Annual leave instruction

Instruction statement

Annual leave is provided to enable staff to enjoy a substantial break from working life. Staff are required to utilise their accrued annual leave entitlement.

This instruction is for continuing and fixed-term staff only.


Casual staff

Instruction steps and actions

Annual leave entitlement

Continuing and fixed-term full time staff are entitled to 20 working days annual leave for each completed 12 month period of continuous service. Such leave is calculated on a pro-rata basis for any period of service which is less than 12 months. Staff employed part-time will be entitled to annual leave in proportion to their employment fraction.

Taking annual leave

Annual leave accrued in a calendar year is expected to be taken

  • For academic and professional staff during the year in which it is accrued
  • for Vocational Education staff within 15 months of being accrued

unless prior written approval was given by the relevant manager for a period of leave to be carried forward and taken at an agreed and specified date.

Annual leave will be taken at a mutually agreeable time having regard to the University’s operational requirements and the staff member’s wishes. The University will be entitled to direct fixed term staff members to take their full annual leave entitlement during the term of the contract.

Excessive leave balance

The University will notify staff of their accrued leave credits when the balance exceeds

  • 25 days (academic, professional and Vocational Education staff)
  • 40 days (senior executive staff)

Within 20 working days of receiving this notification, the staff member must submit leave in ESS that reduces and maintains the balance to 20 or less days. The leave request will not be unreasonably refused by the manager. Where agreement is not reached or the staff member fails to submit the leave request by the due date, the University will direct the staff member to take any leave over 20 days on dates nominated by the University and the leave balance will be adjusted accordingly.

Leave in advance of accrued entitlement

Reasonable leave in advance of accrued entitlement may be granted on request and at the discretion of the relevant Delegated Authority.

In such circumstances, where a staff member leaves the University’s service, the University may deduct, from their termination payment, any outstanding payment for leave granted in advance.

Payment of annual leave on termination

Annual leave accrued but not taken will be paid to a staff member upon the termination of employment or to the staff member’s legal representative in the event of death. Payment will be made for each completed year of service plus a pro-rata amount for the current year, calculated on a daily basis.

Leave loading

A staff member, who as at 30 November in any year, has qualified for four weeks annual leave, will be entitled in respect of that leave, to an annual leave loading equivalent to 17.5% of four weeks salary up to a maximum amount equivalent to the Commonwealth Statisticians average weekly total earnings of all males (Australia) for the September quarter preceding the date of payment (pro-rata).

A staff member whose employment commenced after 1 December in any year and/or terminated before 30 November will be paid the loading calculated for each completed month of continuous service. This annual leave loading will be paid annually on the first payday in December, or in the case of termination of employment, it will be paid on the termination date.

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