Leave applications and payments

Leave application process

All interactions about an employee’s long service leave application are conducted through their employer. Coal LSL cannot accept leave applications directly from employees. Leave applications are submitted and managed by an authorised contact of an employer through Online Services.

To guide employers through the leave application process with Online Services, we have created a digital leave hub, complete with a Quick Guide video and FAQs, as well as updating our existing How To Guides.

Additionally, to be entitled to take leave, our records must reflect that an eligible employee is qualified to take their leave. 

For an eligible employee to access their long service leave entitlement, they must submit an application through their current or most recent employer. 

• If they are still working, the employer must use the In-service Application. 

• If they are ceasing or have already ceased employment, the employer must use the Cessation Application. 

• If they are deceased but were still employed at the time of their passing, the employer must use the Entitlement Application. 

Once the leave has been taken, employers can claim reimbursement from Coal LSL.

Leave application information

In-service Leave

Once an employer approves an employee’s In-service Leave Application, the employer must submit an application via Online Services. We will confirm whether the employee is entitled and has at least eight years of qualifying service. If entitled, we will notify the employer, who can then pay the leave entitlement through their regular payroll process. Once the leave has been taken, the employer can claim reimbursement from Coal LSL.

To assist, we’ve created a How to complete an In-service Leave Application.

Cessation Application

Once an employer approves an employee’s Cessation Leave Application, the employer must submit an application via Online Services. We will validate that the details align with the service history we have on record for them. If entitled, we will notify the employer, who can then pay the leave entitlement through their regular payroll process. Once the leave entitlement has been paid to the employee, the employer can claim reimbursement from Coal LSL.  

It's important to note, that even if an employee is no longer employed but the employer was their last employer in the industry, that employer is responsible for facilitating the payment of the Cessation Leave. 

The Fund is managed in such a way as to ensure financial provision is available to reimburse employers for eligible employees’ long service leave entitlements, regardless of their work status. 

Redundancy

If an employee is being made redundant, they can request their accrued leave if they have met the minimum qualifying service period of six (6) years.

Resignation

Employees that resign and have not yet accrued eight years qualifying service will not be able to access their leave entitlement. 

To assist, we’ve created a How to complete a Cessation Application.

Entitlement Leave

All interactions about accessing the unclaimed leave of a deceased eligible employee are to be conducted through an employer and the deceased’s legal personal representative. The employer must submit an application via Online Services.

After the employer makes payment to the deceased’s legal personal representative, the employer can claim reimbursement from Coal LSL for the amount paid using the Reimbursement Claim form. The reimbursement process is the same as the standard leave application and payment process. 

To assist, we’ve created a How to complete an Entitlement Application.

Amendments and Cancellations

Once a leave application has been submitted, it can’t be amended. If changes are required, the employer will need to cancel the application, wait for it to be confirmed, then submit a new application. To assist, we’ve created a How to complete a Leave Cancellation Request.

Claiming reimbursement

Before claiming reimbursement for a long service leave payment made to an employee or an employee’s legal representative, an employer needs to have received a notification from Coal LSL for an approved leave application.  

This information is required for reimbursement requests. See leave application information.

The process for claiming reimbursement for long service leave payments is: 

1. Employer pays employee for their long service leave entitlement. 

2. Employer submits a Claim for Reimbursement to Coal LSL. 

3. Coal LSL releases payment from the Fund to reimburse the employer for the employee’s leave entitlement. 

After receiving a claim, it takes approximately five business days to process and reimburse funds to the employer’s nominated account.

The Coal Mining Industry (Long Service Leave) Administration Act 1992 (Section 45) and Employer Reimbursement Rules 2017 detail how Coal LSL reimburses employers for authorised long service leave entitlements that they have paid to their eligible employees. Reimbursements are issued under a pooled arrangement.