Here Are Some FAQ's That HR Has Curated To Provide More Information About The COVID-19 Pandemic.
Table of Contents
North American employees can review vacation balances and accrual rates within ADP Workforce Now.
For guides on how to navigate the ADP Portal, please review our quick guides for US Employees and quick guides for Canadian Employees on the IMAX Insider.
International employees please connect with your local office manager to review your vacation balance as per your local tracker, or reach out to hr@imax.com if you have further questions.
Additionally please reference the 'Reduced Work Arrangement’ letter sent you on April 21st, 2020 from hr@imax.com, which provided you with this calculation.
All paid time off for Canada and US is tracked using your 'Time Off Request’ in ADP Workforce Now.
For guides on how to request time off through ADP, please review our quick guides for US Employees and quick guides for Canadian Employees on the IMAX Insider.
International employees please connect with your local office manager to review your vacation balance as per your local tracker, and please advise hr@imax.com of your leave request, or reach out if you have further questions.
If you are using unpaid time off you can request these days through ADP using the 'Time Off Request’ as well. Please see above question for links.
No, we are asking all employees to enter their time now for as many weeks as they can, to help us with minimal weekly changes. If changes need to be made at a later date, you can speak to your Manager then make the adjustment in ADP.
For North American Employees, we’d encourage people to input their time in ADP for the 8-week continued reduced work week schedule. Should the schedule change, it is ideal if employees can have any changes secured in ADP, for US employees, the Thursday prior to the pay date, and for Canadian Employees, for the Friday prior to the pay date. Any corrections or changes to ADP should be done on or before the actual date you are making changes to.
For International Employees, please update your vacation tracker with your local office Manager and advise hr@imax.com of your leave request , by the Thursday prior to the pay date.
To calculate your daily rate, you can take your annual salary and divide it by 52 weeks in a year, divided by 5 days in a week.
Example: 50,000/52 = 1000.00 weekly rate / 5 days = 200 Daily Rate
Extending the reduced work week arrangements to the end of August allows us time to have a plan in place for employees but also for us to be flexible and agile as business units begin to get back their more regular work activities. We are hopeful that the economy and our theaters will continue to reopen and if that does continue, we will be flexible with our business units allowing various individuals or teams to return to a full work week during the time period if that makes the most sense for the business.
The plan currently is for us to continue this reduced work week schedule until the end of August 2020. We will of course continue to revisit options as the situation progresses and keep everyone informed, and we are also aware that some business units may have to return to full hours due to urgent work or reopening of theaters. This situation is continuing to evolve and we will continue to flexible in our response.
The HR Team is working closely with Managers to ensure that workloads and expectations will be realistic given these new working agreements. Of course, open communication with your Manager is critical so please bring up any concerns you have with your Manager to ensure you are truly reducing your work hours.
You will have access to use your personal days and vacation days you will have accrued through to December 31, 2020. If you do not have enough personal/vacation hours to cover the reduction period, those hours will become unpaid. If you have any questions or concerns with this approach, please contact your manager or your HR Business partner.
Yes, please connect with your Manager if you would like to be furloughed or take an unpaid leave of absence. As noted above, generally speaking, furloughed employees are entitled to governmental unemployment assistance.
No. Your decision to further reduce your hours or take a leave of absence will not viewed negatively by the company. We understand this is a difficult time for all and we are all dealing with individual circumstances outside of work, which may be very impactful.
We encourage you to discuss with your Manager, who is prepared to have these conversations with you. However, if you would prefer to contact your local HR Business Partner to review your options and situation you are welcome to do that as well. If you are unsure who your local HRBP is, email hr@imax.com to be connected.
Statutory holidays that fall within the reduced work week schedules, will remain as such. Here is an example of how the upcoming Stat Holidays in Canada & USA will be handled if you are on a reduced work week (similar to how May Stat Holidays were handled);
Week of June 29th (Canada – Canada Day on July 1st):
- 4 day weeks: they will only work 3 days that week + 1 stat + 1 vacation/unpaid
- 3 day weeks: they will only work 2 days that week + 1 stat + 2 vacation/unpaid
- 2 day weeks: they will only work 1 day that week + 1 stat + 3 vacation/unpaid
Canada Hourly employees will be paid an average of the previous 4 weeks.
Canadian Salaried employees you will be paid a regular day pay.
Week of June 29th (USA – Independence Day Observed on July 3rd):
- 4 day weeks: they will only work 3 days that week + 1 holiday + 1 vacation/unpaid
- 3 day weeks: they will only work 2 days that week + 1 holiday + 2 vacation/unpaid
- 2 day weeks: they will only work 1 day that week + 1 holiday + 3 vacation/unpaid
US Hourly/Salary they will be paid a full 8 hour for the Statutory Holiday.
The current workforce polling will continue to be sent out in a daily basis from Monday-Friday. We understand that employees will have varying schedules and may not respond on days they are off work, but we want to continue the polling to remain informed on the health of our employees. Please continue to answer the poll on days you are working.
Yes, your IMAX retirement contribution will align with your income received, and therefore will decrease along with your reduction in pay. If you would like to make adjustments to your contributions or review the program details please visit our service provider sites for more information, or email your inquiry to payroll@imax.com .
US Employees: John Hancock
Canadian Employees: Manulife Retirement
Yes you can make the change in your Manulife or John Hancock portal and it will be processed in the next payroll cycle. If you are in Canada and make a change in Manulife, please also notify payroll@imax.com.
Not all employees will return to their respective workplaces at the same time. Our collective goal is to return in a phased approach, in order to ensure our workplaces are prepared, safe and productive for our people, while also following local guidelines around social distancing and health. Your Managers will work with their Business Leaders/Executives & HR, Facilities & Workplace H&S, to review what business groups are deemed essential, and can work safely and productively onsite. We understand each employee has their own personal circumstances and anxieties and we encourage employees to reach out to their Manager or their HR Business Partner to discuss their options for their return when the time comes.
IMAX will take a phased approach to return employees to the office. While in the office there will be a number of protocols in place including Personal Protective Equipment (PPE), social distancing, and rotating schedules to ensure we keep our employees as safe as possible. The Facilities Team has also created helpful guides with paths of travel and instructions for certain work areas to ensure social distancing is possible, along with specific cleaning routines and policies. All of our current Employee Guides and Policies & Procedures are currently on the Workplace page of this site.
Yes, there will be a number of safety processes all employees in our workplaces will be required to follow including health screening, maintaining social distancing, use of PPE, and additional infection control.
Yes. You will see updates, resources, guidance, documented policies and processes shared with you over the next few weeks. Resources will be added to this website so we encourage you to visit the site on a regular basis. Business groups that have already been deemed essential by local governments are in the process of training and guidance on how to return safely and any new processes they will need to follow.
Visualize what an ideal return to work process would look like for you in your personal situation, and discuss your options with your Manager.
Seating assignments and meeting room capacity sizes will be updated to meet social distancing requirements. Because we are returning to the workplaces in a phased approach, we are able to customize work plans and space assignments to those returning and continue to build safe and structured seating plans or implement rotating remote working schedules to ensure a safe environment.
We are cognizant of the fact that many IMAX employees may be caring for their children while also working, at this time. We are all looking to local governments on expected timelines and reopening plans for care providers and/or schools, and understand that the uncertainty around this is challenging. Working parents should connect with their direct manager and discuss their current situation, and what returning to work might look like for them. If you need further guidance, don’t hesitate to reach out to your HR Business Partner who is also available to support you and discuss your options.
Yes, our Facilities Team is working diligently to ensure the office is properly sanitized prior to our return. Cleaning schedules will be increased and high traffic areas/touch points will be treated with additional caution.
Some of these services may be suspended or reinvented as we navigate the health & safety protocols in the workplaces and proceed with caution. Your specific office Employee Guide may include information about your office’s specific services.
IMAX facilities has been working with our local landlords and building operations vendors to make adjustments to our existing systems to further limit our exposure through the HVAC system where possible. These steps follow industry guidelines and include:
Maintaining humidity levels of 40% or greater
Maintaining a regular schedule of filter changes
Maintaining supply of adequate fresh air
HVAC systems including equipment, filtration, and air circulation vary by office location and even by room. If you have a question about your workspace, please forward it to your local facilities department to provide more information.
You will be provided with a disposable non medical mask daily and one to return to the workplace in the following day. If you choose to wear your own reusable cloth face covering you can. However your own mask must meet the following standards:
- fit securely to the head with ties or ear loops.
- maintain their shape after washing and drying.
- be changed as soon as possible if damp or dirty.
- be comfortable and not require frequent adjustment.
- be made of at least 2 layers of tightly woven material fabric (such as cotton or linen) be large enough to completely and comfortably cover the nose and mouth without gaping.
Yes, you can choose to either take personal days, vacations days, or unpaid time off.
IMAX is not requiring you to use your vacation time. The use of your vacation time is voluntary.
All preplanned vacation should be reviewed and we will allow you to cancel vacations that you might have already planned into 2020 so you can use those days for this purpose.
Our vacation hours are meant to be used for paid time off and not as a payout.
You only accrue vacation hours when you are working, during your unpaid leave of absence you will not accrue vacation time.
Yes, you are able to use your accrued vacation time up to December 31, 2020. If you would like to discuss your situation further please connect with your local HR business partner.
If you don’t have enough personal and vacation days to cover the full amount of reduced time, then those days would be unpaid. If you would like to look at another option like government benefits, please contact your Manager or HRBP to discuss further options
The vacation accrual will not be impacted based on the reduced work week as you accrue for the remainder of the year.
No we are not able to transfer vacation or paid time to another individual, for legal reasons.
If you are using your paid vacation/personal time to keep your income whole, you will not be experiencing job loss or loss of income and thus not eligible for Unemployment/Employment Insurance but there are other Government programs that you may be eligible for. Unemployment/Employment Insurance requires various eligibility requirements depending on your governing body and location. We encourage you to visit your local websites to review the requirements for individuals to be eligible for Government assistance.
Vacation balances for International employees are tracked locally and a balance is provided to HR. You can reach out to payroll@imax.com or hr@imax.com for assistance. Please ensure you keep both HR and your local office tracker advised of any changes you make to your schedule.
You may be eligible for various government benefits, depending on your personal situation and work location. We encourage you to visit your local government website for information on benefits they are currently providing.
If you want to take advantage of an income supplement or Employee Insurance program, review the requirements for eligibility and steps on how to apply.
If you are unsure of your eligibility based on your work situation, please reach out to your HR Business Partner to discuss options further.
Here are some helpful resources:
Canada’s COVID-19 Economic Response Plan – Support For Individuals
U.S. Department of Labour - Coronavirus Resources
U.S. Department of the Treasury – The CARES Act Works For All Americans
As a Global company, we have approached these challenging times with a global employee focus and with as much equity as possible for all. Our Legal, Finance and HR Team continue to review and consider whether a variety of government subsidies, tax credits and other programs being made available may be leveraged. For Canada this review includes the CEWS subsidy which we are in the process of applying for where people continue to be able to perform their job, and is applied on an a functional basis.
A voluntary leave of absence is unpaid. The links included in the Government Resources section of this FAQ will guide you through the application process dependent on your location.
If an employee is furloughed we will keep them whole for benefits and IMAX will cover the cost of Employee premium. They will not be required to pay for premiums while on furlough or when they return to work.
Yes, a furlough or unpaid leave of absence will not have any impact on your current employee benefits.
A furlough is “a temporary layoff from work.” People who get furloughed are generally able to return to their jobs after a period of time. People are not paid during furloughs but they do keep employment benefits, such as health insurance.
Layoffs are when an employer dismisses employees. That is, they are let go (laid off) from their jobs. If a person who is laid off were to return to their original job, they would have to be rehired.
Generally speaking, both furloughed and laid off employees are entitled to governmental unemployment assistance.
No. You will remain whole with your benefits offerings.
If you are on an unpaid leave of absences you will not be eligible for paid sick days, but you will be covered under your state or provincial plan for EI benefits. If you are on a reduced work week, you will still be eligible for your healthcare benefits. In addition, there are governmental programs being offered to assist those sick with COVID-19. Our H.R. Department can help assist you in locating such programs.
No, your IMAX Maternity leave program is to keep you whole to your natural salary.
Your return to work date should be reviewed with your manager and HRBP.
Yes, if they will accrue this vacation time by the end of December 2020. Time off requests need to be approved daily during this time and balances can enter into a negative state as long as they return to a positive state or 0 by the end of December.
Yes. Will need to work with team to shift business critical tasks to other team members.
Yes. Work with your HR Business Partner to discuss requested changes and how we can accommodate.
Your HR Business Partner will work with you to craft the individual work agreement letters and make changes in our payroll & HRIS systems.
Hours worked for your team need to be approved weekly, if you are not working on Friday you will need to have all hours approved and reviewed no later than end of your business day Thursday each week.
Please approve time off requests as they come in, and hours worked for your hourly/nonexempt employees should be approved at a minimum of weekly if applicable for your group.
If an employee expresses they are refusing to work due to unsafe conditions, they have a right to do so. If this situation arises, please connect with your HR Business Partner to review that employee’s options and the situation as a whole.
We want to encourage open discussions between employees and their Managers on what anxieties, concerns or stressors they may be feeling right now and your HR Business Partner is here to support you through these conversations with individuals. Right now we are phasing back into the office slowly, and understand there may be personal circumstances that make returning to workplaces difficult. If this situation arises, please connect with your HR Business Partner to review that employee’s options and the situation as a whole.
Yes, our pandemic response as a company has impacted the entire business globally. Currently it is anticipated that everyone will be working a reduced work schedule to approximately August 31st.
When an employee takes an accrued vacation day, it improves our balance sheet as it reduces the accrued vacation liability. It’s a solution that enables us to address employee costs, while minimizing the impact on employee compensation.
Yes, we will provide individual letters created and distributed by HR in partnership with your Manager to communicate any extensions of the reduction in work week.
Yes. As with the rest of the organization, the Senior Management Team will have their hours and compensation reduced and/or be required to use a vacation or personal day every week. In addition, unlike the rest of the organization, they will be expected to work a full five-day work week.
We encourage you to discuss with your Manager, who is prepared to have these conversations with you. However, if you would prefer to contact your local HR Business Partner to review your options and situation you are welcome to do that as well. If you are unsure who your local HRBP is, email hr@imax.com to be connected.
No. Your decision to further reduce your hours or take a leave of absence will not viewed negatively by the company. We understand this is a difficult time for all and we are all dealing with individual circumstances outside of work, which may be very impactful.