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Leave Policy - Full Time & Part Time Employees (MCRI1018)

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Leave Policy - Full Time & Part Time Employees (MCRI1018) Leave Policy - Full Time & Part Time Employees (MCRI1018) top Summary . 2 Introduction . 2 Common Leave Items . 2 Annual Leave . 3 Personal/Carer’s Leave. 4 Compassionate Leave . 8 Community Service Leave . 8 Public Holidays . 9 Parental Leave . 10 Professional Development Leave . 15 Examination Leave . 16 Sabbatical Leave . 16 Long Service Leave. 16 Leave Without Pay. 18 Related Policies. 18 1 Leave Policy - Full Time & Part Time Employees (MCRI1018) This document explains the Leave Policy - Full Time & Part Time Employees that applies in respect to the employees of Murdoch Childrens Research Institute (MCRI, “The Institute”) and all its subsidiary organisations. Summary 1.1 This policy explains the Leave entitlements applicable to all full-time and part-time MCRI employees. 1.2 Where there is discrepancy between this policy and any applicable Modern Award, the Modern Award will prevail; except however, where there's an Enterprise Agreement (EA), or equivalent relevant workplace Agreement, the EA will prevail over the policy and the Modern Award at all times. 1.3 Where there is a difference between employees employed specifically by MCRI or VCGS, this will be stated. 1.4 This policy satisfies leave provisions in the Fair Work Act 2009 (Cth)("The Act"). 1.5 Casual Employees should refer to the Casual Employee Policy for information on leave entitlements. 1.6 While Students should of course have holidays during their course of study, this policy relates only to MCRI and VCGS full-time and part-time Employees. Students and their Supervisors make any absence arrangements with the university in which they're enrolled, but must at all times also advise the MCRI Student Administrator (preferably in advance), including providing applicable documentation, especially if they are in receipt of a scholarship which is paid or administered by MCRI. Top of Page Introduction 2.1 This policy explains the eligibility, entitlement and procedures for leave available to MCRI employees. 2.2 This policy aims to define the leave provisions and application procedures for the following leave types: • Annual Leave; • Personal Leave (formerly known as sick leave) / Carer’s Leave; • Compassionate Leave; • Community Service Leave (including Jury Service); • Parental Leave; • Professional Development Leave; • Examination Leave; • Sabbatical Leave; • Long Service Leave; and • Leave Without Pay. Top of Page Summary 2 Leave Policy - Full Time & Part Time Employees (MCRI1018) Common Leave Items 3.1 Leave entitlements accrue on ordinary time worked, including authorised paid leave, up to 38 hours per week, except where otherwise specified in this Policy. 3.2 Leave entitlements must have accrued, as per the requirements of each leave type, for such absence to be paid, unless specified. 3.3 During all periods of leave, salary will be paid in accordance with MCRI’s usual fortnightly pay cycle, unless specified, for leave already accrued. Refer also Clause 3.4. 3.4 Payment prior to, or at commencement of leave, is available to eligible employees only as follows: 3.4.1 Eligible Employees • VCGS Medical Scientists and Genetic Counsellors (annual, parental or long service leave), as per the EA. 3.4.2 Conditions • Superannuation and Salary Packaging payments, if applicable, may also be remitted in advance. • An Employee must contact Payroll staff before submitting a request for advance payment. • If the requested advance leave payment falls across financial years, the employee should seek independent financial advice as there may be income tax or other implications to the employee, for which MCRI can take no responsibility. 3.5 Leave requests must be applied for on-line via i-manage. Also refer to the Staff User Guide. Top of Page Annual Leave 4.1 Full time employees are entitled to 4 weeks paid annual leave for each year of service. 4.2 Part time employee’s entitlement is on a pro-rata basis. 4.3 Annual leave accrues progressively during each year of service and is cumulative. 4.4 Annual leave should be taken within each anniversary year or contract period, whichever is the lesser and at a time mutually agreed with the employee’s Line Manager, subject to operational requirements. Approval will not be unreasonably withheld. 4.5 MCRI may require employees to take annual leave in the event of: • you having more than 6 weeks accrued, subject to operational requirements; • a Christmas/New Year, or other, period close down. If you do not have sufficient annual leave accrued to cover the full duration of this period, you may: ? take leave without pay; or ? allow your annual leave to fall into negative of no more than 1 week. Refer to clause 3.2.4. Common Leave Items 3 Leave Policy - Full Time & Part Time Employees (MCRI1018) 4.6 In exceptional circumstances, if not enough accrued annual leave, approval may be given for an employee to fall into negative of no more than 1 week, subject to approval by the employee’s Line Manager. This excludes employees still within their qualifying period (Refer clause 3.2.4 Qualifying Period of Employment Policy & Procedure). Such approval would be given on the proviso that the employee agrees to repay MCRI the nett value paid to them of any annual leave given in advance of entitlement should their MCRI contract cease or for any other reason that the employee may not accrue future leave as expected. Note: any nett value may include other amounts, such as salary packaging & superannuation. 4.7 All Annual Leave entitlements must be utilised before consideration of leave without pay. Refer to clause 14. 4.8 Illness during annual leave. Refer clause 5.10. 4.9 An employee must apply for Annual Leave online via i-manage and at least 4 weeks prior to the commencement date of the leave. A shorter notice period may be accepted if approved by your Line Manager. Also refer to the Staff User Guide. 4.10 Prior to commencing leave, it is the employee’s responsibility to ensure that all work is up to date and that an appropriate handover arrangement has been made with your Line Manager. 4.11 Annual Leave entitlements may only be "cashed out" for some employees. In the first instance an employee must speak to Human Resources, to determine if a request can be accommodated by law. • This sub-clause only applies to VCGS Medical Scientists and Genetic Counsellors, as per their EA. Where such an employee has accrued annual leave in excess of eight (8) weeks, then by mutual written agreement the employer may pay the annual leave in excess of eight weeks to the employee as a one off cash payment. • Each request must be for a minimum of 1 week. • A written request to cash-out annual leave will receive a response in writing within 2 weeks of receipt by Payroll and payment will be made in the next available pay fortnight, or as agreed with Payroll. • Payments made in accordance with the above extinguish the employee's right to access, or receive further payment for the period of leave paid out. · 4.12 If the period during which an employee takes paid annual leave includes a day or part-day that is a public holiday in the place where the employee is based for work purposes, the employee is taken not to be on paid annual leave on that public holiday. 4.13 An employee will receive an annual leave loading payment equal to 17.5% of their regular base rate of pay. It will be paid yearly in December, in respect to the annual leave (maximum of 4 weeks full-time) that has accrued from 1 January to 31 December in that year. On cessation of employment the accrued annual leave loading entitlements will be paid. Annual leave loading will not accrue or be paid if your employment contract specifically excludes it, or if it's included in your total remuneration. Top of Page Personal/Carer’s Leave 5.1 Employees accrue Personal Leave entitlements in one total amount of hours (refer Figure 1 – Calculation of Accrued Entitlements). Personal/Carer’s Leave 4 Leave Policy - Full Time & Part Time Employees (MCRI1018) 5.2 Accrued Personal Leave hours are cumulative if not taken. 5.3 These hours can be taken as paid Personal or Carer’s Leave, up to the balance of available hours and within item limits (refer Figure 2 – Evidence Requirements & Item Limits). 5.4 If all accrued Personal Leave entitlements have been exhausted, the employee may access available accrued annual leave entitlements &/or unpaid Personal/Carer’s Leave. Note - Further paid Personal/ Carer’s Leave entitlements may become available during an unpaid absence if an employee commences their next anniversary year and more paid entitlement hours become available. Contact MCRI Payroll as necessary. 5.5 An employee may take Personal/Carer’s Leave as: • Personal Leave – if the employee is unfit for work because of a personal illness, or personal injury, affecting the employee; or • Carer’s Leave – to provide care or support to a member of the employee’s immediate family or household, who requires care or support because of: ? A personal illness, or personal injury affecting the member; or ? An unexpected emergency affecting the member. 5.6 Notification to your Line Manager is required as soon as reasonably practicable, of the expectation of taking Personal/Carer’s Leave and the period or expected period of absence. FIGURE 1 – CALCULATION OF ACCRUED ENTITLEMENTS (Personal Leave) Service with MCRI Entitlement Accrual – Entitlement Accrual – Entitlement Accrual – Full-time Employees – Full-time Employees Part-time Employees (Except VCGS Medical (VCGS Medical Scientists & Genetic Scientists & Genetic Counsellors) Counsellors ONLY) During 1st Year 1 ordinary day (7.6 16 ordinary days (121.6 As for full-time hours) for each hours) with entitlement employees, but pro-rata completed month of given progressively at accrual based on the service (total of 12 end of each completed ordinary hours worked, days/91.2 hours).
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