• Section 1 - Purpose
• Section 2 - Application and Scope
• Section 3 - Principles 
• Section 4 - Eligibility
• Section 5 - Conditions of Entering a Purchased Leave Arrangement
• Section 6 - Leave and Superannuation Entitlements
• Section 7 - Application
• Approval
• Section 8 - Roles and Responsibilities
• Section 9 - Definitions

Section 1 - Purpose

(1) The purpose of this Procedure is to set out the process and requirements for staff members to purchase additional leave at the University of Wollongong (the University).

Section 2 - Application and Scope

(2) This Procedure applies to:

1. all continuing and fixed term staff who meet the eligibility criteria.

(3) This Procedure does not apply to:

1. affiliates;
2. casual staff;
3. staff employed by other entities of the University; and
4. staff employed at campuses of the University outside of Australia.

(4) This Procedure supports and should be read in conjunction with the University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023 and the University of Wollongong (Academic Staff) Enterprise Agreement, 2023.

Section 3 - Principles 

(5) The University offers continuing and fixed term staff members the option to apply to purchase up to a maximum of four (4) weeks additional leave in a 12-month period.

(6) Leave can be purchased in increments of one (1) week, with one (1) week being the minimum and four (4) weeks being the maximum.

(7) A staff member can make an application for purchased leave for a 12-month period or an agreed period of less than 12 months.

(8) Purchased leave will be funded through a pre-tax fortnightly deduction from the staff member's pay. To calculate the deduction for purchased leave:

1. multiply your hourly rate x 7 hours (or your ordinary hours per day) x the number of days you are purchasing;
2. divide by 26 fortnights (or the number of fortnights otherwise agreed upon with the Chief People and Culture Officer).

(9) A reconciliation will be conducted in accordance with the relevant enterprise agreement to ensure that leave taken aligns with the value of the deductions. The reconciliation will occur at the end of the purchased leave period or at the end of employment.

(10) A purchased leave arrangement may have taxation, superannuation, or other financial implications for staff members. A staff member wishing to enter such an arrangement is encouraged to seek their own financial advice.

Section 4 - Eligibility

(11) Staff may apply for purchased leave if they meet the following criteria:

1. have completed six (6) months of employment with the University, unless otherwise approved by the Chief People and Culture Officer; and
2. have more than 18 months remaining on their contract, if their employment is fixed term; and
3. have an existing purchased leave balance of nil.

(12) Approval for taking purchased leave is consistent with normal annual leave approval and at the discretion of the staff members Supervisor who will assess the business impact and needs.

(13) Supervisors are strongly encouraged to discuss staff plans to reduce excess leave balances, in line with the requirements in the relevant enterprise agreements and University guidelines. Where a staff member may have excessive leave balances, an application to purchase additional leave may not be approved. 

(14) Staff cannot be directed to take purchased leave.

Section 5 - Conditions of Entering a Purchased Leave Arrangement

(15) Purchased leave must be taken within the 12-month period or agreed period, following the first deduction from the staff member's pay. The arrangements do not roll over from year to year and must be agreed and approved every 12 months.

(16) A week of purchased leave will be equivalent to a week of the staff member's normal weekly hours at the time of the application. If the staff member’s hours of work change during the period of deduction, the arrangement may need to be adjusted, and it is recommended that People and Culture Operations be notified as soon as possible.

(17) A staff member can enter into another purchased leave agreement only after settling all outstanding deductions and taking the purchased leave entitlements.

(18) A purchased leave agreement cannot be amended once commenced, except for upon termination.

Section 6 - Leave and Superannuation Entitlements

(19) All other leave entitlements will continue to accrue as per normal during the purchased leave period.

(20) All deductions (e.g., novated lease, car parking, additional super) will continue to be deducted during the period of the purchased leave.

(21) Staff members can maintain their superannuation benefit by continuing their normal employee and employer superannuation contribution for the period of the purchased leave.

Section 7 - Application

(22) Staff wishing to apply for purchased leave must:

1. complete the Purchased Leave Application Form;
2. consult with their Supervisor who will review the application and consider the individual staff member’s requirements as well as the work priorities of the business unit.

Approval

(23) The Supervisor will review the request to purchase leave. The granting of this leave is subject to the Supervisor's agreement and the proposed dates may need to be negotiated to align with the operational requirements of the business unit.

(24) Following approval, the Supervisor will forward the completed form to Payroll Operations via the People and Culture Division Helpdesk for processing.

(25) A copy of the signed purchased leave agreement will be retained on the staff member’s employment record.

(26) The purchased leave will be added to the staff member's leave balance and will show as a separate leave type in WebKiosk.

(27) Staff will discuss the proposed dates at the time of the application with their Supervisor and will submit the online leave request via WebKiosk.

Section 8 - Roles and Responsibilities

(28) When considering applications of purchased leave, Supervisors are responsible for giving consideration to:

1. the eligibility requirements outlined above;
2. the personal circumstances of the staff member;
3. the applicant's current annual and long service balances;
4. the operational requirements of their business unit; and
5. the workload of the position.

Section 9 - Definitions