Manual of Policies and Procedures

B/6.4 Long service leave

Contact Officer

Associate Director, Human Resources (Workplace Relations)

Approval Date

19/09/2017

Approval Authority

Vice-Chancellor and President

Date of Next Review

30/09/2020

6.4.1 Purpose
6.4.2 Application
6.4.3 Roles and responsibilities
6.4.4 Long service entitlement
6.4.5 Taking of accrued long service leave
6.4.6 Option for partial cashing out of accrued long service leave
6.4.7 Deferment of long service leave
6.4.8 Sickness while on long service leave
6.4.9 Direction to take long service leave
6.4.10 Entitlement upon cessation of employment with the University
6.4.11 Recognition of prior service for the purposes of long service leave entitlements
6.4.12 Delegations
Related Documents
Modification History

6.4.1 Purpose

The University values a safe, supportive and healthy working environment for all staff which enables and promotes work/life balance. In support of this core value, staff members are encouraged to access the leave available to them to promote a healthier workplace.

Supervisors and staff are encouraged to adopt a cooperative approach to leave management to ensure that staff have the opportunity to take accrued long service leave at a mutually convenient time. Applications for long service 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 leave online for approval in accordance with Appendix 3 Schedule of Authorities and Delegations.

Top

6.4.2 Application

This policy applies to all staff of the University.

Top

6.4.3 Roles and responsibilities

Position
Responsibility

Professional staff

  • discuss the proposed leave and submit an application through Staff Connect for approval
  • for long service leave in excess of one week, the application must be submitted at least three months prior to the date the leave is to begin

Academic staff

  • discuss the proposed leave and submit an application through Staff Connect for approval
  • for long service leave in excess of one week, the application must be submitted at least six months prior to the date the leave is to begin
Senior staff
  • discuss the proposed leave and submit an application through Staff Connect for approval
  • for long service leave in excess of one week, the application must be submitted at least six months prior to the date the leave is to begin
Supervisor/Manager
  • approval/non approval of leave application request
Executive Dean of Faculty/Head of Division/Executive Director of Institute
  • consult with the Executive Director, Human Resources if required, on staff requests for partial cashing of leave in exceptional circumstances on the grounds of compassionate or financial hardship
  • approval/non approval of a staff request for partial cashing out of accrued leave in exceptional circumstances on the grounds of compassionate or financial hardship
Executive Director, Human Resources
  • direct staff to take accrued excess leave, in accordance with the National Employment Standards
  • determine ‘related employment’ for the purposes of recognition of prior service

Top

6.4.4 Long service leave entitlement

Full-time staff
A full-time staff member who has completed seven years of continuous service with the University will be entitled to paid long service leave at the rate of 6.5 working days for each year of continuous service and a proportionate amount for part of an incomplete year.

Part-time staff
A part-time staff member who has completed seven years of continuous service with the University will be entitled to paid long service leave. Part-time staff members accrue long service leave entitlements on a proportional basis of the full-time entitlement.

Casual professional staff and sessional academic staff
Casual professional staff and sessional academic staff are entitled to long service leave after seven years of continuous service completed with the University on or after 21 June 1990. Any entitlement to long service leave for service prior to 21 June 1990 for casual/sessional staff will be considered on a case by case basis by the Executive Director, Human Resources.

The long service leave entitlement for casual/sessional staff is calculated as follows:

Academic staff:          Actual Units      x          0.025    x          hourly rate
Professional staff:      Total Hours       x          0.025    x          hourly rate

The "hourly rate" is as defined in the Enterprise Agreement (Academic Staff) (Clause 25) and the Enterprise Agreement (Professional Staff) (Clause 40). For sessional academic staff "actual units" means the total hours paid.

Top

6.4.5 Taking of accrued long service leave

Staff may take accrued long service leave in minimum periods of one day, as approved by the relevant authorising officer (Appendix 3 Schedule of Authorities and Delegations).

Long service leave in excess of one week
For long service leave in excess of one week a professional staff member must apply at least three months prior to the date the leave is to begin unless otherwise agreed by the authorising officer.

Academic staff are entitled to take long service leave at a time of their choosing. Academic staff must apply for long service leave at least six months prior to the date the leave is to begin unless otherwise agreed by the authorising officer.

Senior staff must apply for long service leave at least six months prior to the date the leave is to begin unless otherwise agreed by the authorising officer.

A staff member with a leave balance in excess of 70 working days who requests to take long service leave of one week or more, and in one continuous period, may request to take their leave accrual at half the leave on double the pay.

Top

6.4.6 Option for partial cashing out of accrued long service leave

During their employment with QUT, ongoing or fixed-term staff may seek a partial cashing out of accrued long service 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 outlining the exceptional circumstance(s) and provide relevant contextual information for consideration. In assessing an application for payment the Executive Dean/Head of Division/Executive Director of Institute may consult the Executive Director, Human Resources. Additional information may be requested to assist in making a determination.

Top

6.4.7 Deferment of long service leave

A period of approved long service leave may be deferred in exceptional circumstances, including emergencies. Where the University is responsible for the deferred period of approved leave, the authorising officer will give details of the circumstances to the staff member and, where applicable, authorise reimbursement to the staff member for any expenses reasonably incurred as a result of the deferral.

The period of deferral will not exceed three months unless mutually agreed between the authorising officer and the staff member.

Top

6.4.8 Sickness while on long service leave

A staff member who becomes ill for three or more consecutive working days during long service leave may claim sick/carer's leave instead of long service leave by submitting a certificate from a registered health practitioner (registered health practitioner is defined in Sick/carer's leave, personal leave, and compassionate leave policy (B/6.3)) for the period of the illness.

Top

6.4.9 Direction to take long service leave

Subject to the application of the NES, the University may, on two weeks’ notice, direct a staff member to take long service leave in accordance with the COVID-19 Schedule to the Enterprise Agreement, where the direction is reasonable in all the circumstances.

The COVID-19 Schedule clause does not limit the University’s capacity to otherwise direct the taking of long service leave under the Agreement.

The University may direct a staff member to take long service leave to reduce their long service leave balance down to 65 working days.

The 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 shut down.

Leave will not be directed to be taken at a time when a staff member otherwise has unavoidable work obligations (e.g. grant applications).

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 long service leave at a commensurately lower rate of pay (e.g. 20 days leave at half-pay, instead of 10 days leave at full-pay).

A staff member will not be required to take long service leave within 24 months of an intended date of retirement where the staff member submits written notice of the intended date of retirement to the Executive Director, Human Resources.

Top

6.4.10 Entitlement upon cessation of employment with the University

A staff member will receive payment for accrued long service leave calculated at the date of cessation of employment (unless required as payment to recover amounts payable to the University). The entitlement will be calculated and paid as if the COVID-19 Schedule to the Enterprise Agreement never had any effect (other than leave taken).

A staff member will be paid pro-rata long service leave if their employment ceases as a result of:

  • voluntary or involuntary redundancy
  • voluntary early retirement, excluding pre-retirement employment arrangements (B/7.5)
  • retirement due to ill health, as supported by appropriate medical documentation.

For ongoing and fixed-term staff, payment will be calculated based on the following:

  • the staff member’s salary as at the date of cessation of employment
  • for staff who have worked varied hours during their ongoing or fixed-term employment, as the actual percentage of full-time employment over the full period of that service.

For casual professional staff and sessional academic staff, or for staff who have performed some casual work as part of their period of employment, long service leave for the period of casual/sessional employment will be calculated in accordance with B/6.4.4.

Top

6.4.11 Recognition of prior service for the purposes of long service leave entitlements

For ongoing and fixed-term staff, accrued full-time and/or part-time continuous service from the last related employer only may be recognised for purposes of long service leave credits, where the following conditions have been met:

  • For academic staff, there is no more than a three month break in employment between the previous related employment and appointment to the University. Where a staff member has received no payment by their previous employer for accrued long service leave in related employment or no leave has been taken, all relevant service will be recognised by the University for the purpose of calculating long service leave entitlements. Until 28 February 2022, a break in QUT employment which is caused by the impact of COVID-19 shall not count as service for any purpose but shall not constitute a break in service for any purpose.
  • For professional staff, there is no more than a three month break in employment between the previous related employment and appointment to the University. Where a staff member has received no payment by the previous employer for accrued long service leave in related employment or no leave has been taken, the University will grant up to five years’ credit for the purpose of calculating long service leave entitlements. Until 28 February 2022, a break in QUT employment which is caused by the impact of COVID-19 shall not count as service for any purpose but shall not constitute a break in service for any purpose.
  • For senior staff, there is no more than a three month break in employment between the previous related employment and the appointment to the University. Where a staff member has received no payment by the previous employer for accrued long service leave in related employment or no leave has been taken, the University will grant up to five years’ credit for the purpose of calculating long service leave entitlements.
  • Related employment will be determined by the Executive Director, Human Resources or nominee and will include employment at another Australian university or public sector agency.

For eligible staff, long service leave will not be granted until the staff member has completed at least three years of continuous service at the University.

Staff eligible for payment for long service leave by the previous employer
QUT does not accept responsibility for the payment of a long service leave liability for a new staff member who was eligible to be paid accrued long service leave when they ceased employment with their previous employer.

Application for recognition of prior service
A staff member must submit an application for recognition of prior service in writing to the Human Resources Department as soon as possible, and no later than 12 months, after commencing employment with QUT. A person who is no longer employed by QUT is not eligible to make a retrospective application for recognition of prior service.

Top

6.4.12 Delegations

Refer to Appendix 3 Schedule of Authorities and Delegations (VC108, VC110, VC113, VC178).

Top

Related Documents

MOPP B/6.3 Sick/carer's leave, personal leave, and compassionate leave

MOPP B/7.5 Pre-retirement employment arrangements

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)

QUT Digital Workplace - People: Taking leave (QUT staff access only)

National Employment Standards – Long service leave

Top

Modification History

Date

Sections

Source

Details

20.08.20 B/6.4.9, B/6.4.11 Associate Director, Human Resources (Workplace Relations) Revised to reflect  the Enterprise Agreement Variations
17.10.19 B/6.4.6 Associate Director, Human Resources (Workplace Relations) Administrative amendment to reflect the current industrial instrument
19.09.17 All Vice-Chancellor Revised and simplified policy
25.01.16 All Vice-Chancellor Revised policy
14.10.13 B/6.4.6 Vice-Chancellor Policy revised to reflect the Human Resource Director may direct staff to take long service leave

24.01.11

All

Vice-Chancellor

Periodic review - policy revised to reflect the current industrial instrument

04.08.08

B/6.4.6

Director, Governance Services

Editorial amendment to remove reference to prior dates relating to accrual of long service leave

17.11.05

All

Vice-Chancellor

New policy

Top