Objective
Provide information and guidance to all employees of their rights and obligations with regards to Annual Leave entitlements. There are procedures to follow when accessing this entitlement.
Definitions
Full time and Part Time employees are entitled to annual leave in accordance with the National Employment Standards (NES) and the Registered and Licensed Club Award 2010.
Full Time employees who work 38 hours per week shall be entitled to a minimum of four weeks annual leave per year. Part Time employees are entitled to a minimum of four weeks per year based on a pro rata amount depending upon the number of hours worked each week. Annual leave will accrue progressively during a year of service according to the employee’s ordinary hours of work and will accumulate from year to year.
The NES provides an additional week of annual leave to employees who are considered to be shift workers, as defined under the Award. For this purpose, a shift worker means a seven-day shift worker who is regularly rostered to work on Sundays and public holidays. This also includes Manager/Supervisor.
Responsibilities
General Manager
- Provide employees with information about their entitlements.
- Consult with employees to plan for the period of leave and arrangements when they return.
Employees
- Provide a minimum of three-week notice.
- Apply leave through Deputy.
- Co-operate with the General Manager to plan for the period of leave and arrangements when returning.
Procedures
Employees who apply for annual leave must:
- Employees wishing to take any type of leave must complete the Leave Application Form via Deputy for applicable salaried employees.
- Provide a minimum of four week notice so that staffing can be arranged.
- Await notification from General Manager for the approval of such leave. General Manager will process all leave in a timely matter. Do not make pre arrangement before approval.
- Employees are obligated to check the internal mail to assess whether their application has been accepted or denied.
- Please note that leave during busy period may not be granted. Please see list below of times that may not be granted:
- Easter Long Weekend
- Grand Final Week
- Christmas Period (usually 10th December – 3rd January)
- Various Public Holidays as recorded in the roster book.
- Melbourne Cup Day and Anzac Day
- Other Periods as deemed necessary by management due to staffing levels
Breach of Policy
Strathfield Sports Club has an obligation to consistently apply and enforce this policy. Employee must understand and comply with this policy. Any employee who takes annual leave without the approval of the Club is considered to have breached this policy.
Any employee who breaches this policy shall be subject to counselling, training, and/or disciplinary action, which may include termination of employment.
| Version | Authorised by | Date Reviewed | Next Review Date |
| 2 | Phillip Truong | 06/10/2023 | 21/04/2024 |
Scope
This policy applies to all Full Time and Part Time Employees. Casual employees have no entitlement to paid annual leave.
Guidance/Standards
- Annual Leave is made available to Full Time and Part Time employees for the purpose of paid recreational time. Strathfield Sports encourages employees to use their annual leave available in the year in which it falls due.
- Strathfield Sports allows for a maximum of 6 weeks accrued leave at any time. This can be varied from time to time with approval form the General Manager.
- All Permanent Part Time employees are entitled to annual leave that is calculated on a prorata basis. Any employee submitting a leave form prior to the due entitlement will have unpaid leave considered as an alternative option by their Department Manager and Human Resources. Those employees who have completed less than 12months continuous service must have accrued enough entitlements to cover the leave period.
- When an employee wishes to take Annual Leave, they must obtain the approval from General or Operation Manager before taking this leave. Annual Leave is granted at the discretion of the General/Operation Manager, and any operational requirements will be taken into consideration.
- Annual Leave accumulates from year to year and any untaken leave is paid out when an employee leaves Strathfield Sports.
- Employees who require more information about annual leave should contact the General Manager.
Agreement to cash out Annual Leave
Cashing out annual leave means an employee receives payment instead of taking time off work.
Annual leave can only be cashed out when an award or registered agreement allows it, so check the award or registered agreement that covers your employee.
When cashing out annual leave there are rules:
- Employees can’t cash out more than 2 weeks in each 12 months, and must have at least 4 weeks annual leave left over after the cash out.
- The payment for cashed out annual leave must be the same as what the employee would have been paid if they took the leave.
- An employer can’t force or pressure an employee to cash out annual leave.
If the award says that employees can cash out annual leave, employers and employees must make a record about the agreement to cash out annual leave. This agreement must be:
- signed by both the employee and the
- say the amount of leave being cashed out
- say the amount that will be paid for the leave
- say the date this will be paid, and
- if the employee is under 18, then it must be signed by their parent or guardian
Employers must keep a copy of this agreement with the employee’s records.
You can use this template as a record of the agreement about cashing out annual leave.