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Retirement

Date last modified: 22/08/12
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Introduction

1. Retirement refers to the voluntary termination of services by an employee who has the intention of retiring from the workforce and taking up any available superannuation or pension entitlements.

2. Anti-Discrimination Legislation in Australia prohibits discrimination on the basis of age. As a result, there is no compulsory retirement age.

Retirement Alternatives

3. In some instances, employees approaching retirement may have a preference not to enter into full retirement in one step. Options which could be discussed with supervisors to allow a 'phasing-in' of retirement include:

  • Transfer from a continuing appointment to a pre-retirement contract;
  • Change in employment fraction;
  • Appointment in a position with reduced duties and responsibilities and possibly at a lower salary level;
  • Casual employment.

4. Options for employment detailed in paragraph 3 are dependent on workplace requirements and in all cases offers will be made at the discretion of the University.

5. HR Services will provide advice about each of the above alternatives and their implications. Employees should obtain advice on the superannuation implications of these options from their superannuation fund.

Delegations

6. Refer to the HR Delegations for delegations relating to retirement.

Notice of Retirement

7. Employees are required to submit written notice of their intention to retire. The minimum periods of notice are specified in either the employee's contract of employment or the relevant industrial instrument.

8. The following schedule of periods of notice informs the University of the employee's impending retirement well in advance of their actual retirement date. This allows time for the administrative aspects of the retirement to be processed by the due date and enables the University to consider replacement options prior to the employee's effective retirement date:

Employee

Desired Period of Notice
Vice Chancellorsix months' notice
All other employeesthree months' notice

9. In addition to the required period of notice, the actual date of retirement will be mutually agreed between the employee and the University. For example, in normal circumstances the date of an academic's retirement will be at the end of an academic year or semester.

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Termination Payments

10. All employees, other than casual employees, are entitled to be paid their substantive salary (plus any allowances) up to and including their last day of employment, except for periods of unpaid leave taken prior to the date of retirement. Casual employees only receive payment for the hours actually worked.

11. Termination payments will be paid at the rate of the employee's substantive salary at the date of retirement. However, where employees have been receiving salary allowances (excluding allowances such as overtime, first aid, shift penalties and allowances in lieu of shift penalties) for 12 months or more immediately prior to cessation, termination payments will be paid at the rate of the substantive salary plus the salary allowance. Unless the relevant industrial agreement or the employee's individual contract specifically state otherwise, employees (other than casual employees) are eligible for the following termination payments:

  • Annual leave - accrued annual leave up to a maximum of eight weeks.
  • Annual leave loading - a pro-rata annual leave loading, calculated on the basis of working days of service from the preceding 1st January (or commencement date, which ever is the later) to the date of resignation.
  • Long Service Leave (LSL) -accrued LSL.

12. Where a casual employee has an entitlement for LSL under the relevant state Long Service Leave Act, the casual employee will receive payment in lieu of accrued LSL.

Adjustment of Salary Following Retirement

13. Employees who were employed after the date of effect of a salary increase but who had left the service of the University prior to the increase being ratified must request payment of the increase by writing to the Payroll Office.

Academic Special Studies Leave

14. In accordance with the Special Studies Leave Policy, academic staff are required to complete a period of service following a period of special studies leave. Where an employee retires before completing the required period of service they will be required to repay any financial assistance provided by the University as a result of the granting of special studies leave.

Relocation Assistance

15. Employees who have received relocation assistance under the provisions of 5.5.1 of the Relocation Assistance Policy and retire within two years of commencing the appointment are liable to repay the whole or part of the travel and removal assistance received.

16. Where the University initiates the relocation of an employee from their existing workplace to work at another SCU locality, the University reserves the right to recover all, or a portion, of the removal assistance provided. Recovery is determined on a case by case basis with regard being given to individual circumstances.

17. As part of the Relocation Assistance Agreement signed when relocation assistance is accepted, the employee concerned irrevocably authorises the University to deduct any repayment of travel and removal assistance from monies owed from salary, termination payments, accrued long service leave and annual leave.

Superannuation/Age Pension

18. It is the responsibility of the employee to make adequate arrangements with the relevant superannuation fund or Centrelink for payment of a lump sum/pension, etc, upon retirement. Once a decision to retire has been made the employee should contact HR Services so that appropriate documentation can be completed and referred to the employee's superannuation scheme.

Return of University Property

19. Retiring employees are required to return all University property (eg. keys, staff card, charge cards, store items, tools and equipment) in their possession prior to retirement. Any outstanding library items should also be returned prior to retirement.

Procedures

20. Supervisors must obtain written notification of intent to retire from the employee which clearly states the date of effect of the retirement. The retirement must be effective from close of business on a working day (ie not a public holiday or a day when the employee was not rostered to work).

21. After being signed by the Head of Work Unit/relevant Executive Member, the retirement notification must be referred to HR Services.

22. The retirement will be referred to the delegated officer for acceptance and the employee advised in writing that the retirement has been accepted. The advice from HR Services will include:

  • A reminder to return any keys or University property in their possession;
  • Information concerning their superannuation options on retirement;
  • For professional employees, a reminder that payment in lieu will not be made on cessation for any flexitime or time-off-in-lieu (TOIL) balances, and a request to ensure flexitime and TOIL balances are cleared prior to ceasing employment; and
  • Details of any monies that need to be repaid as a result of Special Studies Leave or Employee Relocation Assistance received.

23. A copy of the advice sent to the employee will be referred to the employee's Head of Work Unit/relevant Executive Member together with a clearance report which should be completed prior to the employee's departure.

24. After completion by the work unit, the clearance report will be returned to HR Services for actioning and on forwarding to ITS for email and computer access to be deleted.

25. A completed clearance report is an audit requirement for all staff ceasing employment with the University. The completed form is filed on the employee's file.

26. HR Services will request written confirmation from the Head of Work Unit concerning outstanding leave applications and the clearance of flexitime balances for professional employees.

Updated: 01 November 2012