Leave procedure

Intent and objectives

To outline the University’s approach to leave entitlements and discretionary provisions and explain the process of applying for leave.


This procedure applies to all leave for Professional, Academic, TAFE Teaching, Senior Executive, and Childcare staff members.

All staff members are responsible for applying for leave and all leave must be approved by the manager.

For full details of entitlements and discretionary leave provisions please refer to the relevant leave guidelines, awards and workplace agreements.


Casual staff members (except where they may be entitled to certain unpaid leave)


Procedure (including Key Points)


1.0 Planned leave

  • Discuss application for leave with manager.
  • With the exception of TAFE teaching staff leave, which is documented in annual work planning, submit an application for leave via Staff member Self Service (ESS) prior to commencing leave.
  • Follow the notice period for the specific leave provision as provided in the relevant guideline.
  • Notify your manager as soon as it is becomes evident that you may need to extend the absence.

Staff member

1.1 In addition, for Leave without pay:

  • Provide a written request for unpaid leave to the relevant delegated authority in line with the staffing delegation schedule.
  • Seek advice from Human Resources regarding impact of unpaid leave upon service and entitlements.
  • Organise alternative arrangements for any automatic deductions from the fortnightly salary.

Staff member

1.2 In addition, for Parental leave:

  • Seek advice from Human Resources.
  • Organise alternative arrangements for any automatic deductions from the fortnightly salary.
  • Submit the Parental Leave-Return to work form, with appropriate notice period.

Staff member

1.3 In addition, for Professional development leave:

  • Discuss application for leave in light of other leave taken.
  • Document required professional development leave in the Development Section of the Performance Workplan (under support).
  • Apply for leave via ESS.

Staff member

1.4 In addition, for leave in advance:

  • When applying for leave, have a discussion with your manager to ask if your manager would approve five days annual leave prior to having accrued such leave.
  • The application of more than five days in advance of your accrued entitlement will be at the discretion of the relevant delegated authority.

Staff member

2.0 Unplanned leave

  • Notify manager within three hours (or as soon as possible) of leave absence and give estimate of the duration of the leave, if applicable.
  • As soon as practicable, and no later than five working days, submit application for leave via ESS and provide satisfactory evidence to the manager.
  • For extended unplanned leave absences provide the manager with an update of ongoing absence.
  • If applicable, access support or counselling services (EAP).

Staff member

3.0 Authorisation of leave

  • Review / Decline / Authorise leave.
  • Managers must sight documentary evidence (e.g. Medical Certificates) before approving the leave options where documentary evidence is required (i.e. Sick with cert. (Full), Sick with cert. (Half Pay) and Carer's (Paid)-with cert.). Approval of leave by the Manager in Employee Self Service (ESS) signifies that the approved / authorised documentary evidence (e.g. Medical Certificate) has been sighted.

Annual leave and Long service leave

  • If leave requests remain unprocessed after 14 days a reminder email will be sent to the leave approver advising them they have a further seven days to approve or reject the entry.
  • If the leave entry remains unprocessed (approved or rejected) after 21 days the leave request will automatically be approved.

Management of excess leave

  • Regularly run the relevant report via Manager’s Desktop to review excess leave in local work area.

Long service Leave

  • Start discussion with the staff member the year before the anniversary of the Long service leave accrual to determine when leave will be taken.


3.1 Factors to be determined when considering an application for planned leave (for example, Long service leave or Annual leave)

  • Availability of paid leave entitlements.
  • Ability to maintain service provision.
  • Replacement staffing.
  • Operational impact for the work group.
  • Administrative services which RMIT continues to provide to the staff member.
  • Implications of not being able to grant reasonable requests for leave.


In order to assist managers in managing leave:

Long service

  • Provide reports of people who have excess Long service leave to Senior Executives or relevant delegate on an annual basis.

Excess leave

  • Provide reports of people who have excess leave to Senior Executives or relevant delegates on a quarterly basis.

Where leave has been granted in advance, ensure the final termination payment is appropriately adjusted.

Human Resources

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