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The majority of leave is applied for using Employee Self Service (ESS).
Employees are required to apply for leave in advance of requirement where possible or in the case of Personal Leave (sick/carers) as soon as practical on return to duty using Employee Self Service or where the leave type is not available, by using the relevant form available within a school or on HRWeb.
A Principal or Manager is required to ensure that leave requests are submitted by employees for all absences. Principals and Managers (or their proxy) must action the leave requests on a regular basis and in a timely manner.
The following leave types (paid or unpaid) are available through Employee Self Service (ESS).
Personal Leave (sick and carers) |
Long Service Leave |
Sabbatical Leave |
Annual Leave |
Additional Annual Leave |
Accompany Spouse |
Leave Without Pay |
Religious |
Cultural/Ceremonial |
Study (unpaid or paid) |
Defence Force |
Disaster Relief |
Jury Service |
|
|
All other leave types are applied through current established processes.
Note: a paper based leave application form is NOT required for leave that has been applied for using ESS.
Leave that is entered using ESS must be finalised in Manager Self Service (MSS) by the Principal or delegated proxy. If, prior to a decision on the leave, the request is to be deleted or modified, the Principal or proxy must deny or push back a leave application in MSS. Refer to the Quick Reference Guides and other help documents on applying for and approving leave available on the eduPay Help page below
Once a leave request has been approved by the Principal and completed in MSS, it cannot be amended through ESS. Where an employee needs to amend/delete an approved leave request, or replace an approved leave request with a different type of leave, the Leave Amendment form available below should be used.
Where a document supports the leave application (e.g. Medical certificate), employees must provide the original document to their Principal or Business Manager to enable the leave request to be finalised on eduPay.
The amount of annual leave allocated to a 52/52 Education Support Class or Public Service employee of 152 hours per year (full-time) remains unchanged. However annual leave will now accrue on a daily basis and the leave balance will be updated and visible in ESS at the end of each completed month. All leave balances on eduPay are shown in hours
Public Service
For VPS employees in all employment modes, leave applications cannot be approved if there are no entitlements available.
Education Support Class
For Education Support Class employees (except 48/52), Annual Leave entitlements cannot be taken in advance. Leave applications cannot be approved if there are no entitlements available.
For 48/52 Education Support Class, annual leave is recorded on eduPay by batch process and up to 38 hours (pro-rata for part-time employees) is available where accrued entitlements to not cover the vacation period. A 48/52 employee that ceases employment and has overused their entitlement to leave may be overpaid. Any overpayment is recovered in the final pay.
Any Annual Leave entitlement remaining (where applicable) is paid out on cessation of employment. This includes the expiration of a fixed period of employment irrespective of any subsequent rehire.
Refer to the Annual Leave policy page for further information.
eduPay accrues additional leave for employees who have entered into a self funded leave arrangement. Application for additional leave is completed using Employee Self Service. Where ESS is not available or cannot be accessed, a request for leave is by paper based application.
Additional leave employment modes for an ESC are 49/52, 50/52 or 51/52. For VPS employees additional leave modes are from 44/52 to 51/52.
Additional leave balances accrue for each hour of paid work and will be updated on the leave balances page in ESS each fortnight. Employees must have accrued, or will accrue in the current fortnight, sufficient additional leave entitlement before they will be able to take the leave. Leave is not allocated in advance. All leave balances on eduPay are shown in hours.
Personal leave will continue to be allocated on the anniversary date of the employee’s hire date (advanced by any breaks in service or leave without pay affecting service). Employees who have worked full-time throughout the preceding year will be allocated 114 hours (15 days) on the anniversary date. An employee who has worked on a part-time basis or changed their time fraction during the last twelve months will receive a pro-rata amount based on the time fraction(s) worked during the preceding year.
Long Service Leave is displayed in working hours in Employee Self Service (where entitlement has been reached).
On eduPay, pay in lieu of LSL is paid out on termination of employment, including the expiration of a period of fixed term employment, irrespective of any subsequent period of employment. Where an employee does not require their LSL to be paid out on termination, they must advise their Principal, Business Manager or HR Administrator that the Long Service Leave is not to be paid out prior to pay finalisation in the fortnight they are to cease employment. A form that can be used for this purpose is available below. eduPay must be updated prior to Pay Finalisation in the fortnight the employee is to cease.
An email is sent to the Business Manager, HR Administrator and the employee in the fortnight the cessation is effective. This email is for information and is sent to all employees that are ceasing irrespective of any subsequent employment and/or entitlement to Long Service Leave. The email includes a reminder to advise if LSL is not to be paid out.
Long Service Leave that has been paid out cannot be repaid and reinstated on eduPay.
To convert the hours showing on ESS to Full-time equivalent days or weeks use the following formula:
- HRS on ESS / 7.6 = Full-time equivalent working days
- HRS on ESS / Weekly HRS paid = Weeks at current time fraction
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Work Schedules are used to calculate a part-time employee’s fortnightly pay by recording the total hours per week and the work pattern that the employee works each week/fortnight. The work pattern identifies the days of the week and the hours each day that an employee works. It is particularly important that the work schedule is accurately maintained to ensure the time fraction (hours paid) is correct, leave entitlements accrue correctly and that any leave taken is adjusted by the correct duration hours for the absence.
A work schedule update form should be completed when:
- an employee changes the total hours they work in a fortnight (time fraction)
- a part-time employee changes the days they work or hours they work on a particular day
- a part-time employee commences employment
A generic form for school use is available under the Forms link below.
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