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Remuneration and Benefits - Types of Leave (Annual Leave)
Title of Parent Policy
Title of Supporting Procedure
Eligible staff employed by the University accrue annual leave entitlements in accordance with the relevant workplace agreement. This procedure specifically relates to annual leave entitlements and the management of the accrual and taking of such leave.
This procedure is applicable to fixed-term and continuing academic, professional and trades and services staff. It does not apply to casual or sessional staff or unpaid adjunct/honorary appointees.
AWAs: Australian Workplace Agreements
ESS: an online Employee Self Service system which provides staff members with easy and private access to personal and current employment information held by the University.
Faculty or Divisional Cluster: refers to a cluster of Faculties and/or administrative Divisions that is serviced by a particular HR Service Hub.
Head of unit: head of an academic or organisational work unit, for example Head of School, Head of Department or where applicable, a person acting as his or her nominee.
HR Business Partner: is a member of Monash HR who operates as a strategic partner responsible for providing a range of human resources services for an assigned Faculty or administrative Division. HR Business Partners are located within a HR Service Hub.
HR Service Hub: is the centre for human resources services and activities within a Faculty or Divisional Cluster.
Relevant Enterprise Agreement: means the Enterprise Agreement that applies to a particular staff member. The Monash University Enterprise Agreement (Academic and Professional Staff) 2009 will apply to academic and professional staff at the University and, depending on the services provided by a trades and services staff member, the Monash University Enterprise Agreement (Trades and Services Staff - Building and Metal Trades Staff) 2009 or the Monash University Enterprise Agreement (Trades and Services Staff - Catering and Retail, Cleaning and Caretaking, and Miscellaneous Services Staff) 2005 will apply.
Staff member: for the purposes of this procedure, means a person employed by the University on a continuing or fixed-term basis.
Supervisor: is the person who is responsible for the day-to-day supervision of the staff member.Workplace agreements: includes Australian Workplace Agreements (AWAs) and Enterprise Agreements.
How to apply for annual leave
If a staff member wishes to take annual leave, s/he should firstly discuss the proposed timing of the annual leave with her or his supervisor. In approving the annual leave, the supervisor should consider the operational implications of the staff member being absent from the University during this time and how to ensure that the absence will have minimal impact on the operations of the work unit.
If the poposed timing is agreed with the supervisor, the staff member should then apply for annual leave online through ESS. In exceptional circumstances where there is no on-line facility available, an Application for Leave [Word] or [PDF] form can be submitted to the staff member's supervisor for approval, and then forwarded to the HR Service Hub for processing.
The period of leave is to be recorded as commencing on the next working day after duties cease and as ending on the working day prior to the staff member's return to duty. The amount of leave taken is to be recorded as the sum total of the working days/fractions of days ordinarily worked by the staff member, excluding any University holidays, during the leave period.
All leave approvals are subject to verification by Monash HR that the staff member has an entitlement to the claimed leave.
Part-time staff must ensure that the specified annual leave days that they apply for are the same as those listed in their work schedule. If a work schedule is not in place or has changed, an updated schedule should be submitted to the HR Service Hub for the staff member's Faculty or Divisional Cluster. Work schedules are available via the HR Forms website.
The amendment or cancellation of an application for annual leave is to be processed through ESS.
Annual leave entitlements
A staff member’s annual leave entitlements are outlined in the relevant workplace agreement. The applicable Enterprise Agreement clauses are:
Where a staff member is employed on a part-time basis, the staff member will receive annual leave entitlements on a pro-rata basis and will take leave at their fraction of employment as at the commencement of the leave period.
Annual leave loading
Annual leave loadings are determined in accordance with the relevant workplace agreement. The applicable provisions in each of the Enterprise Agreements are as follows:
Annual leave management
Each year, 20 days annual leave (pro rata) should be taken and all leave should be taken within the period of an appointment, where possible.
Annual leave balance
Annual leave balances can be viewed through ESS. Leave can be projected for up to four months in the future to assist with planning of annual leave.
Shift work - accrual of additional leave
In certain circumstances, shift workers may accrue additional annual leave. For further information, consult the following provisions in the relevant Enterprise Agreement:
Exchange of annual leave loading for extra holidays
Staff may elect annually to exchange their annual leave loading for an extra 3.5 days of annual leave. The applicable clauses in the Enterprise Agreements are:
In order to apply for this, staff should submit an Application for substitution of annual leave loading for extra holidays [Word] or [PDF] to the HR Service Hub for his or her Faculty or Divisional Cluster.
University holidays whilst on annual leave
No deduction will be made from a staff member’s annual leave balance for University holidays that fall during a period of annual leave. The applicable clauses in the Enterprise Agreements are:
Annual leave on resignation and termination
For information on the payment of accrued annual leave entitlements on resignation from the University, see the Leaving Monash Procedure - Resignation and Exiting the University.
Individual Staff Member
The individual staff member is responsible for:
Supervisors are responsible for:
HR Business Partner
HR Operations, Monash HR is responsible for:
Workplace Relations is responsible for ensuring compliance of procedures with the workplace agreement.
Related Enterprise Agreement Clauses