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Australia (AU)TeamLeave

Leave

The Leave page manages employee time off. Track annual leave, personal leave, and other leave types with balances, requests, and approvals.

Leave types

Common Australian leave categories:

Annual Leave

  • Entitlement: 4 weeks per year (pro-rata for part-time)
  • Accrual: Monthly or per pay period
  • Usage: Vacation, planned time off
  • Payout: Paid out on termination

Personal/Sick Leave

  • Entitlement: 10 days per year (pro-rata)
  • Accrual: Per year of service
  • Usage: Illness, caring responsibilities
  • Carry over: Accumulates year to year

Other leave types

Leave types are set up automatically based on your business region. For Australian payroll, Rebased includes common leave types such as long service leave, compassionate leave, paid parental leave, workers compensation leave, community service leave, jury duty leave, defence reserve leave, TOIL, and unpaid leave.

There is currently no user interface for creating custom leave types. Payroll uses the seeded leave types for leave balances, pay-run processing, and STP reporting.

Paid leave types are reported to STP according to their purpose. For example, workers compensation leave reports as Paid Leave W, paid parental leave reports as Paid Leave P, and community service, jury duty, and defence reserve leave report as Paid Leave A.

My Leave (Employee View)

Employees can manage their own leave through the Dashboard without needing admin access.

Access via My HR Panel

  1. Go to Dashboard
  2. Click Leave in the My HR panel
  3. Personal leave view opens showing your balances and requests

What employees see

  • Current balances: All leave types (annual, personal, etc.)
  • Leave history: Past requests and usage
  • Pending requests: Awaiting approval
  • Request form: Submit new leave requests
  • Calendar: View your approved leave

Employee workflow

Checking balances:

  1. Click Leave in My HR panel
  2. View all leave type balances
  3. See accrued, taken, and pending amounts

Requesting leave:

  1. Click Request Leave
  2. Select leave type
  3. Choose date range
  4. Enter duration (hours or days)
  5. Add reason/notes
  6. Submit for approval

Leave requests exclude weekends by default. Partial-day requests can be entered in hours.

Note: Employees only see their own leave—no access to team data.

Leave balances

Viewing balances (Admin/Manager)

Navigate to Team → Leave to see all employee balances:

  • Current balance: Hours/days available per employee
  • Accrued this year: Recently earned
  • Taken this year: Used so far
  • Pending: Awaiting approval

Payroll admins can also review leave balances from an employee’s Team Member detail screen when working on a specific payroll record.

Balance calculation

  • Accrues based on hours worked
  • Pro-rata for part-time employees
  • Updates after each pay run
  • Shows in hours or days

Leave requests

Submitting leave (via Team)

  1. Go to Team → Leave
  2. Click Request Leave
  3. Select one or more employees
  4. Select leave type
  5. Choose date range
  6. Enter duration (hours/days)
  7. Add notes/reason
  8. Submit for approval

When multiple employees are selected, Rebased creates one pending request for each employee. Each request is approved, rejected, and shown in the calendar independently.

Request details

  • Dates: Start and end date
  • Duration: Full days or partial
  • Type: Annual, sick, etc.
  • Reason: Optional explanation
  • Attachments: Medical certificates if required

Approval workflow

Pending approval

Requests awaiting manager review:

  • Panel notification sent
  • Shows in leave calendar
  • Blocks dates temporarily

Approving leave

Managers can:

  • View all pending requests
  • Check team coverage
  • Approve or decline
  • Add comments

If a paid leave request exceeds the employee’s current balance, the approval step asks the manager to choose one outcome:

  • Split the shortfall into approved unpaid leave
  • Approve the full request as paid leave and allow the balance to go negative

Pay runs use the approved outcome and do not re-decide paid versus unpaid leave.

Unpaid leave is not reported as an STP paid leave amount. It reduces paid salary or wages for the pay period where applicable.

Declining leave

If declined:

  • Employee notified
  • Balance not deducted
  • Alternative dates suggested
  • Reason provided

Leave calendar

Team view

See all approved leave:

  • Month/week/day views
  • Color-coded by leave type
  • Who’s off when
  • Plan coverage

My leave view

Personal view showing:

  • Upcoming leave
  • Past leave
  • Balance summary
  • Pending requests

Access via Dashboard → Leave in My HR panel.

Leave reports

Use Team → Leave → Reports for period summaries, exceptions, and exportable detail. The Reports tab is different from the Calendar tab: Calendar answers who is away when, while Reports answers what has happened in the selected period and what needs review.

Reports include:

  • Approved leave totals: approved leave hours and days for the selected period
  • Pending approval totals: leave still awaiting an approval decision
  • Paid vs unpaid outcomes: approved paid leave and approved unpaid leave after the approval workflow
  • Balance exceptions: paid leave balances that are low or negative
  • Usage breakdowns: leave usage by type and top employees by leave hours
  • Request detail ledger: filtered request detail with CSV export

Use the Reports tab when preparing payroll review, checking leave exceptions, or exporting leave activity for a selected period.

AU-specific considerations

NES entitlements

National Employment Standards:

  • Minimum 4 weeks annual leave
  • 10 days personal/carer’s leave
  • 2 days compassionate leave
  • Parental leave eligibility
  • Community service leave

Award/EBA variations

Some awards provide:

  • Additional leave (5 weeks in some industries)
  • Leave loading (typically 17.5%)
  • Different accrual rates
  • Specific conditions

Cash out rules

  • Annual leave can be cashed out (with agreement)
  • Must leave at least 4 weeks
  • Requires written agreement
  • Taxed as normal income

Leave cash-outs

Use Team → Leave → Cashouts when an employee is staying employed but wants to cash out part of an accrued leave balance.

Employees can also request a cash-out from Dashboard → Leave in the employee self-service area. Payroll admins can create requests on behalf of employees from Team → Leave → Cashouts.

Cash-outs are optional. A business must enable cash-out requests for each eligible paid leave type from Team → Leave → Leave Types. If no leave type is enabled for cash-out, employees do not see cash-out request actions in Dashboard → Leave.

Cash-outs are different from taking leave:

  • The employee is paid for leave hours instead of taking time off.
  • The request must be approved before it is included in payroll.
  • The leave balance is deducted when the pay run is marked paid, not when the request is approved.
  • In STP Phase 2, in-service cash-outs report as Paid Leave Type C.

Creating a cash-out request

  1. Go to Team → Leave → Cashouts
  2. Click New Cash-Out Request
  3. Select the employee
  4. Select the leave type
  5. Enter the hours to cash out
  6. Add an optional reason
  7. Create the request

Rebased checks the selected employee’s current balance before creating the request.

Approving or rejecting

Pending cash-out requests appear in Team → Leave → Cashouts.

  • Click Approve when the request is ready for payroll.
  • Click Reject if the request should not proceed.
  • Approved requests remain available for the next draft pay run.

Approving a cash-out does not pay it and does not reduce the employee’s leave balance yet.

Including approved cash-outs in payroll

Open the draft pay run that includes the employee, then use Import All. Rebased imports approved cash-outs along with timesheets and leave.

Imported cash-outs:

  • add the cash-out amount to the employee’s gross pay
  • appear as pay-run leave detail lines
  • are linked back to the original cash-out request
  • are included in STP as Paid Leave Type C

When you click Mark as Paid & Lodge STP, Rebased records the wage payment, deducts the leave balance, and moves the cash-out request to Paid.

Manual leave lines in a pay run

Payroll admins can also add a leave line directly inside a draft pay run from Edit Pay Item → Leave & Cash-Out. This is a payroll processing adjustment, not a leave request workflow.

Manual pay-run leave lines:

  • can be Leave taken or Cash out in service
  • use the same pay-run leave detail pipeline for payroll calculation, STP reporting, and balance deduction
  • do not create a leave request, approval record, or calendar entry
  • deduct the leave balance when wages are marked paid

For salary employees, Leave taken is treated as a salary carve-out. It classifies part of the fixed salary as paid leave for STP and balance purposes, but it does not add extra gross pay. The rate is locked to the salary-derived hourly rate.

For salary employees, Cash out in service is different: it is extra gross pay on top of salary and reports to STP as Paid Leave Type C.

Termination and leave payout

When an employee is terminated, some leave types may need to be paid out as part of final pay. Rebased keeps this linked across payroll workflows:

  • use the payroll termination flow to capture cessation details
  • review outstanding leave balances before final pay
  • process required leave payouts in the employee’s final pay run where applicable

Termination leave payout is separate from in-service cash-out. It is handled in the final-pay run, not through Team → Leave → Cashouts.

In the employee’s final-pay item, tick Final pay for this employee, enter cessation date and cessation reason, then review Final Pay / Termination Payments before approving the pay run. Normal unused leave payouts are routed to STP Paid Leave Type U internally. Redundancy, invalidity, or early-retirement unused leave should be entered as Lump Sum R instead.

The employee remains active while the final-pay run is still draft. Rebased removes them from future payroll when the final-pay run is approved.

Public holidays

  • Separate from annual leave
  • Paid if normally work that day
  • Not deducted from leave balance

Best practices

Planning

  • Submit leave early for popular periods
  • Consider team coverage
  • Plan around busy periods
  • Discuss with manager

Recording

  • Submit leave before taking it
  • Update if plans change
  • Provide adequate notice
  • Include medical certificates when sick

Management

  • Review requests promptly
  • Check staffing levels
  • Approve where possible
  • Communicate decisions clearly

Common workflows

Booking annual leave (via Dashboard)

  1. Go to Dashboard
  2. Click Leave in My HR panel
  3. Check current balance
  4. Click Request Leave
  5. Select dates and type
  6. Submit for approval
  7. Wait for confirmation

Booking annual leave (via Team)

  1. Plan dates with manager
  2. Go to Team → Leave
  3. Click Request Leave
  4. Enter details
  5. Submit
  6. Await approval
  7. Receive confirmation
  8. Time deducted from balance
  9. Enjoy time off

Calling in sick

  1. Notify manager ASAP
  2. Submit sick leave request (via Dashboard or Team)
  3. Enter dates
  4. Attach medical certificate if >2 days
  5. Balance updated

Checking team coverage

  1. Go to Team → Leave → Calendar
  2. View month/week
  3. See who’s off when
  4. Plan workload distribution
  5. Approve/decline pending

Cashing out annual leave

  1. Confirm the employee is eligible to cash out leave under your award, agreement, or workplace policy
  2. Go to Team → Leave → Cashouts
  3. Click New Cash-Out Request
  4. Select the employee and leave type
  5. Enter the hours to cash out
  6. Approve the request
  7. Open the draft pay run and click Import All
  8. Review the employee’s pay item
  9. Complete Mark as Paid & Lodge STP
  10. Confirm the request moves to Paid and the leave balance is reduced

Troubleshooting

Balance wrong

  • Check accrual settings
  • Verify part-time ratio
  • Review recent payslips
  • Contact payroll if persistently wrong

Request stuck pending

  • Remind manager to approve
  • Check email notifications
  • Verify dates not conflicting
  • Cancel and resubmit if needed

Can’t submit request

  • Check required fields and date selection
  • Verify dates in future
  • Ensure not duplicate

Insufficient paid leave balance is handled during approval. The approver can split the shortfall into unpaid leave or approve the full request as paid leave and allow the balance to go negative.

  • Check role permissions

Cash-out request not appearing in the pay run

  • Confirm the cash-out request is Approved
  • Confirm the employee is included in the draft pay run
  • Click Import All again from the draft pay run
  • Check the request has not already been included in another pay run

Leave loading not showing

  • Verify award applies
  • Check settings configured
  • Confirm included in pay run
  • Check the employee’s payroll configuration if leave-loading eligibility is controlled from payroll settings
  • Review next payslip

Last updated: April 25, 2026

Last updated on
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