We understand situations may arise that require employees to be away from their jobs for an extended period beyond the regular accrued time off allowance. In this case, you may be eligible to take a provincial leave of absence.
Federal or provincial employment standards legislation govern the eligibility requirements, benefit entitlements, and reinstatement provisions surrounding many types of leaves. Where there is a conflict between the Company’s policy and applicable law, the legislation will take precedence.
As of August 1, 2025, the Company transitioned the administration of Short-Term Disability (STD) claims and ESA Legislated Leaves from Organizational Solutions Inc. (OSI) to Cowan Benefits LTD. Your Long-Term Disability (LTD) benefits will continue to be administered by Industrial Alliance.
This change is part of our ongoing effort to streamline the employee experience and provide more personalized, responsive support during times when you need it most. If you’re submitting a new claim or taking a leave on or after this date, you’ll work directly with your Cowan – Return to Health leave benefits team for guidance, documentation, and claim management.
Return to Health Transition
In this presentation, employees and managers get a clear overview of the transition and what it means for the leave and disability claims process. You’ll learn what leaves are available through the Company, steps to take when requesting a leave, how to work with your Cowan – Return to Health case manager, and what support is available throughout the process—from time away to returning to work.
Important Note
Always notify your supervisor as soon as possible when you will be applying for STD, an ESA Legislated Leave, or require a stay-at-work accommodation.
Short-Term Disability (STD) provides for continuation of your base pay for up to 17 weeks from the date that you become disabled due to eligible illness or injury. The Company pays the full cost of this benefit, and you are automatically enroled upon your date of hire. To review the full Short-Term-Disability policy, visit HR4You.
If your disability is the result of an injury, surgery, or hospitalization, STD benefits begin immediately. For disabilities due to illness, benefits begin after a 7-day waiting period. In both cases, the benefit provides:
If a 7-day waiting period applies, STD benefits will be paid retroactively to your first day of disability once the elimination period is met.
Initiating an STD Claim
If you are going to be away from work due to a nonoccupational illness, or you are hospitalized, require surgery or suffer an accident, or require a medically supported workplace accommodation, notify your supervisor of your absence and estimated return to work date as soon as possible then call 1-855-777-0141, Monday through Friday, 8:30 a.m. to 4:30 p.m. ET.
A Cowan Leave Specialist will register your claim and provide you with the applicable claim package by email. You will complete and sign the Employee Statement and take the Attending Physician Statement to your physician for completion. Once you have the completed package, please email it to rthclient.service@cowangroup.ca or fax it to 1-866-508-4111.
A dedicated case manager will contact you to discuss your claim once your registration is complete. If your claim is approved, the case manager will provide details of the approval period and any next steps. If your claim is not supported, guidance on how you can appeal the decision will be provided.
Process Checklist
Long-Term Disability (LTD) coverage begins after an employee has been out of work due to an illness/injury for 119 days and, if approved, will continue up to age 65 or until the employee is no longer deemed disabled.
LTD pays up to 65% of your monthly base salary (non-taxable), up to a maximum monthly benefit of $9,000 per month without Evidence of Insurability (EOI) or up to $15,000 with EOI.
Once a Long-Term Disability claim is open, you will work directly with IA. IA can be reached at 1-800-463-6236.
Maternity/Pregnancy Leave (Birthing Parent):
For birthing parents, employees are eligible for government payments for Maternity/Pregnancy leave through Employment Insurance (EI) or Québec Parental Insurance Plan (QPIP). To support our employees during this time, we offer a top-up to 100% of their regular pay for up to 17 weeks. This top-up payment covers the difference between the employee’s gross wages and the government benefits received. If a one-week waiting period applies through the government, the employee will receive 100% of their normal earnings during this time. Once the top-up is exhausted, the employee can continue their leave through government support, but will be unpaid through the Company.
If you plan to apply for Maternity/Pregnancy Leave, please notify your supervisor of your absence and estimated return to work date as soon as possible, and then contact Cowan – Return to Health at 1-855-777-0141, available Monday through Friday from 8:30 a.m. to 4:30 p.m. ET.
Parental/Adoption Leave (Non-Birthing Parent):
For non-birthing parents, employees also receive government payments for parental/adoption leave through Employment Insurance (EI) or Québec Parental Insurance Plan (QPIP). To support our employees during this time, we offer a top-up to 100% of their regular pay for up to 5 weeks. This top-up payment covers the difference between the employee’s gross wages and the government benefits received. If a one-week waiting period applies through the government, the employee will receive 100% of their normal earnings during this time.
If you plan to apply for Parental/Adoption Leave, please notify your supervisor of your absence and estimated return to work date as soon as possible, and then contact Cowan – Return to Health at 1-855-777-0141, available Monday through Friday from 8:30 a.m. to 4:30 p.m. ET.
To view the full Maternity/Parental Leave policy, visit HR4You.
Important Note
You are responsible for providing Cowan – Return to Health with a copy of your Employment Insurance/Québec Parental Insurance Plan benefit statement in order for top up payments to be calculated. You will not receive your top up until this statement is received by Cowan – Return to Health.
The Company recognizes that employees may need to balance work obligations with providing care for critically ill or injured family members. Therefore, effective August 1, 2025, the Company will offer two weeks of paid top-up caregiver leave to support employees in fulfilling their family obligations outside of the workplace. This top-up payment covers the difference between the employee’s gross wages and the government benefits received. If a one-week waiting period applies through the government, the employee will receive 100% of their normal earnings during this time.
If you need to be away from work due to caregiving duties, please call Cowan – Return to Health at 1-855-777-0141, available Monday through Friday from 8:30 a.m. to 4:30 p.m.
To view the full Caregiver Leave policy, visit HR4You.
Important Note
You are responsible for providing Cowan – Return to Health with a copy of your Employment Insurance/Québec Parental Insurance Plan benefit statement in order for top up payments to be calculated. You will not receive your top up until this statement is received by Cowan – Return to Health.
The Company understands that caring for a loved one can be both rewarding and challenging. Balancing work, family, and caregiving responsibilities can feel overwhelming at times, but you don’t have to navigate this journey alone. Wellthy provides comprehensive and personalized concierge support to help you tackle the logistical and administrative tasks of caregiving. Let them help you find the resources you need.
Visit wellthy.com/member/benefits4mecanada to create your account. Our Employee and Family Assistance Program also offers free childcare referrals.
While the Company doesn’t manage or contribute to these resources, we do recommend you look for additional support within your community – e.g., try your local hospital for geriatric resources – and take advantage of what you find online.
If you require a stay-at-work or job accommodation due to medical reasons, call Cowan – Return to Health at 1-855-777-0141, Monday through Friday, 8:30 a.m. to 4:30 p.m. ET. View the full policy on HR4You.
A Cowan case manager will register your claim and provide you with the applicable claim package by email. You will complete the Employee Identification section and sign Part A: Employee Consent, and your physician complete the rest of the form. Once you have the completed form, please email it to rthclient.service@cowangroup.ca or fax it to 1-866-508-4111.
A case manager will review your file and provide recommendations regarding the accommodation request directly to your employer. If your claim is not supported, guidance on how you can appeal the decision will be provided.