How to manage and plan annual leave
Read about:
- Annual leave provisions for staff covered by the Enterprise Agreement and for non-Enterprise Agreement staff;
- Tips for planning annual leave
- Excess annual leave provisions
- FAQs - excess annual leave
Annual leave
The University encourages all staff to take their annual leave on a regular basis to help them achieve a healthy work/life balance.
Staff covered by the Enterprise Agreement - information on annual leave is found in clauses 129-145 and on public holidays in clauses 125-128
Annual leave provisions for non-EA staff are governed by the conditions of your contract, award or agreement and comply with the Fair Work Act 2009 (Cth)
Tips for planning annual leave
Managing annual leave effectively is the joint responsibility of managers and staff. For managers it is an integral part of workload planning and should be part of unit strategic planning discussions with staff at the beginning of the year in planning for the year ahead.
Annual leave planning should also be discussed at each staff member’s PM&D review.
Planning allows managers and staff the ability to maintain an appropriate mix and levels of skills to meet anticipated work demands. Each work unit will identify the times of the year when work demands mean that leave may not be able to be granted, except in emergencies or rare exceptions. Each unit should make sure that all staff are aware of the times when the efforts of the entire team are required, and discuss and agree on contingency plans.
Staff are encouraged to take regular breaks and, to assist in the planning in their work unit, to put in their leave requests well in advance.
As far as practicable, the University will consider the preferences of staff in relation to the scheduling of leave (refer EA cl 131), however the timing of this leave needs to take account of:
- the staff member’s preferred timing of the leave
- operational needs of the work unit
- impact of leave on the rest of the team.
Managers should endeavour to approve requests within seven days of receiving a myHRonline email notification. When leave requests cannot be approved due to operational requirements, the manager will advise the staff member and where possible explore any other options that may be available.
For assistance in approving leave requests on myHRonline refer to:
Excess Annual Leave
Staff who have accrued more than 40 days of annual leave
Staff who have an accrual of greater than 40 days’ annual leave are required to discuss their annual leave with their manager and develop a plan for taking annual leave during the year, with the aim of reducing their annual leave balance to below 40 days by the end of the year.
Annual leave provisions for non-EA staff are governed by the conditions of your contract, award or agreement. However, in accordance with the [[Fair Work Act 2009 (Cth), the University may direct all staff to take excessive accumulated annual leave.
Excess leave arrangements for Enterprise Agreement staff
Staff members whose annual leave exceeds 36 days or more on 31 October of any year will be notified by the University that their leave balance is expected to exceed 40 days on the 1 February of the following year and will be given the opportunity to take leave.
Staff who have accrued 40 or more days' annual leave as at 1 February will be directed by the University to take annual leave and will be considered to be on annual leave from that date, unless, over the preceding year, reasonable requests for annual leave have been denied.
As far as practicable, the University will consider the preferences of staff in scheduling annual leave.
Staff are encouraged to take annual leave on a regular basis as it contributes to their health and wellbeing.
For more information read clauses 129-139 of the Enterprise Agreement
Excess leave arrangements for staff not covered by the Enterprise Agreement
Annual leave provisions for non-EA staff are governed by the conditions of their contract, award or agreement. However, in accordance with the Fair Work Act 2009 (Cth), the University may direct all staff to take excessive accumulated annual leave.
FAQs - Excess Annual Leave
Why is the University encouraging staff to take regular leave?
The University encourages all staff to take their annual leave on a regular basis, to support them in achieving a healthy work/life balance. We recognise that often staff defer their leave, to assist their managers and colleagues in managing changing structures and workloads. However, leave planning is an integral part of workload planning, and it is important for the health and wellbeing of staff to take their leave.
What are the annual leave provisions in the Enterprise Agreement?
When developing your leave plan, you may wish to consider the annual leave provisions (clauses 129 to 141) in the University of Sydney Enterprise Agreement 2009-2012.
What if I am not covered by the Enterprise Agreement?
Your leave provisions will be determined by your contract, award or agreement. For more information, please contact your HR Advisor.
What do you mean by "staff not covered by the Enterrpise Agreement?"
Staff not covered by the Enterprise Agreement are either:
- employed under an award or agreement other than the University of Sydney Enterprise Agreement 2009-2012, such as an Australian Workplace Agreement
- exempt from the Enterprise Agreement – see clause 6 of the University of Sydney Enterprise Agreement 2009-2012
employed under a common law or individual contract.
How many days of leave can I accrue?
If you are covered by the Enterprise Agreement you may accumulate up to 40 days of annual leave entitlement.
Will I be forced to take leave if I accrue more than 40 days?
Yes, the University can direct all staff to take accrued excess annual leave. However, it is the University’s preference that annual leave is taken at a time of your choice (subject to agreement with your supervisor) rather than at the direction of the University.
If you are covered by the Enterprise Agreement, see clauses 129-139, and your annual leave exceeds 36 days or more on 31 October of any year, you will be notified by the University that your leave balance is expected to exceed 40 days on the 1 February of the following year and be given the opportunity to take leave.
If you are exempt from the Enterprise Agreement or are employed under a common law contract, another award or agreement, and your annual leave exceeds 36 days or more on 31 October of any year, you will be notified by the University that your leave balance is expected to exceed 40 days on the 1 February of the following year and be given the opportunity to take leave. In accordance with the National Employment Standards, the University may direct you to take excessive accumulated annual leave.
I don’t know how to request leave on myHRonline.
Read instructions for using myHRonline to view leave balances and submit leave requests in the myHRonline User Guide.
Can I still cash out some of my excess annual leave?
Under the Enterprise Agreement, clause 136, staff had a “one off” opportunity to cash out up to 10 days excess annual leave in conjunction with taking the equivalent amount of leave. To access this option applications had to be made by 23 November 2010. Annual leave can not be cashed out outside the provisions and timeframes in the Enterprise Agreement.
