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Procedure: Annual leave

Purpose

Annual leave is provided for under the ANU Enterprise Agreement and the ANU Staff Leave Policy. This document provides staff with information relating to the conditions specific to annual leave, including their entitlements and the procedure for taking annual leave.

Procedure

Professional staff annual leave entitlements

  1. Professional staff, other than casuals, are entitled to 20 working days per year (pro-rata) annual leave for each completed 12 month period. Annual leave accruals are uncapped. Leave will be calculated on a fortnightly basis from commencement of employment, and all unused annual leave entitlements are paid out on termination.
  2. In addition to the general entitlement in clause 1 above, the following categories of professional staff are entitled to additional leave per year accrued on a fortnightly basis:

Category

Additional leave

Professional staff employed at the Siding Spring Observatory (Coonabarabran)

2 days per year

12 hour Security staff

10 days per year

Professional staff on permanent or rotating shifts

5 days per year

Professional staff employed at Warramunga Seismic Array Unit

7 days per year

Professional staff employed at the North Australia Research Unit

5 days per year

Excess professional staff annual leave

  1. Annual leave accrual of more than two (2) years’ entitlement will be regarded as excess leave for the purpose of this procedure. Where a professional staff member has accrued in excess of two years’ annual leave entitlement, and has not applied for leave which will eliminate the excess, the supervisor will notify the staff member that leave must be taken at a mutually agreed time within the next four (4) months. The amount of leave to be taken, which includes that accrued during the notice period, must be sufficient to reduce the professional staff member’s excess leave to below the one (1) year’s annual leave entitlement.

Academic leave entitlements

  1. Academic staff, other than sessional or casual academic staff, shall be entitled to 20 working days per year (pro-rata) annual leave for each completed 12 month period. Annual leave accruals are uncapped. Leave will be calculated on a fortnightly basis from commencement of employment, and all unused annual leave entitlements are paid out on termination.
  2. Academic staff are encouraged to access their annual leave entitlements during non-teaching periods.

Excess academic staff annual leave

  1. Annual leave accrual of more than 2 years’ entitlement will be regarded as excess leave for the purpose of the clause. Where an academic staff member has accrued in excess of 2 years’ annual leave entitlement, and has not applied for leave which will eliminate the excess, the supervisor will notify the staff member that leave must be taken at a mutually agreed time within the next four (4) months. The amount of leave to be taken, which includes that accrued during the notice period, must be sufficient to reduce the academic staff member’s excess leave to below the one (1) year annual leave entitlement.

Purchasing or cashing out annual leave

  1. A staff member, other than casual, may:
  1. Subject to approval by the delegate, purchase extended leave in accordance with University policy including options such as leave purchasing, purchasing leave with leave loading, deferred salary and 48/52 arrangements. Approval for such arrangements, while considering operational requirements, will not be reasonably withheld.
  2. Make an application to the Director, Human Resources to have their annual leave accrual cashed out due to financial hardship.
  1. If payments are made under provision 9(b) above, the employee must always have a balance of at least four weeks paid annual leave remaining.
  2. Each cashing out of a particular amount of paid annual leave must be by separate agreement in writing between the employer and employee.
  3. Payments made under this clause are not superannuable nor does the cashed out leave count as service.

Annual leave loading

  1. A staff member is entitled to payment of an annual leave loading equal to 17.5 per cent of 20 days’ base salary, accruing on a fortnightly basis, except that:
  • The maximum annual leave loading payable will not exceed the average weekly earnings for all males in the May quarter of the year preceding payment, as published by the Australian Bureau of Statistics.
  • A staff member who continues to receive penalty rates, or an associated allowance, while on annual leave will not be eligible for annual leave loading if his or her penalty rate, or allowance rate, is equivalent to, or exceeds, 17.5 per cent of 20 days’ pay, and
  • A staff member who continued to receive penalty rates, or an associated allowance, while on annual leave which is less than 17.5 per cent will be eligible for payment of annual leave loading equivalent to the difference between such rates and 17.5 per cent of 20 days’ pay.
  1. Accrued annual leave loading will be paid in the second pay of each calendar year (unless the staff member has elected to convert their leave loading to additional annual leave in accordance with the provisions of the Purchased Annual Leave procedure), and on termination any pro-rata balance will be paid.

Leave application process

  1. Where practicable, all staff are required to submit an online leave application in advance of the leave being taken.
  2. Subject to appropriate notice and operational requirements of the work area, a staff member with sufficient credit should be able to take at least 20 days’ annual leave in an unbroken period. Such leave will not be unreasonably refused.
  3. Some areas, for example, teaching academics and student administrative areas, have operational restrictions on when leave is taken and/or periods during which leave cannot, or must, be taken.
  4. Annual leave cannot be taken in advance of accruals, except in exceptional circumstances to be determined by the delegate. Such circumstances may include the taking of annual leave accruing during a fixed term contract to the expiry of the contract. The University will deduct annual leave balance debits from termination pay.
  5. Staff on externally funded fixed term appointments may be required to take accrued leave prior to the expiry of their appointment.
  6. A staff member who is ill during a period of annual leave or long service leave will have leave entitlements re-credited out of their personal leave balance on submission of a medical certificate.
  7. A delegate must exercise their delegation to approve a leave application in accordance with the conditions and approval arrangements specified in this procedure.

19. Approval of leave beyond those provided through this procedure requires approval of the Director, Human Resources or the Vice-Chancellor.

Information

Printable version (PDF)
Title Annual leave
Document Type Procedure
Document Number ANUP_000558
Version 10
Purpose Annual leave is provided for under the ANU Enterprise Agreement and the ANU Staff Leave Policy. This document provides staff with information relating to the conditions specific to annual leave, including their entitlements and the procedure for taking annual leave.
Audience Staff
Category Administrative
Topic/ SubTopic Staff - Leave & Absences
 
Effective Date 23 Oct 2015
Review Date 31 Dec 2017
 
Responsible Officer Director, Human Resources
Approved By: Chief Operating Officer
Contact Area Human Resources Division
Authority The Australian National University Enterprise Agreement 2013 - 2016