VAAL UNIVERSITY OF TECHNOLOGY
LEAVE POLICY
1. PURPOSE
The purpose of The Vaal University of Technology Leave Policy is:
1.1 To provide a uniform and fair procedure for the approval of leave of absence;
1.2 To balance the operational requirements of the Vaal University of Technology and the maintenance of
good health of employees; and
1.3 To prescribe maximum period of authorized absence in line with the applicable legislation.
2. SCOPE
All permanent and fixed-term contract employees. Leave of absence in respect of casual/contract
employees shall be dealt with in terms of the provisions of the Basic Conditions of Employment Act
(Act 75 of 1997), as amended. The provisions of this policy do not cover students and agency-
referred contract employees.
Any absence by employees due to work-related activities when representing the Vaal University of
Technology at any forum (academic) or conferences and workshops, shall be treated as normal work
for which leave does not apply.
Rectorate members are classified under Academic staff.
3. POLICY
When dealing with all forms of leave, the Vaal University of Technology shall strive for a balance
between its operational requirements1 and the promotion of individual health and development.
Therefore, leave shall not be viewed as an additional form of remuneration.
For purposes of this policy, the following leave categories shall apply:
3.1 VACATION LEAVE
Conditions for vacation leave are as follows:
- the December shut down period of the University should be deducted from the total number of leave
days and employee is entitled to in any given year;
1
Operational requirements shall include performance/productivity, image and continued operations.
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- the balance should then be spread over the vacation periods of January, March/April, June/July and
September with due regard for operational requirements of the Unit;
- Vacation leave is non-accumulative;
- Vacation leave is granted pro-rata reduced by the period in service.
3.2 ACCUMULATIVE LEAVE
Accumulative leave is capped up to a maximum of 60 calendar days for purposes of payout at
termination of service.
3.3 SICK LEAVE
Sick leave is non-accumulative and shall be granted over a cycle of three years at 90 calendar days
paid leave and 90 calendar days half paid leave at the discretion of the Vaal University of Technology,
subject to the submission of medical proof from a registered medical practitioner. Sick leave shall be
arranged in accordance with the applicable provisions of the Unemployment Insurance Fund, and
Retirement Fund rules.
3.4 MATERNITY LEAVE
Maternity leave shall be granted to all female employees for a maximum period of four consecutive
months, subject to the conditions set out in the procedure governing this category of leave, and the
provisions of the UIF legislation.
3.5 FAMILY RESPONSIBILITY LEAVE
Family responsibility leave will be granted to an employee in the event of birth or sickness of his/her
child4 and death of a spouse or life partner5, parents6.
3.6 SPECIAL LEAVE
Special leave may be granted for the following purposes:
Examination writing; Study/Research purposes; Court Subpoena; Sports and other cultural activities
approved by VUT; Leave for Trade Union activities; Segregation or isolation as a result of medical
instructions where the employee was in contact with a person who has contracted, or is suspected of
having contracted an infectious or contagious disease.
3.6.1 With the exception of maternity and vacation leave, all other forms of leave may be used
interchangeably, with prior3 approval by the relevant manager.
3.6.2 All attendance up to 10:00 am shall be deemed as full day’s work, provided that the manager’s prior
approval is granted.
3.6.3 All leave must be taken after approval from responsible Line Manager has been granted. However,
considering that sick leave is an emergency, such leave may be granted telephonically or verbal
reports should be submitted to the relevant manager for approval.
3.6.4 All unauthorized absence of four days and more shall be treated as abscondment. The necessary
disciplinary procedures will be followed.
3
prior approval includes that the manager must be informed of the incident on the day it takes
place, either telephonically or verbally followed by documentary proof.
4
child means adopted child, grandchild or sibling.
5
partner means a common law husband or wife, or the employee’s partner living with him/her.
6
parents mean adoptive parent, grandparent or the employee’s parents-in-law.
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3.7 OVERTIME
There will be no monetary compensation for overtime worked, but the Manager shall consider
time-off in keeping with the provisions of the BCEA and subject to prior approval. Such time off may
be granted subject to operational requirements and may be granted with or without pay dependent
upon the nature of the leave required.
Overtime may be approved by Rectorate in the event where it is not possible to take time off.
3.8 ACTING ROLES AND SUPERVISION DURING VACATION LEAVE
For extended periods of absence due to ill health, etc. an acting appointment may be made in terms
of the Integrated Remunerations Policy.
3.9 DISPUTE RESOLUTION MECHANISM
Any disputes regarding the implementation of this policy shall be dealt with in terms of the Disciplinary
and Grievance Procedures of the Vaal University of Technology.
3.10 UNPAID LEAVE
Unpaid leave will be granted only under exceptional circumstances up to a maximum of thirty
calendar days. The normal procedures of UIF and disability shall be followed and all statutory
deductions towards pensions and medical funds must be maintained to avoid negative consequences
on membership.
3.11 AMENDMENTS
The policy shall be reviewed periodically in line with changes to labour legislation and collective
agreements.
4. RESPONSIBILITY AND AUTHORITY
Managers must authorize leave in advance, taking into account any operational constraints.
Furthermore, they are responsible for ensuring that proper attendance records are maintained.
Human Resources will update the leave records and advise on the appropriate procedures for
granting leave of absence.
Rectorate will consider any deviation from the policy for approval.
Staff Counselling Unit will provide emotional/spiritual counselling for employees in need, especially
those who are considered for early retirement due to ill health, and unpaid leave.
Employees shall be responsible for ensuring that the duly approved leave documents are submitted
to the Human Resources for capturing on the system.
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LEAVE PROCEDURES
1. LEAVE TYPES AND CREDITS
The following leave types and credits shall be used for purposes of granting leave:
CATEGORY ACCUMULATIVE VACATION TOTAL
LEAVE* LEAVE*
Academic Staff 15 days 56 days 71 days
Administrative Staff 12 days 42 days 54 days
Service Staff 12 days 42 days 54 days
*Days are reflected as calendar days
2. Calculation of leave
Leave entitlement in the year of joining, unless employment commenced on 1 January is calculated
as follows:
A maximum of 60 calendar days accumulative leave will be paid out on termination7 of service. This
calculation is as follows:
BASIC SALARY X Number of days
365 DAYS in credit
3. VACATION LEAVE
Conditions
Employees are entitled to a period of paid vacation leave and line managers should encourage their
staff to utilize their full entitlement within the approved University vacation leave. As this category of
leave is non-accumulative, any unused vacation leave at the end of each leave year will be forfeited.
Procedures
The faculties/departments must prepare leave rosters annually in advance subject to the operational
requirements of the unit and approval by the Line Manager.
Statutory holidays will be excluded in the calculation of vacation leave.
The December compulsory shut down period of the University must be deducted from the employee
vacation leave credit and the balance is spread over vacation periods January, March/April, June/July
and September.
The vacation leave credit shall be reduced pro-rata as per date of employment.
Copies of the vacation leave forms must be kept within the faculties/departments and the originals
should be forwarded to Human Resources for record keeping.
7 dismissal, resignation, retirement and death.
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4. ACCUMULATIVE LEAVE
Conditions
4.1 Sufficient credit should be available for employees to take this type of leave. The maximum
accumulation shall be 60 calendar days payable on retirement, resignation or death.
4.2 On request employees are notified of their leave entitlement.
4.3 An employee is required to complete a leave application form requesting leave and the number of
days to be taken.
4.4 The Line Manager is responsible for the authorization of accumulative leave.
4.5 If a permanent employee to whom accumulative leave with pay has been granted, takes ill while on
such leave, that part of the accumulative leave during which he was ill may be converted into sick
leave: Provided that:
4.5.1 An employee shall apply in writing, and attach medical proof, for such conversion of leave
within three (3) calendar days of the expiry of his accumulative leave; and
4.5.2 The period during which he was ill was at least five calendar days.
4.5.3 The form is forwarded to Human Resources for processing and record keeping.
5. SICK LEAVE
5.1 Conditions
Sick leave is granted only for absences from duty of an employee owing to illness, indisposition or
injury not due to the employee’s misconduct or failure to take reasonable precautions.
5.2 Procedures
5.2.1 When applying for sick leave an employee must produce a valid medical certificate if he/she is
absent from work for more than two (2) consecutive days due to illness. Vaal University of
Technology is not obliged to pay the employee if he/she has been absent from work for more
than two consecutive days, or on more than two occasions during an eight-week period, and is
not able to produce a medical certificate. The Vaal University of Technology reserves the right
to seek a second opinion on any sick leave recommendation.
5.2.2 In the event that an employee exhausted all his/her sick leave, unpaid leave will be granted for
a maximum period of 21 calendar days and the employee must apply for UIF benefits.
5.2.3 On receipt of a registered medical practitioner’s certificate indicating that an employee is
medically unfit to perform any duties, an application will be made to the Provident
Fund/National Tertiary Retirement Fund for early retirement due to ill health.
5.2.4 Sick leave during accumulative leave will be converted to accumulative leave in term of
paragraph 4.5 of procedures dealing with accumulated leave.
5.2.5 Should an employee suffer from “frequent sickness” the. Vaal University of Technology may
refer him or her to a medical practitioner for possible medical boarding provided that:
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5.2.5.1 Should the medical opinion be that the employee is not in a position to continue
with his/her duties because of ill-health, the normal ill-health retirement provision
of the Provident/National Tertiary Retirement Fund be invoked, and
5.2.5.2 Should the investigation reveal that the employee’s absences are not related to ill
health, disciplinary steps may be taken against him or her in terms of the Vaal
University of Technology Disciplinary & Grievance Code.
6. MATERNITY LEAVE
6.1 Conditions
6.1.1 A permanent female employee shall be entitled to four (4) consecutive months’ maternity
leave of which 70 calendar days will be paid. The remainder of the leave period shall be
taken from accumulative leave credits; or if accumulative leave is used up or not available,
the rest of the period shall be unpaid leave. Employees must then apply for maternity
benefits in terms of the UIF rules and regulations, and no topping-up of salaries shall be
applicable.
6.1.2 Temporary employees who are on fixed term contracts of more than 12 months shall be
entitled to four (4) consecutive months unpaid leave, and those eligible for UIF benefits, must
submit their claims to UIF.
6.2 An employee may commence maternity leave:
6.2.1 At any time from four (4) weeks before the expected date of birth, unless otherwise advised
by the registered medical practitioner; or
6.2.2 On a date which a medical practitioner certifies that it is necessary for the employee’s health
or that of her unborn child; and an employee may not work for six (6) weeks after the birth of
her child, unless a medical practitioner certifies to the contrary.
6.3 Procedures
6.3.1 When application is made for maternity leave, a medical certificate from a registered medical
practitioner must be produced for decision-making.
6.3.2 The relevant Deputy Vice-Chancellor may approve the appointment of relief employees
subject to availability of funds.
6.3.3 In the event that an application of unpaid maternity leave is granted, the Finance Department
will have to be informed for processing on the Payroll System.
6.3.4 An employee, who has a miscarriage during the trimester of pregnancy or bears a stillborn
child, is entitled to maternity leave of forty-two (42) calendar days after the miscarriage or
stillbirth.
6.3.5 The approved application must be forwarded to Human Resources for purposes of
processing and record- keeping.
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7. SPECIAL LEAVE
7.1 Examination writing
One day before and one day during an approved examination shall be approved as examination
leave subject to the following conditions:
7.1.1 Proof of examination/time table is submitted;
7.1.2 The exam does not fall on a Monday or after a public holiday;
7.1.3 The program of study is approved beforehand and is accredited in terms of SAQA;
7.1.4 Prior application for leave must be made for examination writing; and
7.1.5 The approved application must be accompanied by an examination timetable and forwarded
to Human Resources for purposes of processing and record keeping.
7.2 STUDY / RESEARCH PURPOSES
7.2.1 A permanent employee may apply for accumulative leave standing to his/her credit for
purposes of study and/or research.
7.2.2 Vaal University of Technology may upon submission of a satisfactory study and research
program grant an equal number of days (50:50 basis) special leave with full pay for the said
purpose: Provided that progress reported regularly meets with the approval of Vaal
University of Technology, and that the employee enters into a service contract.
7.2.3 Permanent employees will be allowed six (6) hours class attendance per week during office
hours.
7.2.4 Sabbatical leave may be considered for permanent employees in accordance with the
conditions and policy provisions as per Appendix 2.
7.3 COURT SUBPOENA AS STATE WITNESS
One (1) working day for each requested appearance to the court to the maximum of three (3)
calendar days per annum. If more than three (3) calendar days are required, the balance should
come from the employee’s accumulative leave; otherwise it will be treated as unpaid leave. No
special leave shall be granted for an employee to appear in court for his/her personal charge.
7.4 SPORTS AND OTHER CULTURAL ACTIVITIES
7.4.1 Depending on the number of days required, the VUT will grant an employee 50% of the
special leave required for traveling and participation in such approved sport. The balance
shall come from the employee’s accumulative leave.
7.4.2 Special leave with full pay may be granted to a permanent employee when he/she is
selected as an amateur sportsman to:
7.4.2.1 Represent South Africa, as a competitor, at international events;
7.4.2.2 Accompany teams representing South Africa at international events;
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7.4.2.3 Accompany any foreign national team visiting South Africa as a representative; and
7.4.2.4 When he/she is selected to represent the University at an Inter- University / tertiary
institution event.
7.5 LEAVE FOR TRADE UNION ACTIVITIES
Trade union representatives will be granted up to five (5) calendar days leave, taken as hours/days,
to attend to union activities provided that VUT is given at least fourteen (14) calendar days prior
written notification under signature of a union official specifying the dates, venue and contents of
such event.
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