CBI 209.31); or

(d) required for ration accounting purposes for members authorized to draw rations on a continuous basis.

2.1.05 Inspection and Medical Treatment

Absence without leave can constitute an offence under the National Defence Act. Members shall carry a readily producible electronic or paper copy of their approved CF 100 during leave for the following reasons:

(a) In the event that proof of approved leave is requested by any lawful authority, for example a superior officer as defined in QR&O 1.02 or border control officials during crossings; and

(b) A member shall present a CF 100 to any military or civilian medical or dental facility if treatment is requested.

2.1.06 Ration Accounting and Service Aircraft

Form CF 100 may be used as a:

(a) ration accounting document in accordance with CFAO 36-21 - Accounting for Ration Entitlement; and

(b) transportation document for purposes of leave travel on Service aircraft in accordance with DAOD 2016-0 - Approval to Travel Aboard a Canadian Armed Forces Flight, Annex B.

2.1.07 Offences

Defacing, failing to process form CF 100 and unauthorized alteration of leave records may constitute offences under the National Defence Act.

2.1.08 Delegated Authority

Where an authority is specifically identified in the CFLPM, there can be no delegation of authority to subordinate officers unless otherwise specified. 

2.2 Reckoning Time

2.2.01 Reckoning Time

Except in the case of short leave, leave begins at 0000 hours on the commencement date and ends at 2400 hours on the last day of leave.

Weekends and designated holidays (listed in Annex A of this chapter), or in the case of shift workers’ scheduled non-working days (designated as weekends on the CF 100), shall not be charged against any leave that is granted in working days; although, such days will normally form part of the leave period.

2.3 Dress While on Leave

2.3.01 Dress While On Leave

QR&O 17.04 - When Uniform Worn governs the wearing of a uniform while on leave.

2.4 Medical or Dental Treatment While on Leave

2.4.01 Medical or Dental Treatment on Leave

When medical or dental treatment is required during a period of leave, a member of the Regular or Reserve Force authorized under QR&O 34.07 - Entitlement to Medical Care, and QR&O 35.04 - Entitlement to Dental Treatment, should report to the nearest CF medical or dental facility. If this is impractical, the procedure to be followed in obtaining and accounting for "emergency" medical or dental treatment is specified on the member's copy of the CF 100.

When a member on leave is admitted to hospital, leave shall terminate on the day prior to the date of admission.

When a member is hospitalized or requires dental treatment while on retirement leave, detailed instructions are provided in Chapter 10 – Regular Force Retirement Leave.

2.5 Students, Secondment, Exchange or Liaison

2.5.01 Members' Responsibility

Members who are in full-time attendance at an educational institution; attached or seconded to another government department or agency; or posted to exchange or liaison positions, as defined in CFAO 10-4, Canadian Forces Exchange and Liaison Programmes, remain subject to the CF leave policy terms and conditions.

These members are responsible for ensuring that any periods during which they are not required to perform academic or military duties or are not at work are covered by periods of authorized leave, and that such leave is recorded by their applicable URS. 

Additional provisions for students are detailed in Chapter 5 - Special Leave and Chapter 8 - Leave Without Pay and Allowances.

For members posted to exchange positions, the ability to take leave is governed by the MOU between Canada and the host nation for the exchange position.

Leave requests are recommended by the host nation’s CO (ensuring they do not impact operational requirements) and approved by the Canadian CO responsible for their administrative control. They must be recorded on a CF 100 - CF Leave Request Authorization form and a copy must be submitted to the appropriate URS.

2.6 Foreign Travel/Contact With Foreign Nationals

2.6.01 Policy 

The CF policy for foreign travel and contact with foreign nationals is provided in the National Defence Security Orders and Directives, Chapter 4, Standard D. 

2.6.02 Permission to Proceed to Another Country

Restrictions on leave travel outside Canada apply in situations where the physical safety of the CF member may be in jeopardy, or where considerations of security make such restrictions necessary.

When a member wishes to proceed outside Canada or outside the country in which they are serving, they shall indicate the countries to which they intend to travel in the appropriate block on a CF 100. In such cases, the approving authority for granting the leave shall be as designated by the CDS. 

Foreign locations may warrant special travel precautions. Prior to approving the leave, the member’s CO shall ensure that any requirements in the National Defence Security Orders and Directives are met which may necessitate the member’s completion of a Notification of Intent to Travel Form.

In extreme circumstances, travel to a particular place on leave may be prohibited by the CO as a result of a determination of unacceptable risk to the member, based on advice received from a variety of sources including: the Canadian Forces National Counter Intelligence Unit (CFNCIU); reliable assets within the intelligence community; multi-national forces; and/or a Task Force.

2.6.03 International Crisis or State of Emergency

In the event that an international crisis occurs in the country in which a CF member is travelling, or a state of emergency is declared by the Governor in Council of Canada, the member on leave shall, depending on their whereabouts, request instructions from:

(a) their unit;

(b) the nearest CF unit; or

(c) the applicable Canadian Embassy for the location in which the member is travelling. Contact information can be found at: Embassies and consulates by destination - Travel.gc.ca

2.7 Withholding of and Recall From Leave

2.7.01 Policy

The policy for withholding of and recalling from leave is directed in QR&O 16.01 - Withholding of and Recall from Leave.

2.7.02 General Administration

If a CF member on leave is recalled to duty, the CO shall ensure that the member's URS is notified of the details of the altered leave period.

Pursuant to CBI 209.54, Reimbursement of Expenses when Recalled from Leave or when Leave is Cancelled and CBI 209.50 - Leave Travel Assistance (LTA), a member who is recalled from leave may be entitled to reimbursement of additional expenses.

2.8 Shift Work

2.8.01 Scheduling

Non-working days customarily taken on Saturday and Sunday as the “weekend”, and non-working days which are designated holidays for most members working typical Monday to Friday schedules, must necessarily be differently scheduled for shift workers.

The CO is responsible for ensuring that the amount of non-working days for shift workers are reasonably comparable to the weekends and designated holidays normally provided to members working a typical Monday to Friday schedule.

L2s employing shift workers are to produce their own directive on shift work unique to their organizational requirements and subsequently reviewed by the Director of Pay and Policy Development (DPPD). The directive must follow these leave policy guidelines subject to the exigencies of service:

(a) Provide members with non-working days away from duty similar to that taken off by non-shift-working members for weekends and designated holidays;

(b) Exercise care to ensure the equivalent non-working days are given at regular intervals and not accumulated over lengthy periods of time;

(c) Upon posting or transfer to a non-shift work schedule, a member’s annual leave shall be administered in accordance with Chapter 3 Annual Leave; and

(d) A member on long leave for twenty-one (21) consecutive calendar days ceases on the 22^nd day to be a shift worker under the CFLPM until they are back to duty. Starting on the 22^nd day of the leave period, additional consecutive leave days shall be expended as if the member was on a Monday to Friday workweek with the weekends as non-working days.

2.8.02 Reckoning Time

Reckoning time is described in the table below. All CF 100 forms for shift workers shall clearly identify the member is a shift worker.

2.9 Leave Beyond Change of Strength Date

2.9.01 When posted in Canada or the continental United States

When posted in Canada or to the continental United States, leave beyond a member's Change of Strength (COS) date may be approved only by, or with the concurrence of, the CO of the gaining unit.

2.9.02 When Returning from Overseas Posting or Attached Posting

Members returning to Canada following an overseas posting or attached posting may be granted special leave, annual leave and accumulated leave on the authority of the CO of the losing unit. Leave beyond the COS date is limited to a maximum total of annual, accumulated and special leave (if applicable) of 20 working days. Any additional leave shall be approved only by, or with the concurrence of, the gaining unit CO.

2.10 Leave Travel Assistance

2.10.01 Leave Travel Assistance

Claims for leave travel assistance shall be administered in accordance with CBI 209.50 - Leave Travel Assistance (LTA).

2.11 Civil Custody

2.11.01 Policy

When a member is held in civil custody, the CO may grant annual or accumulated leave, or both, if requested and within the member's entitlement. Leave other than annual or accumulated leave shall not be granted.

2.12 Service Personnel Holding List (SPHL) and the Canadian Armed Forces Transition Group (CAF TG)

2.12.01 Policy

Members posted to the SPHL/CAF TG are subject to the normal administrative procedures of the CF, and as such:

(a) shall use all annual leave in accordance with the CF leave policy and associated unit leave directives; and

(b) shall not accumulate annual leave unless periods of sick leave prohibit the member from taking leave, and in that instance, they shall not exceed the career maximum.

Although a member on sick leave cannot be ordered on annual leave, the CO must ensure that annual leave is taken between periods of sick leave, whenever possible

2.13 Programs in Support of Ill or Injured Members

2.13.01 Policy

Ill or injured members participating in a Vocational Rehabilitation Program for Serving Members (VRPSM), CAF Long Term Disability Vocational Rehabilitation Program, Return to Duty program, or any other such support programs, shall take annual leave and are obligated to expend their annual leave entitlement within the constraints of the specific program.

2.14 References

2.14.01 Related References

• National Defence Act
• QR&O 16.01 -Withholding and Recall From Leave
• QR&O 17.04 - When Uniform Worn
• QR&O 34.07 - Entitlement to Medical Care
• QR&O 35.04 - Entitlement to Dental Treatment
• QR&O 208.30 - Forfeiture – Officers and Non-Commissioned Members
• CBI 209.50 - Leave Travel Assistance (LTA)
• CBI 209.54 - Reimbursement of Expenses When Recalled From Leave or when Leave is Cancelled
• CFAO 10-4 - Canadian Forces Exchange and Liaison Programmes
• CFAO 36-21 - Accounting for Ration Entitlement
• DAOD 2016-0 - Approval to Travel on Canadian Forces Aircraft
• DAOD 7001-1 - Attendance at Civil and Criminal Court Proceedings
• MHRRP - Chapter 16 - Leave
• CANFORGEN 166/22 - Posting CAF Members to the CAF TG
• CF MIL PERS INSTR 04/22 - Posting Regular Force Members to and from the Canadian Armed Forces Transition Group
• National Defence Security Orders and Directives, Chapter 4

Annex A – Designated Holidays

Chapter 3 – Annual Leave

3.1 Regular and Reserve Force Leave Commonalities

3.1.01 Policy

Annual leave is an entitlement. The purpose of annual leave is to sustain initiative and enthusiasm and to encourage the physical and mental wellbeing of CF members by providing periodic opportunities for rest from military duties and relaxation.

As a fundamental key to sustaining good performance, COs shall establish leave plans which will ensure that the entire complement of annual leave is granted with due consideration given to the requirements of their establishment.

3.1.02 Management

Annual leave does not have to be earned before it is used; however, excessive grants of annual leave within any fiscal year shall be recovered pursuant to QR&O 16.14(7) - Annual Leave and QR&O 208.315 - Forfeitures in Respect of Leave.

3.1.03 Entitlement

CF members are entitled to annual leave as prescribed in the table below for each month of paid service during that fiscal year (or yearly cycle for Res F members):

For additional guidance on the administration of annual leave for Regular and Reserve Force members, please consult the MHRRP Chap 16 - Leave and its subsections.

The calculation for years of service shall not be rounded up to two decimal spaces. A member only becomes eligible for additional annual leave once they have completed the exact number of years of service required, on their anniversary date. 

For audit purposes, grandfathering notes with respect to qualifying service for the calculation of annual leave entitlement for the Regular Force are detailed in section 11.1.03 of this manual.

3.1.04 Leave Credit on Enrolment

Effective 1 April 2025, an officer or non-commissioned member of the Regular Force, or the Reserve Force on Class “B” or “C” Reserve Service, shall have their Leave Service Date (LSD) revised in Guardian to recognize the following qualifying service:

(a) by presenting a certificate of service for previous years of service in any other permanent armed forces of His Majesty;

(b) by presenting a certificate of service for previous active service (as defined in section 31 of the National Defence Act) in any armed forces of His Majesty; or

(c) on enrolment in the Canadian Forces, a period as established in orders or instructions issued by the Chief of the Defence Staff, for academic or other special qualifications considered by the Director Pay and Policy Development (DPPD) to be of military value.

On enrolment, the commander of the Canadian Forces Recruiting Group (CFRG) or the enrolling authority shall calculate the LSD in accordance with para 6 and 10 of QR&O 16.14 - Annual Leave.

Only the periods of service in an Armed Forces of His Majesty listed below shall count towards the calculation of qualifying service for the purpose of (a) and (b):

3.1.05 Reckoning Time

Annual leave is reckoned in working days and shall only be granted in whole days.

3.1.06 Approving Authority

This table describes the approving authority for annual leave:

3.1.07 Ordering members on annual Leave

The CO may order a member on annual leave. Prior to doing so, the following factors should be considered:

(a) the purpose of annual leave is to sustain initiative and enthusiasm; encourage physical and mental well-being; and provide an opportunity for rest and relaxation;

(b) the member’s accumulated leave balance;

(c) the wishes of the member;

(d) IMR;

(e) the effectiveness of the unit; and

(f) unit leave plans.

The Commandant of a Training Establishment (CF school, training centre, educational institutions, or a Canadian Military College) may require that personnel take annual leave prior to reporting for long courses, as the course curriculum may not permit granting leave.

Operational Commanders may require that members take annual leave prior to deployment, as operational requirements may not allow the granting of leave.

The CO shall use their discretion when authorizing the accumulation of annual leave. If a member is unnecessarily accumulating annual leave, the CO may order that member on leave.

3.1.08 Individual Responsibility

Members are responsible to ensure that only annual leave within their entitlement is requested and that leave granted at the time of release or transfer is in accordance with their entitlement.

It is a member’s responsibility to follow the leave policy and expend all their annual leave entitlement unless precluded by unavoidable factors such as an IMR.

3.1.09 Reduction of annual leave

A member’s yearly or cyclical annual leave entitlement is reduced as a result of any complete month of LWOP.

Annual leave shall be reduced as a result of the application of any of the following QR&O articles:

(a) QR&O 16.18 - Retirement Leave;

(b) QR&O 16.25 - Leave Without Pay and Allowances;

(c) QR&O 16.26 - Maternity Leave;

(d) QR&O 16.27 - Parental Leave;

(e) QR&O 203.20 - Regular Force - Limitations of Payments;

(f) QR&O 208.30 - Forfeitures -Officers and Non-Commissioned Members; and

(g) QR&O 208.31 - Forfeiture, Deductions and Cancellations –When No Service Rendered.

LWOP periods shall not be included in the calculation of “years of service” for the purpose of leave entitlement pursuant to QR&O 16.14 - Annual Leave, except when LWOP is granted for maternity or parental leave purposes.

3.2 Annual Leave – Regular Force

3.2.01 Policy

The annual leave policy for members of the Regular Force is pursuant to QR&O 16.14(4).

A member of the Regular Force shall be advanced a number of days of annual leave that are equivalent to their anticipated entitlement to annual leave for a fiscal year, which is summarized in the table under section 3.1.03:

(a) at the beginning of the fiscal year; or

(b) if they are enrolled in or transferred to the Regular Force during the fiscal year, on the day on which they are enrolled or transferred.

3.2.02 Qualifying service in the year of release or transfer from the Regular Force

The following periods are not considered qualifying service in calculating a member’s annual leave entitlement in the fiscal year of release or transfer from the Regular Force:

(a) retirement leave (for any complete calendar month or until no longer in service);

(b) extensions of service during retirement leave resulting from periods of hospitalization or sick leave; and

(c) periods of service in which annual leave has been reduced.

3.2.03 Opportunities for annual leave

In normal circumstances, members should be granted at least two or three weeks of annual leave during the summer period. Upon request and subject to IMR, all Regular Force members shall be offered an opportunity to take at least ten days annual leave during the months of July and August. COs are encouraged to schedule annual leave opportunities in conjunction with other suitable occasions, such as but not limited to, school breaks, school professional development days, religious or cultural days of observance that are not designated holidays and statutory holidays that are not designated holidays.

COs should ensure that members take an appropriate amount of annual leave before proceeding on posting/attached posting.

3.2.04 Annual leave at fiscal year end

Annual leave shall commence in the year of entitlement; however, it may be granted to extend into the next fiscal year if the annual leave starts no later than on the last working day of the year of entitlement. The portion that extends into the next fiscal year shall be charged against the old fiscal year entitlement. Annual leave from the new fiscal year entitlement may also be granted in the same leave period to form a continuous leave period.

3.2.05 Limitation on extension of release date

Notwithstanding the annual leave entitlement in the year of release or transfer from the Regular Force, annual leave shall not be used to extend a member’s service beyond an authorized release date. Therefore, the member and the releasing unit shall ensure that annual leave commences at a date early enough to allow for the granting of all annual leave before the authorized release date.

3.3 Annual Leave – Reserve Force

3.3.01 Policy

The annual leave policy for members of the Reserve Force is pursuant to QR&O 16.14.

3.3.02 Premium in Lieu of Leave (PILL)

A member of the Reserve Force for periods of less than 30 consecutive days is not entitled to annual leave. In addition to pay, they shall receive a premium in lieu of leave (PILL) pursuant to CBI 204.55 - Premium In Lieu Of Leave – Reserve Force. Periods of Reserve service of less than 30 days are referred-to as “PILL-eligible” periods of service.

When a member of the Reserve Force serves two or more consecutive PILL-eligible periods of service and the combined period of service duration exceeds 29 days, these consecutive periods of service count as one period of service and will result in Annual leave entitlement instead of PILL. There is no requirement for these periods of service to be for the same employment, rank, position number, organization or within the same location. To maintain PILL benefits, there must be a break of at least one day between periods of PILL-eligible service.

Under no circumstances shall members on Reserve Service for periods of 30 days or more be granted premium in lieu of leave (PILL) for any portion of that service.

3.3.03 Entitlement

The annual leave entitlement for members of the Reserve Force on Class "B" or "C" Reserve Service is pursuant to QR&O 16.14(10) and is summarized in the table under section 3.1.03.

3.3.04 Management of annual leave for members of the Reserve Force

Annual leave for members of the Reserve Force shall be managed within their period of service. 

Annual leave for members of the Reserve Force on Class “B” or “C” Reserve Service for periods of 30 or more continuous days is granted based on their period of service, which can start and end at any point during the fiscal year.

In cases of multi-year consecutive periods of service, the yearly management of leave commences on the first day of the period of service and expires on the day preceding the anniversary date of the period of service.

3.3.05 Multi-year consecutive periods of service

When a member from the Reserve Force on Class “B” or “C” Reserve Service has multi-year consecutive periods of service, unless there is an IMR that precludes the member from taking annual leave, annual leave shall be taken during the yearly cycle in which it is earned.

3.3.06 Extension and carry over options

Annual leave earned during a period of service shall be taken prior to the scheduled end of the period of service as it cannot be accumulated. For unexpected reasons, when a period of service is about to end and unused annual leave remains, the following options are available to the member, subject to approval by the losing CO:

(a) cash-out remaining leave as prescribed in CBI 205.75 - Payment in Lieu of Annual Leave;

(b) extend the period of service by the days necessary to take the unused leave and any additional annual leave or weekend/holiday leave credited to the member as a consequence of the extension. These extensions form part of the period of service; in the case of annuitants, they must not cause the period of service to exceed the maximum of 330 days that may be served in any 365-day period of Reserve Force service (366 during a leap year), while continuing to receive an annuity; or

(c) if the member is immediately proceeding to a period of service at a different unit, with no break in service, and the gaining CO concurs, carry over all or part of the unused leave to the gaining unit.

Under no circumstances shall a new Reserve period of service be authorized for the sole purpose of allowing a member to take leave.

3.3.07 Transfer to the Regular Force

If a member of the Reserve Force on Class “B” or “C” Reserve Service transfers to the Regular Force without a break in service, any remaining annual leave earned during the Class “B” or “C” Reserve Service in accordance with QR&O 16.14 - Annual Leave shall be:

(a) used by the member prior to the date of their transfer;

(b) dealt with under CBI 205.75 - Payment in Lieu of Annual Leave; or

(c) accorded to the member through a combination of use prior to the date of their transfer and payment in lieu.

3.4 Payment in Lieu of Annual Leave

3.4.01 Policy

The policy for a payment in lieu of annual leave is provided in CBI 205.75 - Payment in Lieu of Annual Leave.

Where, at the end of any fiscal year after 31 March 1996, an officer or non-commissioned member of the Canadian Forces has an entitlement to annual leave that has not been granted in respect of that fiscal year or yearly cycle and that may not be carried over as accumulated leave in accordance with article QR&O 16.15 - Accumulated Leave, the member shall be paid an amount equal to the value of the unused annual leave in lieu of being granted that leave.

3.4.02 Approving authority

Payments are made under the authority of the Formation Commander, the OCC (or L1 approving authority at NDHQ), the CDS or the Minister. The approval authority shall not be delegated.

3.4.03 Budgetary responsibility

The approving authority, as applicable, is responsible for payments under their authority and will absorb associated expenditures. Alternatively, the approving authority may choose to have expenditures charged to the CO’s Operations and Maintenance (O&M) budget.

In circumstances where commanders are forced to provide payments in lieu of annual leave because of an incremental NDHQ tasking, a substantiated request for reimbursement of these funds as a tasking cost may be made to NDHQ/VCDS or CJOC as applicable through the chain of command and the applicable operational commander.

3.4.04 Impact of other legislation

Payments in lieu of annual leave are subject to the provisions of the:

(a) Federal and provincial Income Tax Act;

(b) Employment Insurance Act and Québec Parental Insurance Plan; and

(c) Canada Pension Plan and Québec Pension Plan.

Payments in lieu of annual leave are not subject to deductions for contributions under the Canadian Forces Superannuation Act.

3.4.05 Administration

Military Pay Administrative Instructions (MPAI) 7-5 provides the instructions for completion of form DND 2393 Authorization of Leave Accumulation or Mandatory Payment in Lieu of Annual Leave for Regular Force.

3.5 Annual and Accumulated Leave – Members at an Educational Institution

3.5.01 Granting of leave

Annual or accumulated leave, as applicable, may be granted to a member of the Regular Force or Reserve Force on Class “B” or “C” Reserve Service who is in full time attendance at an educational institution, as follows:

3.6 References

3.6.01 Source References

• QR&O 16.14, Annual Leave
• CBI 205.75, Payment in Lieu of Annual Leave
• CBI 204.55, Premium in Lieu of Leave – Reserve Force
• MHRRP, Chapter 16 - Leave
• MPAI 7-5 - Payment in Lieu of Annual Leave

3.6.02 Related References

• QR&O 16.15, Accumulated Leave
• QR&O 16.25, Leave Without Pay and Allowances
• QR&O 16.26, Maternity Leave
• QR&O16.27, Parental Leave
• QR&O 203.20, Regular Force – Limitation of Payments
• QR&O 208.30, Forfeitures - Officers and Non-Commissioned Members
• QR&O 208.31, Forfeiture, Deductions and Cancellations – When No Service Rendered

Chapter 4 – Regular Force Accumulated Leave

4.1 Accumulated Leave

4.1.01 Purpose

Accumulated leave allows Regular Force members to carry over and be granted annual leave to which they were entitled in a previous fiscal year, but which they were not granted.

The purpose of accumulated leave should be read in conjunction with the purpose of annual leave as explained in section 3.1.01 Policy of this manual.

4.1.02 Policy

Pursuant to QR&O 16.15(6), the maximum amount of accumulated leave that may be to the credit of an officer or non-commissioned member at the beginning of a fiscal year that commences after 1 April 2025 is as follows:

 If, at the end of the fiscal year, a member has unused annual leave that is not accumulated, the remaining days shall be processed in accordance with CBI 205.75 - Payment in Lieu of Annual Leave.

4.1.03 Approving Authority

This table describes the approving authority for the accumulation of unused annual leave:

4.1.04 Administration

When possible, permission to accumulate leave shall be submitted in writing at least one month prior to the end of the fiscal year. MPAI 7-5 provides the instructions for completion of form DND 2393 Authorization of Leave Accumulation or Mandatory Payment in Lieu of Annual Leave for Regular Force.

The accumulation of annual leave is not automatic. Recognizing the purpose of annual leave, CO’s and approving authorities must generally ensure that members expend their full entitlement of annual leave each fiscal year. Accumulation of leave should only be approved when there are imperative military requirements. 

4.1.05 Action if Accumulation is not Approved

If permission to accumulate is denied, the CO shall order the member on leave for a period equal to the number of days of unused annual leave. 

If the new fiscal year has already commenced and a member has either reached the maximum amount of leave accumulation as prescribed in QR&O 16.15(7) or the approving authority does not approve the accumulation of unused leave then a forced payment in lieu of annual leave shall be made pursuant to CBI 205.75 - Payment in Lieu of Annual Leave.

4.1.06 Limitations on Granting Accumulated Leave

A member shall be granted accumulated leave in the same manner as annual leave, but only after all annual leave has been granted for that fiscal year.

If a period of accumulated and/or accrued leave is granted and extends into a new fiscal year, it shall not be counted against the new fiscal year annual leave entitlement.

4.1.07 Reckoning Time

Accumulated leave is reckoned in working days and shall only be granted in whole days.

4.1.08 Effect on release date

Although a member may be granted all accumulated leave entitlements as part of retirement leave on release or transfer from the Regular Force, accumulated leave shall not be used to extend service beyond an authorized release date. Therefore, the member and the releasing unit shall ensure that accumulated leave commences at a date early enough to allow for the granting of all accumulated leave before the authorized release date or, in exceptional circumstances, the member is paid in lieu in accordance with CBI 205.75 - Payment in Lieu of Annual Leave.

4.1.09 Individual Responsibility

Members are responsible to ensure that only accumulated leave within their entitlement is requested and that leave granted at the time of release or transfer is in accordance with their entitlement.

Pursuant to sections 4.1.06 and 10.5.01, a member is required to expend their accumulated leave. Only in exceptional circumstances will a payment in lieu be considered, subject to service requirements.

 4.2 Payment in Lieu of Accumulated Leave

4.2.01 Policy

The policy authorizing payments in lieu of accumulated leave is pursuant to CBI 205.76 - Payment in Lieu of Accumulated Leave.

4.2.02 Approving Authority

Payments in lieu of accumulated leave are made under the authority of the Formation Commander, the OCC (or L1 approving authority at NDHQ), the CDS or the Minister. The approval authority shall not be delegated.

4.2.03 Budgetary Responsibility

The cost of such payments shall be held against the approving authority’s Operations and Maintenance (O&M) budget.

4.2.04 Impact of other Legislation

Payments in lieu of accumulated leave are subject to the provisions of the:

(a) Federal and provincial Income Tax Act;

(b) Employment Insurance Act and Québec Parental Insurance Plan; and

(c) Canada Pension Plan and Québec Pension Plan.

Payments in lieu of accumulated leave are not subject to deductions for contributions under the Canadian Forces Superannuation Act.

4.2.05 Personal Liability

Regular Force members who receive payments in lieu of accumulated leave in excess of entitlement are legally required to refund no more or less than the excess pursuant to QR&O 203.04 - Overpayments.

Members shall not use current year or future year annual leave entitlements to offset the debt; however, they may elect to use accumulated leave to help offset the debt

4.2.06 Administration

Military Pay Administrative Instructions (MPAI) 7-5 provides the instructions for completion of form DND 2393 Authorization of Leave Accumulation or Mandatory Payment in Lieu of Annual Leave for Regular Force.

4.3 References

4.3.01 Source References

• QR&O 16.15 - Accumulated Leave
• CBI 205.76 - Payment in Lieu of Accumulated Leave

4.3.02 Related References

• CBI 205.75 - Payment in Lieu of Annual Leave
• MHRRP - Chapter 16 - Leave
• MPAI 7-5 - Payment in Lieu of Annual Leave

Chapter 5 – Special Leave

5.1 General Information

5.1.01 Purpose

The purpose of special leave is to provide CF members with paid time away from duty for specific reasons created by the unique circumstances of service in the CF.

5.1.02 Application

Unless otherwise directed, special leave applies to members of the Regular Force and Reserve Force if the member is on Class “B” or “C” Reserve Service for a period of service of at least 30 consecutive days.

5.2 Limitation on Delegated Authority

5.2.01 Limitation on delegation

Pursuant to QR&O 16.20, a member may be granted special leave:

(a) not exceeding 30 calendar days by or under the authority of the Chief of the Defence Staff; or

(b) for any period by or under the authority of the Minister.

5.3 Special Leave (Community Affairs)

5.3.01 Policy

Special Leave (Community Affairs) may be granted at the discretion of the approving authority to provide CF members with paid time away from duty for the purpose of:

(a) attending courses or gatherings associated with the community affairs and needs of the military family community; or

(b) playing an integral part in the development of the communities in which members live through involvement in local organizations or events and, in so doing, reflecting positively on the image of the CF.

5.3.02 Approving Authority

5.3.03 Limitations

The following limitations apply to Special Leave (Community Affairs):

(a) it shall not be granted in conjunction with Retirement Leave;

(b) it is not intended to support humanitarian work (response to humanitarian crises), religious missions or participation as an athlete in sporting events (although support to sporting events, such as coaching or managing a local sports team, or organizing a sports tournament within the community is acceptable); and

(c) the maximum amount in a fiscal year is 14 calendar days.

5.4 Special Leave (Academic Advancement)

5.4.01 Policy

Special Leave (Academic Advancement) may be granted at the discretion of the approving authority when in their opinion such academic advancement is in the interest of the CF.

Studies may include but are not limited to:

(a) undergraduate courses leading to a university degree;

(b) courses leading to a diploma;

(c) courses pertaining to a professional designation; or

(d) courses pertaining to a professional or technical training program that is not necessarily related to the member’s military occupation.

Each occurrence may be part of the same course of study, or for different courses, and represents situations such as, but not limited to, studying time, exam/term paper writing, conference attendance, etc. It is not limited by fiscal year nor limited to once in a member’s career.

Special Leave (Academic Advancement) is not intended to provide continuous paid leave for full-time studies; LWOP Academic or Technical Training (Section 8.6) shall be considered for this instance.

5.4.02 Application

Special Leave (Academic Advancement) applies to members of the Regular Force and members of the Reserve Force on Class “B” or “C” continuous Reserve Service for 180 days or greater.

5.4.03 Approving Authority

This table describes the approving authority for Special Leave (Academic Leave) per occurrence:

5.4.04 Limitation

Special Leave (Academic Advancement) shall not be granted in conjunction with Retirement Leave.

5.5 Special Leave (while on Military Courses)

5.5.01 Policy

Special Leave (while on Military Courses) addresses special situations created when CF members are students and also required to perform military duties. It is an essential management tool, particularly during the Christmas/New Year's holiday period, course rescheduling and training breaks or for situations arising from a lack of accommodation or other military imposed reasons.

Special Leave (while on Military Courses) may be appropriate for the observation of local holidays or customs when members attend military courses or educational institutions abroad.

5.5.02 Application

Special Leave (while on Military Courses) applies to Regular Force or Reserve Force members on Class “B” or "C" Reserve Service who are in full time attendance on military courses or in full time attendance at educational institutions including Canadian or international military colleges.

5.5.03 Approving Authority

The Formation Commander, the OCC where there is no Formation Commander in the member’s chain of command, or the Commandant of a Canadian Military College or a CF military school may grant up to 14 consecutive calendar days Special Leave (while on Military Courses) to a student who is under instruction or awaiting a course of instruction.

5.5.04 Limitations

Special Leave (while on Military Courses) may only be granted:

(a) When it is in the best interest of the CF to grant such leave;

(b) For reasons beyond the control of the student; and

(c) When the granting of another type of leave is not considered appropriate.

5.6 Special Leave (Education)

5.6.01 Policy

Special Leave (Education) may be granted under the following circumstances for members attending an educational institution at public expense:

(a) situations when members are not required to perform academic or service duties; or

(b) periods between the cessation of summer training and the date on which a member is required to return to a university or Canadian Military College to begin academic or service training.

5.6.02 Application

Special Leave (Education) applies to Regular Force members attending an educational institution at public expense, including a Canadian Military College.

5.6.03 Approval Authority

Pursuant to QR&O 16.20(a), the OCC or the Commandant of a Canadian Military College may grant up to 30 consecutive calendar days Special Leave (Education).

5.6.04 Limitations

All annual and accumulated leave must be granted before Special Leave (Education) may be granted.

5.7 Special Leave (Isolated Post Travel)

5.7.01 Policy

A member proceeding on leave from an isolated post, other than CFS Alert, may be granted the lesser of three working days Special Leave (Isolated Post Travel) or the actual time required for round trip travel from the isolated post to the nearest point of departure as indicated in CBI 11.4.01 - Point Of Departure.

5.7.02 Approval Authority

The CO may grant Special Leave (Isolated Post Travel).

5.7.03 Limitations

Special Leave (Isolated Post Travel) may only be granted if a member is entitled to Isolated Post Travel Assistance (IPTA) and has been posted for duty at an isolated post for a period of 90 or more consecutive days.

Special Leave (Isolated Post Travel) applies to all isolated posts designated in the table to CBI 11.2.03 - Classification Levels at Isolated Posts, except CFS Alert.

Special Leave (Isolated Post Travel) may be granted once in a fiscal year (or yearly cycle for Res F members) to members serving at an isolated post classified level 1, 2, or 3 and twice in a fiscal year (or yearly cycle for Res F members) to members serving at a post classified level 4 and 5 as outlined in CBI 11.4.03(5).

5.8 Special Leave (CFS Alert)

5.8.01 Policy

Special Leave (CFS Alert) is offered as an incentive for duty at CFS Alert, in order to promote the maintenance of morale, and to promote operational effectiveness.

5.8.02 Approving Authority

The CO CFS Alert shall grant 21 consecutive calendar days Special Leave (CFS Alert) inclusive of traveling time to members attached posted to CFS Alert for a period in excess of four months.

Subject to paragraph 5.8.03, the CO CFS Alert may grant one working day of Special Leave (CFS Alert) for each completed period of 15 consecutive days to members attached posted to CFS Alert for a period of four months or less.

Special Leave (CFS Alert) may be granted to the CO CFS Alert by the respective Formation Commander.

5.8.03 Limitations

If a member attached posted to CFS Alert:

(a) in excess of four months is not afforded the full 21-day Special Leave (CFS Alert) entitlement due to IMR, it:

(i) shall only be granted to a member on completion of a tour of duty;

(ii) shall normally be taken within 14 days upon return from CFS Alert but no later than 30 days, or shall be forfeited;

(iii) shall be taken in consecutive calendar days; and

(iv) shall not be taken in conjunction with retirement leave.

(b) for a period of four months or less, the following limitations apply to Special Leave (CFS Alert):

(i) shall only be granted to a member on completion of a tour of duty;

(ii) shall be forfeited if not taken immediately upon return from CFS Alert; and

(iii) may be taken in conjunction with any other type of leave approved by CFS Alert and/or unit COs, except retirement leave.

5.8.04 Transportation Assistance

Transportation assistance pursuant to CBI 11.4.05 - Alert Leave Travel Benefits (ALTB) is available to members attached posted to CFS Alert for a period in excess of four months.

5.9 Special Leave (Christmas / New Year's)

5.9.01 Policy

Special Leave (Christmas/New Year’s) may be granted to provide time away from duty for the observance of the Christmas or New Year’s holiday period. 

Members who do not take Special Leave (Christmas/New Year’s) in conjunction with either the Christmas or New Year’s holiday period may be granted an equivalent period of Special Leave.

5.9.02 Approving Authority

This table describes the approving authority for Special Leave (Christmas / New Year’s):

5.9.03 Limitations

Special Leave (Christmas/New Year’s) shall not be granted in conjunction with Retirement Leave.

When granted in conjunction with either the Christmas or New Year’s holiday period, the two days Special Leave (Christmas/New Year’s) is limited to either the Christmas or New Year’s holiday period, not both.

5.10 Special Leave (Relocation)

5.10.01 Policy

It is the policy of the CF to ensure members have the time they need away from duty to conduct administrative and relocation activities related to a posting or attached posting.

Special Leave (Relocation) is available to conduct some of these activities. Specifically, it is provided to ensure members are available to:

(a) address any administrative matters as required; and

(b) if applicable, supervise the packing/loading and unloading/unpacking of Household Goods and Effects (HG&E) and preparation of insurance claims related to the relocation.

In addition, Special Leave (Relocation) may also be granted, at the discretion of the home unit CO, to members who are away from their home unit on duty for operations/training exercises, to attend formal courses and training or for incremental taskings within or outside Canada.

5.10.02 Reckoning time

Special Leave (Relocation) is reckoned in working days and shall not be reckoned against weekend days or designated holidays. It will be granted normally in consecutive days, but the CO may authorize the leave to be taken in non-consecutive days.

5.10.03 Approving Authority

This table describes the approving authority for Special Leave (Relocation): 

5.10.04 Withholding or Limiting Leave

Special Leave (Relocation) in consideration of a posting or attached posting may only be denied, withheld or limited because of exigencies of service such as time constraints in the event of a rapid deployment or operational reasons beyond the control of the CO.

The authority to withhold or limit Special Leave (Relocation) shall be no lower than the Formation Commander or, in consideration of deployments to an international operation overseas, the force employing operational commander.

Special Leave (Relocation) in consideration of a member being sent away from their home unit on duty for operations/training exercises, to attend formal courses and training or for incremental taskings within or outside Canada, on a status other than posting or attached-posting (such as, but not limited to, Temporary Duty), may be denied, withheld or limited at the discretion of the CO.

Special Leave (Relocation) that is withheld or limited and cannot be reinstated prior to relocation is forfeited.

5.10.05 Elements of Special Leave (Relocation)

Special Leave (Relocation) has the following four elements:

(a) personal administration;

(b) movement of HG&E;

(c) embarkation; and

(d) disembarkation. 

More than one of the elements may apply concurrently depending on the circumstances pertaining to the relocation.

5.10.06 Personal Administration

The personal administration element is intended to permit members to attend to administrative needs in preparation for or on completion of a relocation. 

Personal administration may include, but is not limited to, making arrangements for banking, insurance, public utilities, school enrolment, daycare, licensing, local taxation and provincial health insurance.

5.10.07 Movement of HG&E

The HG&E element is intended to permit the member’s presence during the packing, loading, unloading and unpacking of HG&E. This protects the member’s right to claim reimbursement for any losses or damage to HG&E during the relocation.

5.10.08 Embarkation

The embarkation element provides additional leave for personal or family needs in Canada or the continental United States prior to departure on relocation overseas.

Within this context, this element may also apply to pre-deployment considerations pertaining to:

(a) deployment on assignment to an international operation;

(b) proceeding away from home unit on duty for an operation or training exercise; or

(c) proceeding away from home unit on duty for an extended period for other than an operation or training exercise.

When a member is relocated between units within Canada or the continental United States, or relocated between overseas units, the portion of Special Leave (Relocation) intended for embarkation shall not be granted.

5.10.09 Disembarkation

The disembarkation element provides additional leave to be taken in Canada or the continental United States immediately following a return from an overseas relocation. This element facilitates adjustment to the North American environment, recovery from time zone changes, and helps prepare the member for continuing service in the CF.

(a) Within this context, this element may also apply to post-deployment considerations pertaining to:

(i) returning to home unit following deployment on assignment to an international operation;

(ii) returning to home unit following an operation or training exercise; or

(iii) returning to home unit following an extended period away for a reason other than an operation or training exercise.

(b) For members returning from deployment, upon request, the disembarkation element may be deferred:

(i) when the member is required to participate in the Partial Workday Program (PWP); or

(ii) as approved by the Task Force Commander under the following exceptional circumstance:

(1) personnel tempo guidelines listed in CANFORGEN 082/07;

(2) change of commands;

(3) members posted to a succession-planned position;

(4) short-notice postings of 30 days or less; and

(5) proceeding on a house-hunting trip within five days upon arrival.

The disembarkation element may be taken in non-consecutive days; however, it must be taken immediately upon completion of the PWP and the above-mentioned exceptional circumstances or it shall be forfeited.

When a member is relocated between units within Canada or the continental United States, or relocated between overseas units, the portion of Special Leave (Relocation) intended for disembarkation shall not be granted.

Leave associated with disembarkation is not granted if the member is returning to Canada for the purpose of being released.

5.10.10 Relative to a Posting

Special Leave (Relocation) may be granted to a member who is posted when it involves a relocation at public expense. The authority for granting the leave and the amount of Special Leave (Relocation) that may be approved at each end of a posting, based on the posting situation, are prescribed within Annex B, Table 1.

Special Leave (Relocation) may be granted to both members of a service couple who are posted or attached posted. If only one member of a service couple is posted or attached posted, the member that is not posted may be granted Special Leave (Relocation) for the days that they participate in relocation activities. 

The Special Leave (Relocation) granted remains exclusive of and distinct from the travel time authorized for the relocation of members and families between locations.

When a member’s COS date is prior to their relocation, the CO of the gaining unit may grant the member the leave at both ends of the move. 

Special Leave (Relocation) is not intended and shall not be used to compensate for a member having worked weekends or designated holidays.

5.10.11 Relative to an Attached Posting or Relocation on Other Status

Special Leave (Relocation) relative to an attached posting or to relocation on another status may be granted in the situations described in Annex B, Table 2. The authority for granting the leave and the amount of Special Leave (Relocation) that may be approved based on time away from the home unit on duty are also prescribed within Annex B, Table 2. 

For the purpose of calculating the number of days of Special Leave (Relocation) that may be granted, time away from the home unit on duty includes travel time.

Special Leave (Relocation) intended for pre-deployment/embarkation cannot be deferred, accumulated or taken at the end of an attached posting/deployment. If not taken before departure it is forfeited.

Special Leave (Relocation) intended for post-deployment/disembarkation cannot be deferred or accumulated. Any part not taken immediately after attached posting/deployment is forfeited.

5.10.12 Reserve Force

When a member of the Reserve Force is authorized by DCBA to relocate their (D)HG&E at public expense for a period of Class “B” or “C” Reserve Service , the applicable Special Leave (Relocation) (IAW Annex B, Table 1) shall only be authorized and included in that period of service when the member is already on Class “B” or “C” Reserve Service at the time of the relocation. For greater certainty, Special Leave (Relocation) shall not be authorized for the purpose of a Return Move following the completion of that period of service.

When a member of the Reserve Force is attached posted on a period of Class “B” or “C” Reserve Service (IAW Annex B, Table 2) the applicable Special Leave (Relocation) shall be included in that period of service.

5.10.13 New Enrollees

Special Leave (Relocation) may be granted to a member who is relocated on posting or attached posting.

Special Leave (Relocation) shall not be granted to:

(a) a new enrollee on Leave Without Pay (LWOP) who is awaiting recruit or basic training courses; or

(b) a member who has just completed the recruit or basic training course but has not yet attained trained status, unless that member has been authorized a move of (D)HG&E.

5.10.14 Upon Release

Special Leave (Relocation) shall not be granted in respect of a move to an Intended Place of Residence on release or transfer from the Regular Force.

Special Leave (Relocation) may be granted to a member serving at an isolated post in Canada, or at a post outside of Canada who is being relocated for release purposes under CAFRD 11.4.03 - Relocation from an isolated post for release purposes or CAFRD 12.8.01 - Relocation back to Canada for release purposes. However, the five days for disembarkation will not be granted.

5.11 Special Leave (Mission)

5.11.01 Policy

Special Leave (Mission) provides CF members deployed on international operations with an opportunity to leave the mission area and relieve stress in a non-threatening location, usually back in Canada.

Special Leave (Mission) may only be withheld because of IMR. Workload is not an IMR as Commanders are responsible for creating leave plans that permit all members to take leave.

5.11.02 Application

Special Leave (Mission) applies to members of the CF deployed on international operations who serve for at least 30 continuous days in the Theatre of Operations.

For UN or MFO missions where no UN or MFO policy exists, Special Leave (Mission) may be granted by the Commander CJOC at the rate of two and one half calendar days per thirty continuous days in the AO.

5.11.03 Approving Authority

The approving authority for Special Leave (Mission) is detailed in the table below. 

The Operational Commander may delegate to the next level in the chain of command.

5.11.04 Calculations

The table below depicts the number of Special Leave (Mission) days that can be authorized.

The approving authority may petition the CDS for an increase in the amount of Special Leave (Mission) authorized for a particular mission.

5.11.05 Limitations 

The limitations for Special Leave (Mission) are as follows:

(a) must be completed 30 days prior to repatriation in order to qualify for Home Leave Travel Assistance (HLTA) benefits;

(b) may be combined with Special Leave (Mission Travel) or compassionate leave;

(c) may be combined with a house hunting trip (HHT) as well as annual leave for the sole purpose of conducting an extended HHT;

(d) shall not be taken in the mission area, as defined by the Task Force Commander; and

(e) for naval operations, calculation of the time credited toward Special Leave (Mission) is based on:

(i) the date the ship departs for a specified mission and the date the ship returns to the previous place of duty or arrives at the newly assigned place of duty or when still subject to these conditions, a member:

(1) joins an HMCS or allied ship, the commencement date is the date the member boards the ship; and

(2) departs an HMCS or allied ship prior to the end of the operation, the cessation date is the date the member departs the ship.

5.12 Special Leave (in lieu of Mission Leave)

5.12.01 Policy

Special Leave (in lieu of Mission Leave) provides for unexpected circumstances when IMR demand the withholding of or recall from Special Leave (Mission) that cannot be subsequently compensated for while the member is on the mission.

5.12.02 Application

Special Leave (in lieu of Mission Leave) applies to members of the CF deployed on international operations who have served for at least 30 continuous days in the Theatre of Operations. If conversion of Special Leave (Mission) is approved, Special Leave (in lieu of Mission Leave) is granted following repatriation.

5.12.03 Reckoning Time

Special Leave (in lieu of Mission Leave) is reckoned in working days and will normally be granted in consecutive days; however the approving authority may authorize the leave to be taken in non-consecutive days, as required.

5.12.04 Approving Authority

The Operational Commander for the mission may approve the conversion of Special Leave (Mission) into Special Leave (in lieu of Mission Leave).

5.12.05 Conversion Rate

Unused Special Leave (Mission) is calculated using a conversion factor of 0.7 (five working days vice seven calendar days) in order to ensure fairness in standardization between time off during and following a tour of duty.

In all cases, the converted amount is rounded to the nearest whole number.

Example: a member has four days unused Special Leave (Mission), 4 days x 0.7 = 2.8, rounded to the nearest whole number is an entitlement of three days Special Leave (in lieu of Mission Leave).

5.12.06 Limitations

Special Leave (Mission) that is not converted into Special Leave (in lieu of Mission Leave) is forfeited.

For naval operations, calculation of the continuous time deployed in the Theatre of Operations credited toward Special Leave (in lieu of Mission Leave) is based on the same criteria as per Section 5.11.05 Special Leave (Mission).

5.13 Special Leave (Mission Travel)

5.13.01 Policy

The purpose of Special Leave (Mission Travel) is to provide for travel time in conjunction with Special Leave (Mission).

5.13.02 Application

Special Leave (Mission Travel) applies to members of the CF under the command of a Canadian Operational Commander who are granted Special Leave (Mission) during deployment on international operations.

5.13.03 Responsibility of Commanders

The Operational Commander shall establish and publish in the mission Operation Order the maximum travel time to and from the Theatre of Operations applicable to the mission. 

The Task Force Commander shall publish the Special Leave (Mission Travel) time applicable to the mission in the Task Force Standing Orders.

Operational Commanders are to monitor travel time requirements for each mission in consultation with welfare travel coordinators, and revise the travel time within the limits if travel conditions change.

5.13.04 Approving Authority

Subject to the limitations on travel time specified for the mission by the Operational Commander, the Task Force Commander may approve Special Leave (Mission Travel).

5.13.05 Limitations

Special Leave (Mission Travel) that is not granted is forfeited.

The travel time for a member traveling to a third location shall be actual time required to reach the destination, but shall not exceed the maximum time which would have been granted had the member returned to Canada.

5.14 Additional Special Leave For Operational Deployments

5.14.01 Policy

Operational Commanders may petition for additional Special Leave in support of operations for the purpose of addressing extraordinary demands associated with a particular mission including, but not limited to:

(a) Government or Command directed extension of a rotation after a deployment has commenced; and

(b) Change in the scope of the operation, such as an observer mission transitioning to a combat mission.

Additional Special Leave should only be considered when all other options have been expended.

This option is not intended to compensate for missed designated holidays or high operational tempos during the mission.

5.14.02 Application

Additional Special Leave for operational deployments applies to CF members serving on international operations who have served in a Theatre of Operations for at least 30 continuous days.

5.14.03 Approving Authority

5.15 Special Leave (Judicial Proceedings)

5.15.01 Policy

Pursuant to DAOD 7001-1 - Attendance at Civil and Criminal Court Proceedings, the CO may grant up to 30 days Special Leave (Judicial Proceedings) for a CF member to attend judicial proceedings.

5.16 References

5.16.01 Source References

• QR&O 16.20 - Special Leave
• CBI 11.2.03 - Classification of Isolated Posts
• CBI 11.4.01 - Point of Departure
• CBI 11.4.05 - Alert Leave Travel Assistance

5.16.02 Related References

• QR&O 15.01 - Release of Officers and Non-Commissioned Members
• CBI 208.849 - Posting Allowance
• CBI 209.50 - Leave Travel Assistance (LTA)
• CBI 209.52 - Transportation on Special Leave
• CBI 208.831 - Additional Transportation Entitlements on Restricted Postings – Officers and Non-Commissioned Members
• CFAO 15-2 - Release – Regular Force
• DAOD 7001-1 - Attendance at Civil and Criminal Court Proceedings
• CF MIL PERS INSTR 20/04 – Administrative Policy of Class A, Class B And Class C Reserve Service
• CANFORGEN 031/97 ADM (Per) 025 261230Z MAR 97 - Posting Allowance, Definition Changes
• CJOC Direction on International Operations (CDIO) 1.3-7D - Post Deployment Phase Para 1, 2, 3, 7 and 8
• CANFORGEN 082/07 CDS 020/07 021440Z MAY 07 - Perstempo Policy for CF International Operations

Annex A – Christmas / New Year's Special Leave Days

Notes: 

1. The CO may grant Special Leave (Christmas/New Year’s) in conjunction with either the Christmas or the New Year’s holiday period, not both.
2. Members who do not take Special Leave (Christmas/New Year’s) in conjunction with either the Christmas or New Year’s holiday period may be granted an equivalent period of Special Leave.

Annex B – Special Leave (Relocation)

Situations, Approving authorities and Maximum amounts

Table 1 – Postings

Table 2 – Attached Postings and Other Status (including Operations, Training Exercises, Career courses and Incremental Taskings)

Chapter 6 – Sick Leave

6.1 Sick Leave

6.1.01 Purpose

The purpose of sick leave is to support the medical treatment and recovery of CF members due to an illness, injury, or medical complications arising from pregnancy or birth.

It is granted for the duration of a member’s unfitness for duty when not convalescing in an infirmary or hospital (unless it is granted when medical complications arise from pregnancy, childbirth, and/or birth related events).

A CF member who is on sick leave cannot be ordered on annual leave.

6.1.02 Reckoning Time

Sick leave is reckoned in calendar days.

When a member is discharged from hospital and granted sick leave, the sick leave commences the day after discharge from hospital.

6.1.03 Approving Authority 

The approving authorities for sick leave are summarized in the table below:

(Sick leave while on retirement leave does not apply to this section – refer to Section 10.6)

6.1.04 Organ Transplant

Pursuant to QR&O 16.16 - Sick Leave and any directives issued from time to time by the Surgeon General, sick leave may be granted to a member who donates an organ for transplant to another person.

With the exception of organ or bone marrow donation, generally the CF does not approve sick leave for member funded elective medical treatments.

6.1.05 Sick Leave and Pregnancy and Maternity/Parental Leave

As pregnancy is not deemed an illness or injury, sick leave will not normally be authorized for routine circumstances relating to pregnancy and/or childbirth. However, sick leave may be granted for medical complications arising from pregnancy or childbirth. 

Where such sick leave is granted within the period designated for maternity purposes pursuant to QR&O 16.26 - Maternity Leave, it forms part of the maternity leave period and shall not extend the maternity leave period. Should sick leave be granted within the period designated for parental purposes pursuant to QR&O 16.27 - Parental Leave, it forms part of the parental leave period and shall not extend the parental leave period.

Any sick leave granted within the period designated for maternity or parental purposes must be reported to EI or QPIP for benefits to be adjusted accordingly.

6.2 References

6.2.01 Source References

• QR&O 16.16 - Sick Leave

6.2.02 Related References

• QR&O 16.26 - Maternity Leave
• QR&O 16.27 - Parental Leave

Chapter 7 – Compassionate Leave

7.1 General Information

7.1.01 Purpose

The purpose of compassionate leave is to provide CF members with sufficient time away from their place of duty when such absence is appropriate as a result of urgent or exceptional personal reasons.

7.1.02 Policy

Compassionate leave is separate from annual and accumulated leave and the approving authority determines the conditions under which it may be granted. 

Examples of urgent or exceptional personal reasons include but are not limited to:

(a) situations of death or critical illness of a family member. Critical illness would be an illness or injury that is of such severity the patient’s life is in immediate danger;

(b) traumatic family situations relating to the member or their family that are due to severe injury, disease or trauma that has detrimental and significant effect on the member’s ability to perform assigned duties;

(c) situations of pregnancy or adoption loss;

(d) victims of family violence; and

(e) parents of young victims of crime.

Although compassionate leave does not form part of annual or accumulated leave, both may be granted in conjunction with compassionate leave.

All compassionate leave requests must be substantiated to the satisfaction of the approving authority. Any compassionate leave granted that is not subsequently verified shall be recovered.

7.1.03 Reckoning Time

Compassionate leave is reckoned in calendar days.

7.1.04 Approving Authority

Timely requests for approval shall be made in order to avoid additional stress on the member and family.

There is no limit to the number of different reasons for which a member may be granted compassionate leave. These reasons are neither limited by fiscal year nor by the circumstances giving rise to the need for compassionate leave.

The approving authority for compassionate leave is as follows:

7.1.05 Recovery Action

When compassionate leave has been granted and the reasons for which it was requested are unable to be verified to the satisfaction of the CO, the member’s URS shall take recovery action in accordance with MHRRP, Chapter 16 - Leave.

7.1.06 Limitation

Compassionate leave shall not be granted in conjunction with retirement leave.

7.2 Compassionate Leave (Situations of Pregnancy or Adoption Loss)

7.2.01 Policy 

Compassionate leave (situations of pregnancy or adoption loss) may be granted to provide time away from duty when a member and/or their partner have experienced:

(a) miscarriage/pregnancy loss/perinatal loss;

(b) termination/abortion of pregnancy;

(c) loss of surrogacy; or

(d) loss of adoption.

In cases where a member has experienced such an event on or after the first day of the 20^th week of pregnancy, the member may be entitled to maternity leave pursuant to QR&O 16.26.

7.2.02 Approving Authority 

The following approving authorities may grant compassionate leave (situations of pregnancy or adoption loss) for a period of 5 to 14 consecutive calendar days immediately following the occurrence or sick leave period, as applicable:

(a) a medical practitioner;

(b) a Social Worker Officer;

(c) a Chaplain;

(d) a CO; or

(e) a Director or a more senior NDHQ appointment (NDHQ members).

7.3 Compassionate Leave (Victims of Family Violence) 

7.3.01 Policy

(a) Compassionate leave (victims of family violence) may be granted when an act of family violence occurs to a member or any minor dependant, disabled or elderly family member under the care of the member as a result of:

(i) any intentional or reckless action that causes injury or property damage while intimidating or harming the victim;

(ii) any act or threat that intimidates the victim by creating a reasonable fear for property damage or personal injury;

(iii) psychological or emotional abuse;

(iv) forced confinement;

(v) sexual assault, sexual abuse, other sexual crimes, and sexual harassment; or

(vi) stalking.

(b) Compassionate leave (victims of family violence) is intended to provide members with sufficient time away from their duties to engage in activities including, but not limited to:

(i) seeking medical attention for the member or their child in respect of a physical or psychological injury or disability;

(ii) obtaining services from an organization which provides services to victims of family violence;

(iii) receiving psychological or other professional counselling;

(iv) relocating temporarily or permanently;

(v) seeking legal or law enforcement assistance or to prepare for or participate in any civil or criminal legal proceeding; or

(vi) to take any measure prescribed by regulation.

7.3.02 Approving Authority

The following approving authorities may approve compassionate leave (victims of family violence) for up to 14 consecutive calendar days:

(a) a medical practitioner;

(b) a Social Worker Officer;

(c) a Chaplain;

(d) a CO; or

(e) a Director or a more senior NDHQ appointment (NDHQ members).

7.3.03 Limitations

The following limitations apply to compassionate leave (victims of family violence):

(a) It shall not be granted if the member is accused of an infraction related to the act of family violence or the circumstances show it is probable that the member committed the act of violence; and

(b) when claiming compassionate leave (victims of family violence) for a child, the member must:

(i) be the legal parent;

(ii) be the adoptive parent;

(iii) be a person with whom the child was placed for the purpose of adoption;

(iv) be a placement designated by a child welfare agency or the Base/Wing CF Social Work Officer; or

(v) have legal custody or guardianship of the child.

7.4 Compassionate Leave (Parents of Young Victims of Crime)

7.4.01 Policy

Compassionate leave (parents of young victims of crime) may be granted to provide CF members with an extended period of time away in situations where their child is deceased or missing as a result of a probable Criminal Code offence that occurred in Canada.

7.4.02 Approving Authority

The approving authority for Compassionate leave (parents of young victims of crime) is as follows:

7.4.03 Restrictions

The following limitations apply to compassionate leave (parents of young victims of crime):

(a) the member must be the legal parent, adoptive parent, a person with whom the child was placed for the purpose of adoption or have legal custody or guardianship of the child who is deceased or has disappeared;

(b) the member has not been charged with committing the Criminal Code offence that led to the death or disappearance of the child;

(c) in the case of a deceased child, where the child is 14 years of age and older, the child must not have been a willing party to the crime that led to their death;

(d) in the case of the missing child, the child has been missing for over seven (7) days; and

(e) the child was under 25 years of age at the time of the incident.

7.5 References

7.5.01 Source References

• QR&O 16.17 - Compassionate Leave
• MHRRP - Chapter 16 - Leave

Chapter 8 – Leave Without Pay and Allowances

8.1 Leave Without Pay and Allowances

8.1.01 Purpose

The purpose of Leave Without Pay and Allowances (hereafter referred to as LWOP) is to allow members the opportunity to remain in the CF during periods when no service is rendered. Except on enrolment, members must request LWOP. The reason for the LWOP must be in the interest of the CF.

8.1.02 Limitations

Except when LWOP is granted for maternity or parental leave purposes, LWOP shall not be granted:

(a) in a member’s final year of service, except for an OCdt under the ROTP who requests a voluntary release as per CFAO 9-12; or

(b) until all annual and accumulated leave entitlements are used for the same purpose for which the LWOP is requested, unless otherwise indicated.

8.1.03 Reckoning Time

LWOP is reckoned in calendar days.

8.1.04 Approving Authority 

The table below summarizes the approving authorities for granting LWOP:

8.1.05 Application Process

Except for new enrollees, who shall have LWOP documented on a CF 100 and members requesting LWOP for maternity or parental reasons, an application for LWOP shall be made on form DND 6029 Application for Leave Without Pay and Allowances.

Members applying for maternity and parental benefits must complete form DND 2268 Application Form for Maternity/Parental Benefits.

8.1.06 Points to Consider

Before recommending or approving any period of LWOP, the following points should be considered:

(a) the reason for the LWOP;

(b) whether the CF can forego the services of the member for the period of LWOP;

(c) whether there are better alternatives to achieve the aim;

(d) the performance and conduct of the member;

(e) whether there will be significant periods during the term of LWOP when the member, upon request, could be returned to duty;

(f) whether the period of LWOP should be counted for promotion purposes with reference to CFAO 11-6 - Commissioning and Promotion Policy-Officers-Regular Force or CFAO 49-4 - Career Policy Non Commissioned Members Regular Force;

(g) whether or not the requirements of DAOD 5019-8, Private Debts should preclude granting LWOP; and

(h) whether or not the member is undergoing a period of obligatory service.

8.1.07 Recall to Duty

A member on LWOP is subject to recall to duty at any time. The recall to duty of a member on LWOP shall be done personally by the CO and shall be for a minimum of five working days.

Periods of LWOP shall not be broken for the purpose of establishing an annual leave credit or any other circumstance that is not deemed to be IMR.

8.1.08 Impact on Obligatory Service

Pursuant to DAOD 5049-1 - Obligatory Service, any period of obligatory service shall be extended by a period equal to the LWOP that has been granted during a period of obligatory service.

8.2 Exemption From Duty and Training (ED&T)

8.2.01 Authoritative References

Exemption From Duty and Training (ED&T) is not a leave type. The policy guidance and instructions for administration of ED&T is outlined in the following references:

(a) QR&O 9.09 - Exemption From Duty and Training – Maternity Purposes;

(b) QR&O 9.10 - Exemption From Duty and Training – Parental Purposes;

(c) CF Mil Pers Instr 20/04 - Administrative Policy of Class "A", Class "B" and Class "C" Reserve Service; 

(d) MHRRP, Chapter 19 - Cl A, B, C Res Service; and

(e) MHRRP, Chapter 17 - Maternity and/or Parental Benefits Administration (MATA/PATA).

8.3 Maternity and Parental Leave

8.3.01 Authoritative References

The policy guidance for maternity leave, parental leave, and applicable allowances is outlined in the following references:

(a) QR&O 16.26 - Maternity Leave;

(b) QR&O 16.27 - Parental Leave;

(c) CBI 205.461 - Maternity and Parental Allowances; and

(d) MHRRP, Chapter 17 - Maternity and Parental Benefits Administration (MATA/PATA).

8.3.02 Extension

The end date of the period of:

(a) maternity leave shall only be extended by any of the following periods:

(i) any period during which one or more new-born children are hospitalized, if the officer or non-commissioned member has not yet started the period of the maternity leave;

(ii) any period during which the officer or non-commissioned member, having started but not ended the period of the maternity leave, returns to duty while one or more new-born children are hospitalized; and

(iii) any period during which an officer or non-commissioned member, having started but not ended maternity leave, is directed to return to duty by the commanding officer because of imperative military requirements.

(b) parental leave shall only be extended by any of the following periods:

(i) any period during which one or more new-born or adopted children or children to be adopted are hospitalized, if the officer or non-commissioned member has not yet started the period of the parental leave;

(ii) any period during which the officer or non-commissioned member, having started but not ended the period of the parental leave, returns to duty while one or more new-born or adopted children or children to be adopted are hospitalized; and

(iii) any period during which the officer or non-commissioned member, having started but not ended the period of the parental leave, is directed to return to duty by the commanding officer because of imperative military requirements.

8.4 Spousal Accompaniment - Service Couple

8.4.01 Policy

LWOP for spousal accompaniment is to permit Regular Force members of CF service couples to accompany their spouse on posting within or outside Canada.

8.4.02 Administrative Process

LWOP for spousal accompaniment up to a maximum of four cumulative years may be approved by DGMC.

A member taking advantage of LWOP for spousal accompaniment must agree to accept any posting or training upon completion of the leave period.

Prior to commencing a period of LWOP – Spousal Accompaniment – Service Couple the member is not required to expend their accumulated leave balance.

8.4.03 Non-service couples

An application for LWOP for spousal accompaniment related to a non-service spouse may be submitted in accordance with LWOP for personal reasons in section 8.1.

8.5 On Enrollment

8.5.01 Policy

LWOP may be granted on enrolment to Regular Force members if it is in the best interests of the CF to do so.

8.5.02 Administrative Process

Any period of LWOP granted on enrolment shall include the day of enrolment. 

Requirements for periods of LWOP on enrolment in excess of 21 days shall be referred with the supporting reasons to the Commander of the Canadian Forces Recruiting Group (CFRG).

LWOP for new members shall be documented on a CF 100.

8.6 Academic, Technical or Subsidized Training or for Personal Reasons

8.6.01 Policy

When it is in the interests of the CF, LWOP may be granted to Regular Force members to pursue academic, technical or subsidized training; or for personal reasons.

8.7 The Implications of LWOP

8.7.01 Superannuation

Canadian Forces Superannuation Act pension coverage automatically continues during a period of leave without pay and the member is required to pay contributions for that period. However, a member can elect not to pay for the portion of a period of LWOP that is in excess of three months. If the member elects not to make the contributions, the period will not be used in the calculation of their pension benefits.

The pension plan changes made on 1 March 2007 provide that a member is entitled to an unreduced immediate annuity after completing 25 years (9,131 days) of paid CF service. LWOP for maternity and parental purposes are the only types of LWOP that count as paid CF service for members of the Regular Force. Reservists are credited with paid CF service for periods of ED&T and LWOP for maternity or parental purposes in proportion to the number of paid days of CF service that they accrued in the 364 days prior to the commencement of the first period of exemption or leave in respect of a “child” as defined at CBI 205.461(1).

Additional information can be found at: Frequently asked questions – Active member - Canadian Armed Forces pensions - Canada.ca (tpsgc-pwgsc.gc.ca)

8.7.02 Supplementary Death Benefits

Subject to the Canadian Forces Superannuation Act and the Canadian Forces Superannuation Regulations, a member remains a participant under Part II (Supplementary Death Benefits) of the Act during LWOP except when both of the following conditions are satisfied:

(a) the period of LWOP commences the day of or the day after enrolment; and

(b) the LWOP is for personal reasons.

8.7.03 Severance Pay

Pursuant to CBI 204.40 - Canadian Forces Severance Pay, a period of LWOP is deemed to be continuous service but, shall not be included in the computation of eligible service. 

The only exception is LWOP for maternity or parental purposes which count toward the computation of eligible service.

8.7.04 Promotion

The effects of LWOP on promotion are detailed in CFAO 11-6 - Promotion Policy – Officers – Regular Force and CFAO 49-4 - Career Policy – Non-Commissioned Members – Regular Force.

8.7.05 Career Status

A Regular Force member who, at the time of application for LWOP, has been authorized additional service for a fixed or indefinite period may be required to complete applicable terms of service before the LWOP is authorized.

8.7.06 Service Income Security Insurance Plan (SISIP)

A SISIP participant may continue to be covered by the plan during a period of LWOP by remitting premiums direct to the insurer. Submission of form SISIP FS INS 9E “Leave Without Pay (LWOP)” is required. Additional information is available by calling 1-800-267-6681 or visiting www.sisip.com.

8.7.07 Return to Duty for CF Service during periods of LWOP

During extended periods of LWOP where a member can return to duty, such as between academic years, they may be returned to duty during the period if there is an IMR. Such service will normally be approved by NDHQ/DGMC at the time the LWOP is approved. In such cases the member’s CO must ensure that action is taken in HRMS (Guardian).

8.7.08 Movement of Dependents, HG&E

The granting of LWOP does not establish an entitlement to move dependents or HG&E at public expense.

8.7.09 Medical and Dental Treatment

A member on LWOP remains entitled to medical and dental treatment at public expense.

8.7.10 Compassionate Travel Assistance

The entitlement to Compassionate Travel Assistance while on LWOP is detailed in CBI 209.51 - Compassionate Travel Assistance.

8.7.11 Leave Travel Assistance

There is no entitlement to Leave Travel Assistance while on LWOP as detailed in CBI 209.50 - Leave Travel Assistance (LTA).

8.8 References

8.8.01 Source References

• QR&O 9.09 - Exemption From Duty and Training – Maternity Purposes
• QR&O 9.10 - Exemption From Duty and Training – Parental Purposes
• QR&O 16.25 - Leave Without Pay and Allowances
• QR&O 16.26 - Maternity Leave
• QR&O 16.27 - Parental Leave
• CBI 205.461 - Maternity and Parental Allowances

8.8.02 Related References

• QR&O 16.16 - Sick Leave
• CBI 204.40 - Canadian Forces Severance Pay
• CBI Chapter 209 - Transportation and Travelling Expenses
• CBI 208.832 - House Hunting Trip
• DAOD 5003-5 - Pregnancy Administration
• CFAO 11-6 - Commissioning and Promotion Policy - Officers - Regular Force
• DAOD 5019-8 - Private Debts
• CFAO 49-4 -Career Policy Non-Commissioned Members Regular Force
• DAOD 5049-1 - Obligatory Service
• MHRRP, Chapter 16 - Leave
• MHRRP, Chapter 17 - Maternity and/or Parental Benefits Administration (MATA/PATA)
• CF Mil Pers Instruction 05/05, New CF Regular Force Terms of Service
• Form DND 2268, Application Form for Maternity/Parental Benefits

Chapter 9 – Short Leave

9.1 Short Leave

9.1.01 Policy

The purpose of short leave is to provide a member of the Regular Force or of the Reserve Force on Class "B" or "C" Reserve Service with time away from their duties to:

(a) compensate, in part, for long hours worked during extended periods of operations/training or working on normal days of rest;

(b) allow for religious, spiritual, or cultural observances or obligations occurring on a normal day of work;

(c) allow for conduct of family-related obligations;

(d) provide members with time away from their duties to conduct urgent personal business; or

(e) reward exemplary work or outstanding achievement during training or other duty.

9.1.02 Reckoning Time

Other than sections 9.2 and 9.3 of this Chapter, short leave is reckoned in days to a maximum of two days per calendar month.

These two days do not have to be authorized on consecutive days and may be authorized in half-day increments.

The overall maximum short leave authorization is 24 days in a fiscal year or yearly cycle (for Res F members) inclusive of short leave (Religious or Spiritual Observances) and short leave (Family-Related Obligations).

9.1.03 Approval Authority

9.1.04 Limitations

Short Leave shall not be granted in conjunction with retirement leave.

9.1.05 Examples

Although short leave may be granted any valid reason the approving authority deems reasonable, the following are examples of when short leave could be granted to compensate:

(a) members in HMC ships and submarines for an extended absence from home port; and

(b) members engaged in operations and exercises who have been denied normal off-duty time.

9.2 Short Leave (Religious and Spiritual Observances)

9.2.01 Policy

The purpose of short leave (religious and spiritual observances) is to provide a member of the Regular Force or of the Reserve Force on Class "B" or "C" Reserve Service with time away from their duties in order to:

(a) take leave on days that coincide with and allow for participation in Spiritual/Faith Traditional beliefs, customs and practices; and

(b) recognize diversity, remove barriers to and promote inclusiveness throughout the CF.

9.2.02 Approval Authority

The approving authority may grant short leave (religious and spiritual observances) to a maximum of five (5) days in a fiscal year and it may also be granted in half-day increments. CF members must provide advance notification to the approving authority of the day(s) on which they wish to request this leave.

9.2.03 Limitations

The limitations for short leave (religious and spiritual observances) are as follows:

(a) shall not exceed the maximum amount of 24 days of short leave per fiscal year (all types);

(b) members must use their full annual leave entitlement by the end of the fiscal year or yearly cycle;

(c) may not be used to circumvent using annual leave in order to accumulate or cash-out such leave;

(d) may not be carried over, accumulated, or cashed-out; and

(e) shall be forfeited if not taken.

9.3 Short Leave (Family-related Obligations)

9.3.01 Policy

The purpose of short leave (family-related obligations) is to provide a member of the Regular Force or of the Reserve Force on Class "B" or "C" Reserve Service with time away from their duties in order to:

(a) attend to an illness in the family;

(b) attend appointments;

(c) attend school functions;

(d) pick-up a child from school or daycare due to unforeseeable closure;

(e) attend a birth;

(f) attend a marriage; or

(g) attend to any other family-related situations.

9.3.02 Approval Authority

The approving authority may grant short leave (family-related obligations) to a maximum of five (5) days in a fiscal year and it may be also be granted in half-day increments.

9.3.03 Limitations

The limitations for short leave (family-related obligations) are as follows:

(a) shall not exceed the maximum amount of 24 days of short leave per fiscal year (all types);

(b) members must use their full annual leave entitlement by the end of the fiscal year or yearly cycle;

(c) may not be used to circumvent using annual leave in order to accumulate or cash-out such leave

(d) may not be carried over, accumulated, or cashed-out; and

(e) shall be forfeited if not taken

9.4 References

9.4.01 Source References

• QR&O 16.30 - Granting of Short Leave
• DAOD 5516-3 - Religious and Spiritual Accommodation

Chapter 10 – Regular Force Retirement Leave

10.1 General Information

10.1.01 Purpose

Retirement Leave is all leave granted to a Regular Force member immediately prior to release from the CF or transfer from the Regular Force and includes annual leave, accumulated leave and accrued leave.

10.1.02 Retirement Leave Types and Reckoning Time

Retirement leave may include the following types of leave and shall be granted only prior to the member’s release or transfer date in the following order:

10.1.03 Approval Authority

The approval authorities for retirement leave are as specified for the approving authority for release in the CDS Designated Release Authorities Table.

10.2 Calculation of Entitlement

10.2.01 Annual, accumulated and accrued leave

Annual, accumulated and accrued leave form part of retirement leave only when granted immediately prior to the release or transfer from the Regular Force.

Annual leave is not earned while on retirement leave.

Weekends, including designated and other holidays, which are listed in Chapter 2, General Administration, Annex A, shall form part of retirement leave.

10.2.02 Impact on release or transfer date

CFAO 15-2 - Release Regular Force specifies the conditions governing release or transfer from the Regular Force and on the determination of a member’s date of release. 

A member’s date of release or transfer from the Regular Force is the date assigned by an appropriate Release Authority in accordance QR&O 15.03 – Date of Release and with the CDS Designated Release Authorities. Retirement Leave shall not impact the member’s date of release and is to be administered as per section 10.2.04, Limitations.

10.2.03 Recall during retirement leave

If a member is on retirement leave and is recalled to duty, the CO shall send their recommendation or request to NDHQ/D Mil C. NDHQ/D Mil C will advise on reconciliation of remaining leave.

10.2.04 Limitations

Notwithstanding the entitlements outlined in this section, the member and the releasing unit shall ensure that retirement leave commences on a date early enough to allow for the granting of all retirement leave before the authorized release or transfer date. 

Retirement leave shall not be used to extend a member’s service beyond an authorized release or transfer date.

Determination of the date when retirement leave commences is not a right, but the member’s stated preference will be granted whenever possible.

10.3 Obligatory Service

10.3.01 Obligatory Service

A member serving a period of obligatory service, as prescribed in DAOD 5049-1 - Obligatory Service, normally will not commence retirement leave prior to completing the period of obligatory service.

A request to commence retirement leave prior to completing a period of obligatory service requires substantiation to justify such action and must be submitted to the Director General Military Careers (DGMC) for consideration. Approval will be granted in exceptional cases only

10.4 Payment in Lieu of Retirement Leave

10.4.01 Process

Regular Force members may request payment in lieu of all or part of their retirement leave entitlement. Elections must be submitted to the member's CO and will only be approved where an imperative military requirement exists.

The form Request for Leave Cash-Out at Release/Transfer at MHRRP, Chapter 16 - Leave is to be used for this purpose.

10.4.02 Approval authority 

The approval authority for the member's release as specified in the CDS Designated Release Authorities Table is the approving authority for payment in lieu of retirement leave

10.4.03 Conditions

CBI 205.77 - Payment in Lieu of Retirement Leave authorizes payment. 

A payment or partial payment in lieu of retirement leave may include annual, accumulated and accrued leave.

The leave may be cashed out in any order; however, the payment will only be made after the effective date of release.

A request for payment in lieu of retirement leave is irrevocable once the approving authority has authorized it. 

If a member commences retirement leave but due to unforeseen circumstances wishes to change their election and cash out the remainder of the leave, they may submit a request to DGCB/Release Benefits Administration (RBA) for consideration.

10.4.04 Impact of other legislation 

Payments in lieu of retirement leave are subject to the provisions of the:

(a) Federal and provincial Income Tax Act;

(b) Employment Insurance Act and Québec Parental Insurance Plan; and

(c) Canada Pension Plan and Québec Pension Plan.

Payments in lieu of retirement leave are not subject to deductions for contributions under the Canadian Forces Superannuation Act.

10.4.05 Non, partial or full payment of retirement leave

When the approving authority does not grant a request for payment in lieu of retirement leave for imperative military reasons, the member shall proceed on retirement leave.

When a partial payment in lieu of retirement leave is authorized, or when no request for payment is received, the member must take the authorized retirement leave to end on the date determined for the release or transfer.

When payment in lieu of all retirement leave is authorized, the member’s last day of work shall be the release or transfer date as determined by the approving authority.

10.5 Medical Treatment while on Retirement Leave

10.5.01 Unforeseen illness or injury

Sick leave may be assigned when the member is not able to perform activities of daily living while on retirement leave and where exceptional circumstances result in the unplanned scheduling of significant elective treatments during retirement leave.

10.5.02 Member’s responsibility

A member requiring medical treatment while on retirement leave should report to the nearest CF medical facility. 

If this is impractical, the procedures for "emergency" medical treatment listed on the member's copy of the CF 100 leave form shall be followed. 

It is the member’s responsibility to inform any CF medical facility to which they report that they are on retirement leave.

10.5.03 Medical treatment by the CF

A CF medical facility hospitalizing or recommending sick leave for a member on retirement leave shall immediately notify Release Benefits Administration (RBA) and NDHQ/Surgeon General/D Med Pol - Medical Standards. Notification shall include the date of admission and any recommended period of sick leave.

10.5.04 Medical treatment by civilian medical facility

A member who, while on retirement leave, is unable to report to a CF medical facility for medical care because of distance or the emergency nature of the illness or who is admitted to a civilian hospital shall notify RBA as soon as possible. Notification should be by either message or e-mail (CMP_DPSP_RBA_ABL_DPPS_CPM@forces.gc.ca) before the effective date of release or transfer has passed.

The DND 6028 Notification of Hospitalization/Application for Sick Leave (a copy of which is provided to the member as part of the release process) should be completed and forwarded to RBA.

10.5.05 Fixed effective date of release or transfer

The notification of hospitalization and/or a recommendation for sick leave constitutes a member’s application for an adjustment to the release or transfer date. Notwithstanding such application, the effective date of release or transfer is fixed and can only be amended in accordance with the CDS Designated Release Authorities Table.

Accordingly, DGCB/RBA in consultation with D Med Pol shall review the request and immediately notify the member if any changes to the effective date of release or transfer are approved.

10.6 Dental Treatment

10.6.01 Required action

A member requiring dental treatment while on retirement leave shall:

(a) report to the nearest CF dental facility; or

(b) report to the nearest Regular Force unit.

For contact information, please refer to: CAF Dental Services.

If these options are impractical, the emergency dental treatment procedure listed on the CF 100 leave form shall be followed.

10.7 Responsibility Matrix

10.7.01 Responsibility Table

The following table identifies the primary responsibilities for this chapter.

10.8 References

10.8.01 Source References

• QR&O 16.18 - Retirement Leave
• CBI 205.77 - Payment in Lieu of Retirement Leave

10.8.02 Related References

• DAOD 5049-1 - Obligatory Service
• CFAO 15-2 - Release Regular Force
• MHRRP, Chapter 15 - Release CF Members
• MHRRP, Chapter 16 - Leave
• CANFORGEN 151/07 CMP 066/07 261733Z SEP 07, Interim Policy - Voc Rehab Program For Serving Members (VRPSM)
• Veterans Affairs Canada Chapter 19 – Impairment in Activities of Daily Living

Chapter 11 – Audit

11.1 Audit of Leave Record

11.1.01 When to Audit

A review of all leave records in a fiscal year shall be conducted annually by the CO in accordance with the MHRRP, Chapter 16 - Leave.

These audits are the baseline for all future leave audits associated with a member’s release from the CF.

The OCC may require the audit of leave records whenever it is deemed necessary.

11.1.02 Release Audit

Release Administrators and the member shall verify leave from the last signed military leave statement prior to the member’s date of release to ensure that RBA can audit the file, verify details and ensure a timely payment of retirement benefits.

RBA will only use the last annual leave audit conducted by the Releasing Unit and will only audit the leave benefits for the year of release or transfer unless a review of other years is deemed necessary. DGCB/RBA is responsible for accurate accounting of final leave audit performed by Release Sections.

The corrective action required when discrepancies are found during the release audit may have serious financial consequences for the member. Accordingly, the value of the annual review or any other audit prior to the release audit is extremely important. Discrepancies found during the release audit may result in the imposition of leave forfeiture pursuant to QR&O 16.14(7).

11.1.03 Entitlements Qualifying Service

For audit purposes, grandfathering notes with respect to qualifying service for the calculation of annual leave entitlements for the Regular Force prior to 1 Apr 2025 are detailed in the following table: 

11.2 Payment to Service Estate

11.2.01 Policy

CBI 205.74 - Leave Entitlement-Payment to Service Estate is the policy for reconciliation of leave when a member of the Regular Force or the Reserve Force on Class "B" or "C" Reserve Service dies or is presumed to have died. As part of the out-clearance process, the Orderly Room must conduct a leave audit for the deceased or the presumed deceased member.

11.3 References

11.3.01 Related References

• MHRRP - Chapter 16 - Leave
• CBI 204.40 - Canadian Forces Severance Pay
• CBI 205.74 - Leave Entitlement – Payment to Service Estate
• QR&O 16.14 - Annual Leave
• QR&O 208.315 - Forfeiture in Respect of Leave