Leave - Annual

Leave - Annual

SUMMARY

The Annual Leave Policy and Procedure establish the principles  relating to annual leave for continuing and fixed-term staff, and the steps associated with accessing    annual leave entitlements for all eligible staff.

POLICY

PurposeTo detail the principles related to annual leave for continuing and fixed-term staff.
OverviewAnnual leave is designed to give periods of rest and relaxation.

Scope

This policy applies to all eligible staff members employed at Macquarie  University.

It will be of particular relevance to    all continuing and fixed-term  staff members employed under the    relevant industrial instrument.

Casual staff members are not entitled to paid annual leave.

Policy

ELIGIBILITY AND ENTITLEMENT
The eligibility    and entitlement to annual leave is prescribed by the relevant industrial    instrument and this policy.

Continuing and Fixed-term Staff Members
Annual leave will be available to all continuing and fixed-term staff members.
  • Full-time Staff MembersFull-time    staff members will be entitled to accrue 140 hours (4 weeks) of annual leave    per calendar year of continuous service (and pro rata for incomplete years).
  • Part-time Staff MembersPart-time    staff members will accrue annual leave on a proportionate basis of the    full-time entitlement.
  • Shift Workers (7 day continuous)7    day continuous shift workers will be entitled to accrue 175 hours (five weeks)    of annual leave per calendar year of continuous service.

Casual Staff Members
Casual staff members    are not entitled to paid annual leave. Their hourly rate will include a    loading in lieu of (among other things) annual leave.

Payment
The leave payment    will be equal to the ordinary rate of pay that the staff member would have received    if they had worked during that period.

Payment in lieu of untaken annual leave will be made to the:
  • staff    member on termination of employment; or
  • estate    of the deceased staff member in respect of death.

TAKING ANNUAL LEAVE
The timing of    annual leave will be discussed in advance between the staff member and their    supervisor.

An application for annual leave must be submitted to cover the staff    member’s absence and will normally be requested and approved in advance. A    supervisor, however, may approve a retrospective application for annual    leave.

Academic staff members are required  to take a minimum of four weeks annual leave  (or the full amount of leave credited to the staff member if it is less than four  weeks) during the calendar year.

Professional staff members are expected to take a minimum of four weeks  annual leave (or the full amount of leave credited to the staff member if it is  less than four weeks) during the calendar year.

Notwithstanding the  above, a staff member (academic or professional) may apply to their supervisor  to defer taking leave to enable accrual to a maximum of 10 weeks for  professional staff and eight weeks for academic staff. All deferral requests will  identify dates of when the leave will be taken.

Approval of annual leave will be at the discretion of a supervisor who will consider the:
  • operational requirements of the work         area, and
  • personal circumstances of the staff         member

A supervisor will    organise workloads to ensure that each staff member has the opportunity to    take annual leave in an unbroken period at a mutually convenient time.

A supervisor will    not be unreasonable in refusing an application for annual leave. Where a    supervisor declines an application for leave, the supervisor will negotiate    an alternative period of annual leave with the staff member.

Approved annual    leave may be taken for periods of one  hour or more.

Fixed-term Staff Member
Fixed-term staff    members, where practicable, are required to take their accrued annual leave    prior to the end of their employment contract.

EXCESS ACCUMULATED LEAVE
Staff members and supervisors will work cooperatively to ensure that  annual leave balances are kept within maximum limits.

The University may direct a staff member to take leave if they have  accumulated seven weeks or more of annual leave. All requests will be with three  months written notice.

Academic staff members may be directed to take up to  350 hours/10 weeks of annual leave. Professional staff will not be required to  reduce their leave balance below 140 hours/four weeks of annual leave.

CASHING OUT ANNUAL LEAVE
A staff member may,  subject  to the conditions of their relevant industrial instrument, submit a written request to their Executive Dean/Head of Office to  cash out an amount of annual leave within prescribed limits and subject to  conditions.

Payment
A staff member    must be paid at least the full amount that would have been payable to the    staff member had the staff member taken the foregone leave.

Approval
Approval of a    cashing out request is at the absolute discretion of the Executive Dean/Head    of Office. Any approval by the Executive Dean/ Head of Office must be in    writing. Any such arrangement will only be agreed to once in the life of the Macquarie University Enterprise    Agreement.

RE-CREDITING ANNUAL LEAVE
Where a staff    member becomes ill, injured or incapacitated during annual leave they may, in    accordance with the Personal Leave Policy and on production of supporting    documentation, take Personal Leave for the period of their illness or    incapacity. In this circumstance, annual leave will be re-credited and    personal leave debited.

Annual leave will not be re-credited where the staff member:
  • has not complied with the Personal Leave Policy with respect to         notification, or
  • is on leave immediately prior to         termination of employment.

ANNUAL LEAVE LOADING
An annual leave loading payment will be made to  eligible staff members on the first payday in December each year.

This payment will be the lesser of 17.5% of four  weeks of the staff member’s base salary or 17.5%  or as specified in the applicable industrial  instrument.

PURCHASED LEAVE
All continuing  staff and staff on fixed-term contracts greater than 12 months may purchase  either five days (35 hours) or 10 days (70 hours) additional leave in a 12  month period.

Purchased leave  must be taken within a specified 12 month period and will not attract annual  leave loading. It will be funded by a corresponding reduction in the staff  member’s annual salary.

A request for  purchased leave will not be unreasonably refused.

Purchased leave cannot  be accrued and foregone leave will be refunded where leave is not taken within  the specified 12 month period.

The purchased leave rate of pay will be:
  • used if other paid leave is taken during       the specified 12 month period
  • the salary rate applicable for all       purposes including calculation of superannuation.

Personal Leave  cannot be taken during the period of purchased leave.

Higher Duties  Allowance will not be paid during a period of purchased leave.

At the conclusion  of the specified 12 month period the staff member will revert to their base salary.

PUBLIC HOLIDAYS
Public holidays  will be paid where they fall within a period of approved annual leave.

CONTINUITY OF SERVICE
All paid leave will  count as service for the purposes of leave accrual, length of service and  incremental progression.

When a period (or  periods) of leave without pay exceeds in aggregate 15 working days for  full-time staff members (pro-rata for part-time staff members), the period of  absence from duty will not be counted as service for the accrual of annual  leave.

Entitlements to  annual leave loading will be adjusted in the same way.

Where a staff  member is granted long service leave or parental leave on half pay, annual  leave will accrue at the rate of half during the leave period.

COMPLIANCE  AND BREACHES
The University may commence applicable disciplinary procedures if a person to whom this policy applies breaches this policy (or any of its related procedures).

Policy Information

Contact OfficerManager, Employee Relations, Human Resources Office
Date Approved2 February 2011
Approval AuthorityVice-President, Human Resources
Date of Commencement2 February 2011
Amendment History
13 June 2019 - Amendment to position title: ‘Director, Human Resources’ updated to ‘Vice-President, Human Resources’ with effect from 6 June 2019.
October 2011 - updated to incorporate the requirements of the Macquarie  University Enterprise Agreement 2010 and the Macquarie University Academic  Staff Enterprise Agreement 2011; inclusion  of compliance and breaches statement
January 2011 – alignment with new Macquarie University Enterprise  Agreement 2010
Date for Next ReviewFebruary 2014
Related Documents

Macquarie University Enterprise Agreement
Annual Leave Procedure (see tab above)
Personal Leave Policy / Procedure

HR Online
Policies / Rules Superseded by this PolicyAnnual Leave Policy dated 1 May 2007.
KeywordsAnnual Leave, Eligibility, Entitlement, Annual Leave Loading, Personal Leave, Re-crediting, Public Holidays, Taking Annual Leave, Continuity of Service, Excessive

PROCEDURE

PurposeTo detail the steps and responsibilities associated with accessing annual leave entitlements for all eligible staff.
ProcedureThis procedure requires actions by the following:

Staff Member

APPLICATION FOR ANNUAL    LEAVE
Provide reasonable notice to your supervisor as    soon as practicable of the desired period of annual leave.

Apply for annual leave (as soon as practicable) by    submitting an application via HR Online. If    HR Online is unavailable or inaccessible you should notify your supervisor to    discuss alternative arrangements.

Where your supervisor    has failed to approve or decline the application within five days of receipt,    refer the decision to your supervisor’s manager for consideration.

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Supervisor

Review the annual    leave application to ensure accuracy and consistency with the Annual Leave    Policy.

In consultation    with the staff member, resolve any problems identified with the application.

Consider the    operational requirements of the work area and the staff member’s personal    circumstances prior to approving, declining or referring the leave    application.

Make a decision    about the staff member’s leave within five days of receiving the application.

Approved
Notify the staff    member of the outcome of the leave application.

Approve request via HR Online. HR Online notifies the staff member via e-mail that the leave has been approved.

Declined
If request has    been made via HR Online then decline the request. HR Online notifies the    staff member via e-mail that the leave has been declined.

Negotiate an    alternative annual leave period with the staff member.

ABSENCE WITHOUT APPROVAL
Where the staff    member is absent without approval, contact the staff member directly (via    telephone, email or facsimile) without delay.

Notify HR of such    absences immediately and discuss the option of suspending payments pending    the resolution of the matter.

Where an absence    is regarded as abandonment of employment or misconduct, you may proceed with    the relevant provisions of the Macquarie University Enterprise    Agreement.

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Human
Resources Officer

EXCESS ACCUMULATED LEAVE
Compile a monthly    report identifying staff members (by Faculty/Office) who have, or are likely    to exceed, 350 hours (pro-rata for part-time staff members) of accrued annual    leave.

Forward the    report to the Executive Dean/Head of Office.

As advised by the    Executive Dean/Head of Office, deduct the amount of annual leave that was    directed to be taken from the staff member’s accrued annual leave    entitlement.

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Executive Dean/Head of Office

Notify the staff    member and their supervisor of excess annual leave accruals in writing.

Where a staff    member has accrued a total of 350 hours/10 weeks of annual leave (pro-rata for    part-time staff members) or more, you may, with 3 months written notice,    direct the staff member to take annual leave. However, the direction will not    require a staff member to reduce their balance below 140 hours/four weeks unless    otherwise agreed by the staff member.

Advise Human    Resources of the amount of annual leave to be deducted and the date of when    the adjustment is to be made.

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Staff Member

APPLICATION FOR CASHING OUT OF ANNUAL LEAVE
Apply for the  cashing out of annual leave (as soon as practicable) by submitting the Cashing  Out Annual Leave form.

The amount  requested to be cashed out must not reduce your remaining accrued annual leave  entitlement below 140 hours/four weeks for professional staff or 280/eight  weeks for academic staff.

The application for professional staff must be accompanied by an approved leave application for a minimum of 70 hours/two weeks of annual leave to be taken within six months from the approval date.

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Executive Dean/Head of Office

Approve or Decline
Notify the staff    member in writing whether their application has been approved or declined.

Submit the    approved form to Human Resources for processing.

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Human Resources Officer

Process the    payment to the staff member.

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Procedure Information

Contact OfficerManager, Employee Relations, Human Resources Office
Date Approved2 February 2011
Approval AuthorityVice-President, Human Resources
Date of Commencement2 February 2011
Amendment History
13 June 2019 - Amendment to position title: ‘Director, Human Resources’ updated to ‘Vice-President, Human Resources’ with effect from 6 June 2019.
October 2011 - updated to incorporate the requirements of the Macquarie  University Enterprise Agreement 2010 and the Macquarie University Academic Staff  Enterprise Agreement 2011
January 2011 – alignment with new Macquarie University Enterprise  Agreement 2010
Date for Next ReviewFebruary 2014
Related Documents

Macquarie University Enterprise Agreement
Annual Leave Policy

HR Online
KeywordsAnnual Leave, Application, Online Submission, Negotiate, Alternative, Approved, Declined, Excessive, Absence without Approval
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