Cessation Application Guide

Introduction

Cessation leave applications are for eligible employees who are requesting their entitlement because they are ceasing to be, or have ceased to be, an eligible employee.

Instances where this might be the case include: 

• leaving the Australian black coal mining industry 

• retirement 

• ill health 

• redundancy/resignation/end of contract 

• changing positions into a role which does not fit the definition of an eligible employee. 

Leave applications can only be submitted via the Leave Applications tab within Online Services. 

Step 1. Starting a Leave Application

To commence the process  

• Log into Online Services  

• Go to the Leave Applications tab  

• Click Create New Applications and select the Cessation leave application type

Step 2. Confirm employee details

• Choose the correct employee from the list provided and click Start. If the current employee is not listed, you can choose to ‘Manually add employee’.  

• Review and confirm employee contact details. Update any pre-filled contact details if needed as we will use these details to keep employees informed.   

• Click Confirm Details. 

Step 3. Enter Cessation leave application details

Enter the following  

• Date employment ceased. 

• Choose the reason for cessation from the drop-down menu. 

• Options include retirement, ill health/incapacity, redundancy, or, other (dismissal, end of contract or resignation). 

•  Choose between Total Entitlement and Specific Hours. If Specific Hours is selected, a new field is generated to allow you to enter the number of hours requested. 

Step 4. Review and submit

• Complete the declaration and Submit the application. 

Cessation Leave Application information

Ceasing employment due to ill health 

An employee may be able to access their long service leave entitlements before they complete 8 years of qualifying service if they cease eligible employment due to ill health. 

What does ‘due to ill health’ mean? 

An employee ceases eligible employment ‘because of ill health’ if a medical condition means they cannot continue working as an eligible employee. 

This may include ceasing eligible employment because of: 

• illness or injury 

• medical unfitness 

• total and permanent disability. 

The reason for cessation is determined based on the employee's circumstances at the time their eligible employment ends. 

When an employee indicates to their employer that they are ceasing eligible employment because of ill health, the employer and the employee should discuss and agree on the reason for cessation before it is reported to Coal LSL. 

Reporting the reason for cessation 

Employers must include the reason for an employee's cessation of employment on the monthly levy advice form. 

When completing the levy advice form and determining the appropriate reason for cessation, employers should consider:  

• the employee’s stated reason for ceasing eligible employment 

• discussions with the employee about their cessation, and 

• Coal LSL’s guidance on ill health (above). 

If there is a dispute 

Any disagreement between the employer and employee regarding the reason for cessation reported on the levy advice form should be referred to the Fair Work Commission. 

Medical information and employer record keeping 

While Coal LSL collects information about an employee’s cessation reason, employees and employers do not need to provide medical information to Coal LSL. Health information is protected under the Australian Privacy Principles. 

Employers should, however, retain records of decisions and communications regarding an employee’s cessation reason. Coal LSL may request these records in certain circumstances to verify information relating to cessation. 

Other information

The final number of hours to be deducted from the employee's leave balance will be confirmed once the application is approved. 

In cases where the eligible employee is deceased, a separate Entitlement Application (see how-to guidesee how-to guide) can be made by a personal legal representative. 

Information related to the leave application can be viewed within the leave application detail page. Simply click on the case number for the leave application to see details and read case messages.  

Employers are required to make cessation payments within 30 days of receiving an application. Refer to the Admin Act (Part 5A, Division 3) for employer obligations related to cessation. 

The Leave Approved Report is available in the Reports section of Online Services.

This report contains relevant information that can help you complete your Claim for Reimbursement.  

Further assistance

To help understand this process, we’ve created a digital leave hub, complete with a Quick Guide video and FAQs.  

If you need further assistance, please call 1300 852 625 from Monday to Friday between 8.30am and 5.00pm (AEST/AEDT when in operation).