Manual of Policies and Procedures

B/6.2 Recreation leave

Contact Officer

Associate Director, Human Resources (Workplace Relations)

Approval Date

03/12/2019

Approval Authority

Vice-Chancellor and President

Date of Next Review

01/12/2022

6.2.1 Purpose
6.2.2 Application
6.2.3 Roles and responsibilities
6.2.4 General leave conditions
6.2.5 Specific leave conditions
6.2.6 Direction to take recreational leave
6.2.7 Option for partial cashing of accrued recreation leave
6.2.8 Exceptions to policy
6.2.9 Definitions
6.2.10 Delegations
Related Documents
Modification History

6.2.1 Purpose

QUT is committed to the QUT Blueprint health and wellbeing priority to ensure staff thrive in a safe and healthy environment. In support of this priority, staff members are encouraged to access their accrued recreation leave to promote a healthier workplace.

Top

6.2.2 Application

This policy applies to all ongoing and fixed-term staff.

Top

6.2.3 Roles and responsibilities

Position Responsibility

Staff member

  • provides timely notice of the proposed leave and/or partial cashing out of leave
  • informs their supervisor/manager of the proposed leave and/or partial cashing out of leave
  • submits an application for leave and/or partial cashing out of leave

Supervisor/manager

  • considers a staff member’s request/application for leave and/or partial cashing out of leave
  • provides recommendation to the authorising officer
Authorising officer
  • determines the final outcome of a request/application for leave and/or partial cashing out of leave

Top

6.2.4 General leave conditions

Supervisors and staff are encouraged to adopt a cooperative approach to leave management to ensure that staff have the opportunity to take accrued recreation leave at a mutually convenient time. Applications for recreation leave will therefore not be unreasonably refused, having regard to the operational requirements of the University. Staff must ensure that timely notice is given of the required period of leave, and must apply for recreation leave online for approval in accordance with Appendix 3 Schedule of Authorities and Delegations

Taking of recreation leave

Staff are entitled to take their approved leave in unbroken periods, and may take leave in whole or part days. Upon accumulation of 30 days, a supervisor will meet with the staff member to plan and agree on a suitable time to take recreation leave.

A staff member with a fixed-term appointment will normally take accrued recreation leave during the term of their appointment unless otherwise approved by the authorising officer.

All recreation leave will be exclusive of public holidays.

Leave entitlement for staff transferring to another position within the University

Accrued recreation leave entitlements will not be affected if a staff member moves from one position within the University to another position, provided there is no break in employment. Payment in lieu of accrued recreation leave only applies if a staff member ceases their employment with the University.

Leave entitlement on cessation of employment with the University

Recreation leave accrued as at the date of cessation of employment will be paid in the next available pay run following the date of termination of employment (inclusive of leave loading), unless required as payment in lieu of notice on resignation of a staff member.

Where the staff member's employment ceases through redundancy or voluntary early retirement, the staff member will be encouraged to take accrued recreation leave before ceasing employment with the University. In such circumstances, where it is agreed between the staff member and their supervisor that it is not possible for accrued leave to be taken before ceasing employment, the staff member will receive payment in lieu of accrued recreation leave (inclusive of leave loading) in the next available pay period following the date of cessation of employment with the University.

COVID-19 Schedule of the Enterprise Agreements

Upon termination of employment for any reason whatsoever (whether during the operation of the COVID-19 Schedule or beyond its expiry), the staff member’s final pay will be calculated and paid as if the COVID-19 Schedule and any measures taken under it never had any effect (other than leave taken).

However, pursuant to clause 2.5 of the COVID-19 Schedule, and for the avoidance of any doubt, there is no entitlement for a staff member to make a claim for leave loading in respect of any period during which the COVID-19 Schedule applied.

Other periods of leave while on recreation leave

If, during the period of recreation leave, the staff member is required to access long service leave, compassionate leave (paid and unpaid), personal leave, sick/carer's leave, paid parental leave, domestic and family violence leave or in the event that a staff member is required to attend to state emergency service matters or jury service, the staff member may apply to access the relevant leave in lieu of recreation leave for the period specified. Staff may be required to provide appropriate evidence to support the leave request, in accordance with the applicable policy (Domestic and family violence leave (B/6.1); Sick/carer's leave, personal leave, and compassionate leave (B/6.3); Long service leave (B/6.4); Parental leave (B/6.6); Other types of leave (B/6.8)).

Top

6.2.5 Specific leave conditions

Professional staff

Entitlement

Full-time professional staff members (excluding continuous shift workers) will accrue recreation leave of 20 working days for each 12 months of continuous service. Full-time professional staff employed on continuous shift work are entitled to 25 working days recreation leave for each 12 months of continuous service.

Part-time professional staff members accrue recreation leave on a proportional basis of the full-time entitlement.

Leave planning

Recreation leave periods discussed can be discussed at any time, including as part of the Performance Planning and Review process.

Leave loading

For ongoing and fixed-term professional staff (excluding continuous shift workers), recreation leave payments will be calculated on the staff member's ordinary salary (excluding weekend/public holiday penalty rates) for the period of recreation leave, plus a 17.5% leave loading for the period.

For professional staff employed on continuous shift work, recreation leave payments will be calculated in one of the following ways, whichever is the greater amount:

  • The salary payable for work in ordinary time according to the staff member's roster or projected roster over the period of recreation leave, including Saturday, Sunday or public holiday shifts. An amount calculated in this way will include applicable shift penalties and weekend/public holiday penalty rates and on-call rates.
  • The staff member's ordinary salary or pay (excluding shift premiums and weekend public holiday penalty and on-call rates), plus a 17.5% leave loading calculated on four weeks ordinary salary.

COVID-19 Schedule

There will be no leave loading payable for the leave accrued from 24 August 2020 until 31 December 2021.

Academic staff

Entitlement

Full-time academic staff will accrue recreation leave of 20 working days for each 12 months of continuous service.

Part-time academic staff members accrue recreation leave on a proportional basis of the full-time entitlement.

Leave planning

Recreation leave periods can be discussed at any time, including as part of Performance Planning and Review and annual workload allocation discussions. Academic staff will endeavour to take all recreation leave during the year within which it accrues. The supervisor must ensure staff are provided the opportunity to take recreation leave of 20 days consecutively.

Leave loading

Recreation leave loading will be paid in the last pay period in December in each year. Recreation leave loading payments will be calculated as 17.5% of the ordinary salary for the leave accrued during the year.

COVID-19 Schedule

In 2020, recreation leave loading payments will be calculated as 17.5% of the ordinary salary only for the leave accrued from 1 January 2020 to 28 August 2020 and will be paid in the last pay period of December 2020.

No leave loading will be accrued or paid from 28 August 2020.

Senior staff

Entitlement

Full-time senior staff will accrue recreation leave of 20 working days for each 12 months of continuous service.

Part-time senior staff members accrue recreation leave on a proportional basis of the full-time entitlement.

Leave planning

Recreation leave periods can be discussed at any time, including as part of the Performance Planning and Review process and detailed in the staff member’s annual performance plan. Senior staff will endeavour to take all recreation leave during the year within which it accrues.

Leave loading

Recreation leave loading will be paid in the last pay period in December in each year. Recreation leave loading payments will be calculated as 17.5% of the total salary for the leave accrued during the year (B/7.14.2(a))

Top

6.2.6 Direction to take recreation leave

The University may direct a staff member to take recreation leave on two weeks’ notice, but only in accordance with the clause 16 of the COVID-19 Schedule to the Enterprise Agreement, and if the direction is reasonable in all the circumstances. Staff are entitled to retain a minimum 30 days balance, unless the Enterprise Agreements allow for a lower minimum balance to remain.  

Directed recreation leave must be taken at a time that is agreed but will be taken within two months of the direction and/or during the following Christmas and New Year shutdown.

Leave will not be directed to be taken at a time when the staff member otherwise has unavoidable work obligations. Where leave is directed to be taken, the leave must be accounted for in workload that has been allocated, and performance expectations. By agreement with the University, a staff member may choose to take an extended period of recreation leave at a commensurately lower rate of pay (e.g. 20 days leave at half-pay, instead of 10 days leave at full-pay).

Christmas and New Year shutdown

The University will be shut down:

(a) from 24 December 2020 to 31 December 2020; and
(b) from 24 December 2021 to 31 December 2021.

Despite the operation of the Leave Entitlements clauses of the Enterprise Agreements, unless directed or agreed otherwise, staff covered by the Enterprise Agreements will take leave during the period of the shutdowns.

Where a staff member has not accrued sufficient paid leave to cover part or all of either shut down, the staff member will take any accrued recreation leave for the period for which they have accrued sufficient leave and will be entitled to take leave without pay or be granted recreation leave in advance for the remainder of the shut down at the staff member’s discretion.

Top

6.2.7 Option for partial cashing of accrued recreation leave

During their employment with QUT, ongoing and fixed-term staff may seek a partial cashing out of accrued recreation leave in exceptional circumstances on the grounds of compassionate or financial hardship.

A staff member must submit an application in writing to the executive dean/head of division/executive director of institute that outlines the exceptional circumstance(s) for consideration. Additional information may be requested to assist in making a determination. In assessing an application for payment the executive dean/head of division/executive director of institute may consult the Executive Director, Human Resources as required.

An application for the partial cashing out of accrued recreation leave:

  • cannot be approved if it would result in the staff member’s remaining accrued recreation leave balance being less than four (4) weeks
  • cannot be approved if it would result in the staff member cashing out more than two (2) weeks in any 12 month period; and
  • must be by separate written agreement per request. If a staff member is under 18 years of age, the agreement must also contain approval by the staff member’s parent or guardian.

Where an application for the partial cashing out of recreation leave is approved, payment will be at least the amount that would have been payable had the staff member taken the recreation leave on the date payment is made.

Top

6.2.8 Exceptions to policy

The Executive Director, Human Resources is authorised to approve variations to the leave provisions in the policy in exceptional circumstances. Any such variation will be recorded by the Human Resources Department.

Top

6.2.9 Definitions

Continuous shift work means where the work is required to be performed 24 hours a day, seven days per week and rostered accordingly.

Top

6.2.10 Delegations

Refer to Appendix 3 Schedule of Authorities and Delegations (VC108, VC110, VC113)

Top

Related Documents

MOPP Appendix 3 – Schedule of Authorities and Delegations

QUT Enterprise Agreement (Academic Staff) (QUT staff access only)

QUT Enterprise Agreement (Professional Staff) (QUT staff access only)

COVID-19 Schedule (Academic Staff) (QUT staff access only)

COVID-19 Schedule (Professional Staff) (QUT staff access only)

Fair Work Act 2009 (Cth)

Top

Modification History

Date Sections Source Details
20.08.20 B/6.2.6 Associate Director, Human Resources (Workplace Relations) Revised to reflect the Enterprise Agreement Variations
03.12.19 All Vice-Chancellor and President Periodic review – policy revised to reflect change to the industrial instruments
25.01.16 All Vice-Chancellor Revised policy
14.10.13 B/6.2.1(c), B/6.2.3(d) Vice-Chancellor Policy revised to reflect the Human Resouces Director may direct staff to take recreation leave
28.04.11 B/6.2.3, B/6.2.4 Vice-Chancellor Revised policy to clarify arrangements relating to application for leave
24.01.11 All Vice-Chancellor Periodic review - policy revised to reflect the current industrial instrument
20.08.08 B/6.2.1, B/6.2.3 Vice-Chancellor Revised policy to clarify arrangements relating to staff transferring to another position within the University
17.11.05 All Vice-Chancellor New policy

Top