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 AuthorityDirector, Human Resources
Date of Commencement2 February 2011
Amendment HistoryOctober 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 AuthorityDirector, Human Resources
Date of Commencement2 February 2011
Amendment HistoryOctober 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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