1.0 Introduction 

To do our best at work, we all need time away from work.  We want Support Workers to be able to take time away seamlessly when they need to while also ensuring our clients needs are looked after.  

Hireup endeavours to ensure that our workplace practices support the ability of our Support Workers to fulfil their obligations while also optimising the contribution to the client/s they work with.

The application of best practice time, attendance and leave management frameworks supports Hireup in promoting an optimal workplace culture and a high quality of service to our clients.  

2.0 Purpose       

The purpose of this policy is to ensure Support Workers understand their entitlements to leave, as well as Hireup’s procedure and expectations with respect to time, attendance and applying for leave.

This policy should be read in conjunction with the Support Worker employment contract, the National Employment Standards (NES), Fair Work Act 2009 and the SCHADS Award (as amended or replaced from time to time).

Hireup may amend, replace or remove this policy from time to time in its sole discretion.

3.0 Who this Policy Applies to 

This policy applies to all Support Workers at Hireup.

4.0 Shared Responsibility 

We create an environment that fosters a shared responsibility between support workers, clients and Hireup.  This responsibility might look differently for each worker, but at its core is a commitment to ensure that our clients' needs are being looked after whilst also ensuring our Support Workers can take time off when they need to. Hireup will assist support workers whenever possible to source and/or identify alternative shifts or working arrangements in times when there is a shortage in contracted working hours.

For Support Workers, this shared responsibility includes; 

• Providing adequate notice of planned leave to both Hireup and clients 
• Demonstrating integrity when requesting leave for unscheduled absences both with Hireup and clients.
• Ensuring appropriate coverage for clients prior to applying for and taking any type leave. Or, alternatively, contacting a member of the support worker support team to obtain assistance with coordinating coverage at permanent@hireup.com.au. 
• Submitting completed leave applications via Keypay no later than the respective pay period cut off date/time.
• Complying with all notification and evidence requirements.
• Ensuring that the number of mutually agreed working hours per week as set out in the employment contract are being worked each week or if unable to do so act in accordance with section 5.0 (Permanent Support Workers) of this policy.

5.0 Permanent Support Workers

All Permanent Support Workers will receive an employment contract upon commencement of permanent employment which outlines the number of mutually agreed working hours per week.  The number of hours stated in the employment contract is the number of working hours permanent support workers are employed to work from week to week.

If in any given week a permanent support worker wants to work additional hours than what is stated in their employment contract he/she may do so via the normal mechanism of securing additional shifts on the Hireup platform.  The additional hours worked will be paid at the applicable permanent support worker pay rates outlined here  

If for any reason, such as a client's needs changing, a permanent support worker is unable to obtain their agreed upon hours in any given week, they are required to make the best effort possible to make up the hours in line with the steps outlined below; 

• Step One - Check with the client/s to see if they have any additional or alternative shifts that would assist in making up the deficiency in the weekly hours.
• Step Two - If step one is not successful, check on the Hireup platform to see if there are any shifts that can be secured.
• Step Three - Notify the permanent support worker support team as soon as steps 1 and steps 2 have been exhausted to ascertain if idle time duties are available.
• As an alternative to steps 1-3, Support Workers may also choose to take leave during weeks when there is a deficiency in hours which can be done in accordance with section 8.0 (Applying for leave) of this policy.

Failure to notify the permanent support worker support team of a deficiency in contracted hours in any given week, contacting Hireup to explore idle time activities in such circumstances or applying for leave as soon as reasonably practicable may result in disciplinary action. Hireup may also contact you to discuss leave options which may be available to you. 

Support Workers who are unable to work at least 80% of their contracted hours over a period of 12 weeks or more will be invited to consult on options available.

6.0 Idle Time

If a permanent support worker needs to make up hours due to a deficiency in weekly contracted hours and is unable to do so by seeking extra hours/shifts as outlined in section 5.0 (Permanent Support Workers), they can request idle time activities from the permanent support worker team.  Thereafter, the permanent support worker team will endeavour to identify alternative work within Hireup and assign it to the permanent support worker if suitable and available.

If a permanent support worker is assigned idle time activities he/she must complete the activities as directed, in the applicable pay week and no later than the completion date assigned to them. Once the work is completed, it should be entered into Keypay no later than the pay period cut off date.  Failure to do so may result in not getting paid in that particular pay cycle.

It is the responsibility of permanent support workers to immediately notify the support worker support team upon becoming aware of a deficiency in weekly hours.  Failure to do so may result in disciplinary action.

7.0 Support Worker Leave Types 

7.1 Annual leave 

Applicable to: All full time and part time Support Workers 

Entitlement: Full time and part time Support Workers are entitled to annual leave as follows;

• 20 days of paid annual leave per annum for full time employees 
• Pro rata each year based on hours worked for part time employees 

Annual leave accrues progressively throughout the year and unused leave carries over into the following year/s.  Any annual leave that is remaining at the end of employment will be paid out at the ordinary base rate of pay.

To ensure our Support Workers are regularly taking breaks and to promote a culture of wellbeing, Hireup strongly encourages Support Workers to maintain a leave balance of no greater than 4 weeks of annual leave. If at any given time an annual leave balance becomes greater than 8 weeks, we will contact you to discuss your options.

Support Workers are responsible for notifying their clients and helping to ensure coverage is coordinated prior to taking annual leave.  The Hireup worker support team is available to assist with coordinating coverage if required. Hireup reserves the right to decline annual leave in the event that adequate notice is not provided and appropare coverage is not coordinated.

How to access: Requests for annual leave can be submitted via Keypay for approval. Support Workers will be notified via email once the leave is approved.

Evidentiary support: None 

 

7.2 Cashing Out Annual Leave 

Support Workers may request Hireup to pay out a portion of their accrued annual leave balance from time-to-time.  In order to do this, we ask;

• That a minimum of 4 weeks annual leave be retained after the requested leave amount is paid out (ie: if there is 6 weeks of accrued leave,  only 2 weeks of annual leave may be cashed  out  with 4 weeks remaining in the leave balance) 
• That no more than 2 weeks of accrued leave be cashed out in any 12 month period.
• That no more than 2 requests be made to cash out leave in any 12 month period.
• It is mutually agreed via a written agreement 

7.3 Personal / Carer’s Leave

Personal/carer’s leave provides Support Workers with time to rest and recover from an illness or personal injury.  It may also be used to provide care to an immediate family member or a member of a Support Workers immediate household who is ill or injured. 

Applicable to: All Support Workers 

Entitlement: Support Workers are entitled to personal/carer’s leave as follows;

• 10 days each year for full time employees
• Pro rata each year for part time employees 
• 2 days of unpaid carer’s leave for each permissible occasion for casual employees.

Personal/carer’s leave accrues progressively throughout the year and unused leave carries over into the following year/s.  Any personal/carer’s leave that is remaining at the end of employment will not be paid out.

How to access: Personal/carer’s leave is often unplanned so the main priority is to let both your client/s and Hireup know before the leave happens or as soon as reasonably practicable thereafter. Requests for personal/carer’s leave should be submitted via Keypay as soon as a Support Worker becomes aware of needing to take the leave and no later then returning to work.  Support Workers will be notified via email once the leave is approved.

Failing to notify Hireup or client/s as soon as reasonably practicable where there is a need to take personal / carer’s leave may result in disciplinary action in certain circumstances.

Evidentiary support: Hireup may require you to provide a medical certificate for requests for personal/carer’s leave for three or more consecutive days.  Hireup also reserves the right to ask for a medical certificate in any instance where excessive or unreasonable absenteeism is suspected, in the event of a safety concern or any other reason that may deem it reasonable to do so.

 

7.4 Compassionate Leave 

Compassionate leave provides Support Workers with time to spend with a member of their immediate family or household that suffers a life-threatening illness, injury or death.

Applicable to: All Support Workers 

Entitlement: Support Workers are entitled to compassionate leave as follows;

• 2 days paid leave for full and part time Support Workers 
• 2 days unpaid leave for casual Support Workers 

Compassionate leave does not accumulate from year to year, rather can only be applied for when there is a bonafide permissible occasion.  

How to access: Support Workers should provide as much notice as possible ensuring there is appropriate notification of the absence to their client/s.  Requests for compassionate leave can be submitted via Keypay and Support Workers will be notified via email once the application has been approved.

Casual support workers should notify Hireup and provide as much notice as possible to their clients so that alternative arrangements can be made.  

Evidentiary Support: Hireup reserves the right to request evidentiary support to accompany an application for compassionate leave.  This may include but is not limited to items such as an affidavit or funeral notice.

 

7.5 Parental Leave 

Parental leave applies to Support Workers who have, or will have, responsibility for the care of a child.  All Support Workers who have completed 12 months continuous service are eligible for up to 12 months parental leave in line with the National Employment Standards.

Further information about parental leave can be found here.

Applicable to: All Support Workers 

Notification to Hireup: Support Workers must inform Hireup of their intention to take parental leave by giving at least 10 weeks written notice.  The written notice should specify the intended start and end dates for any continuous periods of intended leave.  

Entitlement & Access: Upon receipt of a Support Workers written notification of intention to take parental leave, a member of the Hireup support worker support team will be in touch to talk about entitlements specific to the respective Support Worker’s circumstances.

 

Evidentiary Support: Hireup reserves the right to request evidentiary support to accompany an application for parental leave.  This may include but is not limited to items such as an affidavit or medical certificate.

 

7.6 Family and Domestic Violence Leave 

Support Workers who are experiencing family and domestic violence can take this leave to deal with and support the impact of family and domestic violence where it is not practical to do so outside of their work hours. 

Applicable to: All Support Workers

Entitlement: Support Workers are entitled to Family and Domestic Violence Leave as follows;

• 10 days of paid leave per annum for all Support Workers for all full time, part time and casual support workers 

For part time and casual employees, a day's leave will be calculated based on normal and/or average working hours.  The leave can be taken as single or multiple days, or as part days by agreement. The leave resets each year, does not accumulate from year to year and unused balances are not paid out on termination.

How to access: Applications for family and domestic violence leave can be submitted via Keypay as soon as reasonably practicable but no later then returning to work.  Support Workers will be notified via email once the leave is approved. 

Casual Support Workers can contact a member of the Hireup worker support team to request family and domestic violence leave. 

Evidentiary Support: Hireup reserves the right to request evidentiary support for the taking of Family and Domestic violence leave.  This may include but is not limited to items such as an affidavit or documents issued by a court.

Support workers are highly encouraged to reach out to a member of the permanent support worker support team for a confidential discussion on taking DV leave and the support available to them.  Additional support includes;

• 1800RESPECT is the national domestic, family and sexual violence counseling, information and support service.  They provide a range of free and confidential services that are available 24 hours a day, 7 days a week.  Further information about their services can be found here. 
• Hireup provides a confidential Employee Assistance program (EAP) offering a wide range of services including free counselling.  To access the Hireup EAP,  you can click here.
• You can also access Hireup’s Mental Health and Wellbeing Guide here.

7.7 Community Service Leave 

Community Service leave provides Support Workers with time off from work to engage in certain types of community service activities such as but not limited to voluntary emergency management and jury duty, including attendance for jury selection. 

Applicable to: All Support Workers 

Entitlement: Support Workers are entitled to community service leave as follows;

• With the exception of jury duty, community service leave is unpaid 
• Full time and part time Support Workers are entitled to make-up pay for the first 10 days they are absent for jury duty.  Make-up pay is the difference between jury duty pay and the Support Workers base pay rate for the ordinary hours they would have worked

Notice and Evidence Requirements: For a Support Worker to be entitled to community leave provisions, he/she must give Hireup notice of the absence as soon as reasonably practicable and evidence that they are entitled to the leave, if requested to do so.

 

7.8 Leave Without Pay 

Support Workers may want to consider leave without pay where entitlements to other forms of leave have been either exhausted or are unavailable for any given reason. 

Applicable to: All Support Workers 

How to access: Leave without pay will be approved on a case by case basis and approval is at the sole discretion of Hireup.  Permanent Support Workers applying for leave without pay can be submitted via Keypay and should clearly state the dates of the intended leave as well as the reasons for the leave.  Support workers who wish to discuss a confidential reason to take leave without pay can contact the support worker support team.

Casual support workers should notify Hireup and provide as much notice as possible to their clients so that alternative arrangements can be made.  

Evidence: Hireup reserves the right to request evidentiary support for any period of leave without pay and Support Workers must provide the requested document/s it if requested prior to the leave being approved.

 

7.9 Long Service Leave 

Long service leave is a period of paid leave provided to Support Workers in recognition of long service to Hireup.  Long service leave entitlements are based on continuous, unbroken service.

Applicable to: All Support Workers.

Entitlement: Long service leave entitlements are in accordance with legislation in the relevant state or territory.  Further information about the provisions can be found here. 

How to access: Eligible support workers who wish to apply for long service leave should contact a member of the permanent support worker team for further discussion.

8. Ceremonial Leave 

Support Workers who are legitimately required by Aboriginal tradition to be absent from work for Aboriginal ceremonial purposes will be entitled to up to ten working days unpaid leave in any one year, by approval.

Applicable to: Any employee who identifies as Aboriginal or Torres Strait Islander. 

Entitlement: This is an additional benefit which supports employees with 10 days of unpaid ceremonial leave. This can be accessed from day 1 of your employment and does not accrue year on year.

How to access: Contact a member of the support worker support team to speak about your request.  Once approved offline, this leave will be inputted directly into Keypay on your behalf.

 

8. Applying for Leave 

Permanent Support Workers can apply for any of the leave types indicated above, the following procedure should be followed;

• Notify the client/s of the leave period and ensure the client/s has alternative arrangements during your absence. 
• All leave applications must be submitted electronically via Hireup’s time and attendance system (Keypay).  If a Support Worker requires assistance using Keypay they can refer to the Keypay support guide or alternatively, contact a member of the worker support team.
• All leave applications should clearly state the type of leave and the time and dates of the intended leave. Leave applications should be submitted for each shift that is not worked. 
• In situations where leave is not required to be submitted via Keypay as indicated above, please contact a member of the worker support team.
• All leave requests must be submitted for approval no later than COB the Friday before the pay period cut off date.  Leave requests submitted after the cut off period, if approved, may not be processed and paid until the following pay day.
• Personal /carer’s leave and compassionate leave should be applied for as soon as reasonably practicable.  
• Annual leave should be applied for ensuring as much notice as possible is provided, however no less than two weeks in advance where reasonably practical.
• Support Workers will be notified via their designated email address once leave has been approved.  If the amount of leave applied for is greater than the total balance of leave available then the difference will be automatically paid as leave without pay.  
• The appropriate evidentiary support must accompany leave applications, where applicable.  Failure to provide any relevant supporting documentation may result in the leave request being denied.  

9. Taking Leave 

Permanent support Workers can take leave at a mutually agreed time with the client/s they are supporting and provided the leave is approved by Hireup in Keypay.  Hireup will endeavour to accommodate leave requests as much as reasonably practicable; however, there may be times when requests cannot be accommodated due to either client or business needs.  Should this be the case, Hireup will work with Support Workers to find a mutually agreeable time to take the leave.   

When applying for leave, especially for extended periods of time, Support Workers should give as much notice as possible to both Hireup and the client he/she supports and no later than the pay period cut off day.  Failure to provide sufficient notice including failing to ensure appropriate notice or coverage to a client, may result in the leave application being refused and/or disciplinary action being taken. Support Workers who need assistance organising coverage for clients whilst on leave can contact a member of the permanent support worker support team.  

Hirep reserves the right to refuse leave in the event adequate notice hasn’t been provided, coverage for clients hasn't been coordinated or a request for leave would result in a Support Worker having an insufficient leave balance.

In circumstances where there are excessive leave balances, Hireup reserves the right to direct a Support Worker to take annual leave.  Should this be the case, the direction to take annual leave will be done in accordance with the relevant provisions as outlined in the SCHADS Award. 

10. Payment While on Leave 

While on a period of paid leave (such as annual leave and personal/carers leave), Support Workers will receive their base rate of pay plus any applicable leave loading.  Support Workers will not be paid overtime, loadings, allowances or penalty rates whilst on leave.  

11. Public Holidays 

All permanent Support Workers are entitled to the following statutory public holidays

• New Year’s Day 
• Australia Day 
• Good Friday 
• Easter Monday 
• Anzac Day 
• Christmas Day 
• Boxing Day 
• Any other gazetted holiday that is prescribed State by State 

Support Workers who are required to work on a public holiday will be compensated in accordance with the public holiday pay rates outlined here. 

Support Workers are responsible for ensuring appropriate coverage for their client/s during public holidays in the event they are not going to work and the public holiday is a normal working day.  Support Workers who need assistance organising coverage can contact a member of the permanent support worker support team 

If a client cancels a regular shift and the shift falls on a public holiday support workers may get paid for the cancelled shift. The Support Worker will need to enter this under their timesheets on Keypay as “Public Holiday Not Worked”. 

12. Payment of Wages and Salaries 

All Permanent Support Workers will be paid by direct deposit to their nominated bank account.  If at any time a Support Worker wishes to change their bank account details they may do so on the Hireup platform.

1. Log onto the Hireup platform.
2. Navigate to the top right of the platform, click on your name located beside the messages icon.
3. From the drop-down menu select Settings.
4. From the options on the left, click the section Financial Details  to update or edit.
5. Click Save once updated. 

Payment of wages will be made to Support Workers in accordance with the following provisions:

• All Support Workers will be paid fortnightly however Hireup reserves the right to change payment arrangements, in accordance with applicable legislation and with sufficient notice to all parties.  
• The Support Worker pay fortnight is from Monday to Sunday with pay day being on the Wednesday immediately following the completion of each pay fortnight.  Hireup reserves the right to change the pay date in accordance with applicable legislation and with sufficient notice to all parties.  
• All Support Workers will receive a Pay Advice Slip electronically via email for each pay period which details all relevant payment information. 

13. Leaving Hireup 

Support Workers who intend to resign from their employment should give notice of their intent to leave Hireup inline with the notification period outlined in the Support Worker Employment Contract.  

Permanent Support Workers who are absent for three (3) consecutive work days without prior notice or justification to Hireup will be considered to have abandoned their employment and subsequently voluntarily terminated and their account removed from the platform.

14. Communicating with Hireup 

All support workers are required to communicate with Hireup about any matter related to their time, attendance or leave in a timely manner.  Failure to communicate or respond to Hireup may result in a leave request not being approved, payment not being made, disciplinary action being taken, or Hireup assuming employment has been abandoned as outlined in section 14 (Leaving Hireup).