Fair Use Policy
Definitions and interpretation
In the terms and conditions on this page:
• “Intellectual Property Rights” means all intellectual property rights, including copyright, patents, trade marks, design rights, trade secrets, domain names, know-how and other rights of a similar nature, whether registrable or not and whether registered or not, and any applications for registration or rights to make such an application, in all parts of the world;
• “Permitted Purpose” means the bona fide use of any provided document for genuine internal human resources purposes for you or your business solely;
• “User Documents” means all of the documents obtained from Hillen HR Pty Ltd and delivered to you via the website;
Fair Use
Without limitation to any other requirements imposed on the use of the User Documents, you must not:
• use the User Documents for any purpose or in any manner other than for the Permitted Purpose in accordance with any terms we may impose from time to time;
• use the User Documents in any way that could damage the reputation of Hillen HR Pty Ltd or the goodwill or Intellectual Property Rights of Hillen HR Pty Ltd associated with the User Documents;
• permit any third party to use the User Documents without Hillen HR Pty Ltd’s prior written consent;
• assign, sub-licence or otherwise deal in any other way with any of your rights without our prior written consent;
• disclose your password(s) to any third party;
• copy, reproduce, translate, adapt, vary or modify any User Document or create any derivative works based upon the User Documents, other than pursuant to the license granted to you under the heading “License” on this page below;
• modify or remove any copyright or proprietary notices pertaining to the User Documents; or
• engage in any conduct that, in the opinion of Hillen HR Pty Ltd at its sole and absolute discretion, indicates an intention to misuse and/or misappropriate any content of any User Documents.
Licence
Subject to the provisions under the heading “Ownership of Intellectual Property Rights” below and continued compliance with all of the provisions of our terms of use as notified from time to time, Hillen HR Pty Ltd hereby grants to you a perpetual license to keep, use and reproduce all User Documents validly produced by you in accordance with our terms of use as notified to you from time to time provided that such conduct is undertaken solely and exclusively for the Permitted Purpose.
No amendment or alteration is permitted to be made to the User Document (including any addition to, and/or deletion from, that User Document) without the consent of Hillen HR Pty Ltd.
Ownership of Intellectual Property Rights
You acknowledge and agree that:
• Hillen HR Pty Ltd does not transfer or assign any Intellectual Property Rights to you;
• your use of our site and/or client portal does not transfer or assign any Intellectual Property Rights to you;
• Hillen HR Pty Ltd owns and retains all Intellectual Property Rights in the User Documents, other than rights temporarily granted to you pursuant to the licence under the heading “License” on this page;
• Hillen HR Pty Ltd owns and retains all Intellectual Property Rights in the User Documents and you have no Intellectual Property Rights or any other rights in any part of the User Documents other than:
• the rights granted to you pursuant to the license under the heading “License” on this page above; and
• in respect of your own data.
• the rights granted to you pursuant to the license under the heading “License” on this page above; and
• in respect of your own data.
Consequences of Violation
Hillen HR Pty Ltd reserves all of its rights in relation to any breach of our terms, including any violation of this Fair Use Policy, including the right to seek injunctive relief and the right to sue for damages. Without limitation to those rights, if Hillen HR Pty Ltd finds that you have used the User Documents other than in accordance with our terms, Hillen HR Pty Ltd reserves the right to, without notice to you:
• limit your subscription; and/or
• suspend or terminate your subscription.
Our Latest Blog Post
Planning Employee Leave for the Year
Planning Employee Annual Leave for the Year
Managing employee annual leave is one of the most important aspects of running a successful business. Proper leave planning ensures your team stays motivated and productive while also keeping your business operations running smoothly. If you’re searching for the best HR advice in Australia, we’ve got you covered! Here’s how you can proactively plan employee leave for the year ahead while staying compliant with Fair Work requirements.
Why Planning Employee Leave is Essential
1. Avoid Staffing Shortages
Last-minute leave requests can leave your team short staffed, impacting customer service and overall productivity. Having a clear leave plan ensures coverage and minimises disruptions.
2. Boost Employee Wellbeing
Employees who take regular breaks are more engaged, productive, and less likely to burn out. Encouraging planned leave ensures your team gets the rest they need.
3. Stay Compliant with your Award and the National Employment Standards
Employers in Australia are legally required to provide annual leave entitlements as outlined in the National Employment Standards (NES). Proper planning ensures you’re meeting these obligations. It’s good to check that your leave accruals are correctly set up in your payroll system.
Best HR Advice for Planning Leave
Here’s how to approach annual leave planning to benefit both your business and your team:
1. Create a Leave Calendar
Use a shared leave calendar to map out public holidays, peak work periods, and any known commitments. This visibility helps employees choose dates that don’t clash with critical business operations. This could be on a White Board that is easily accessible to everyone or it could be an electronic version.
2. Communicate Policies Early
Clearly outline your leave policies in your HR policy handbook, including notice periods, entitlements, peak periods where leave may be restricted, and how to submit requests. Transparency avoids misunderstandings.
4. Plan for the Christmas/New Year shutdown
If your business shuts down over the Christmas/New Year period, make sure that you advise your employees in writing with the appropriate notice. Your Award will state the notice that is required.
Make sure that you plan and ensure that your employees will have enough leave to cover the shutdown period. For example, if an employee applies for leave that will result in them not having enough leave for the shutdown period, then you could make an agreement with them that you will approve the leave, but they agree in writing that they will take unpaid leave during the Christmas/New Year period. They will still be entitled to the public holidays during the Christmas/New Year period.
Or you may want to allow an employee to take annual leave in advance if they don’t have enough leave for this period. Again, make sure you have an agreement in writing that if they leave before they accrue the leave that they agree to repay the monetary value of the leave taken in advance.
5. Plan for your busy periods
Identify your busiest times of the year and plan staffing accordingly. For example, if you’re in retail, avoid approving leave during peak shopping seasons.
6. Be Fair and Consistent
Ensure leave approvals are based on a clear, fair process. Avoid favouritism and give all employees equal opportunities to take time off. If you have a policy that says only a certain number of employees can be on leave at the same time, apply that policy fairly.
Tools to Simplify Leave Management
•HR Software: Use tools like cloud based HR systems, cloud based rostering systems to track and manage leave requests.
•Spreadsheets: A well-organised leave spreadsheet can be a cost-effective option for smaller teams.
•Automated Alerts: Run regular leave balance reports and set up reminders for employees with high leave balances to encourage them to book time off.
Understanding Australian Leave Entitlements
Under Australian workplace laws, employees are entitled to:
4 weeks of paid annual leave per year for full-time employees
4 weeks of paid annual leave per year pro-rata for part-time employees, based on their contracted part time hours
Annual leave loading for specific awards or agreements.
It’s essential to stay updated on your industry’s award conditions in relation to leave loading and any other Fair Work Act requirements to remain compliant.
Final Thoughts
Planning employee leave for the year is about balance—ensuring your team has the time to recharge while keeping your business running smoothly. By following this HR advice, you’ll create a win-win for your employees and your bottom line.
If you’re struggling with leave planning or other HR challenges, consider partnering with us at My HR Partner. We specialise in simplifying people management for businesses across Australia. Let us take the stress out of HR so you can focus on growing your business.
Need help with your HR? Contact us today for expert support tailored to your needs!
We provide HR advice and support. We have trusted partners to assist with any employment law issues
outside of our scope.
More info
Get HR Advice from our HR expert
Fair Use Policy
Definitions and interpretation
In the terms and conditions on this page:
• “Intellectual Property Rights” means all intellectual property rights, including copyright, patents, trade marks, design rights, trade secrets, domain names, know-how and other rights of a similar nature, whether registrable or not and whether registered or not, and any applications for registration or rights to make such an application, in all parts of the world;
• “Permitted Purpose” means the bona fide use of any provided document for genuine internal human resources purposes for you or your business solely;
• “User Documents” means all of the documents obtained from Hillen HR Pty Ltd and delivered to you via the website;
Fair Use
Without limitation to any other requirements imposed on the use of the User Documents, you must not:
• use the User Documents for any purpose or in any manner other than for the Permitted Purpose in accordance with any terms we may impose from time to time;
• use the User Documents in any way that could damage the reputation of Hillen HR Pty Ltd or the goodwill or Intellectual Property Rights of Hillen HR Pty Ltd associated with the User Documents;
• permit any third party to use the User Documents without Hillen HR Pty Ltd’s prior written consent;
• assign, sub-licence or otherwise deal in any other way with any of your rights without our prior written consent;
• disclose your password(s) to any third party;
• copy, reproduce, translate, adapt, vary or modify any User Document or create any derivative works based upon the User Documents, other than pursuant to the license granted to you under the heading “License” on this page below;
• modify or remove any copyright or proprietary notices pertaining to the User Documents; or
• engage in any conduct that, in the opinion of Hillen HR Pty Ltd at its sole and absolute discretion, indicates an intention to misuse and/or misappropriate any content of any User Documents.
Licence
Subject to the provisions under the heading “Ownership of Intellectual Property Rights” below and continued compliance with all of the provisions of our terms of use as notified from time to time, Hillen HR Pty Ltd hereby grants to you a perpetual license to keep, use and reproduce all User Documents validly produced by you in accordance with our terms of use as notified to you from time to time provided that such conduct is undertaken solely and exclusively for the Permitted Purpose.
No amendment or alteration is permitted to be made to the User Document (including any addition to, and/or deletion from, that User Document) without the consent of Hillen HR Pty Ltd.
Ownership of Intellectual Property Rights
You acknowledge and agree that:
• Hillen HR Pty Ltd does not transfer or assign any Intellectual Property Rights to you;
• your use of our site and/or client portal does not transfer or assign any Intellectual Property Rights to you;
• Hillen HR Pty Ltd owns and retains all Intellectual Property Rights in the User Documents, other than rights temporarily granted to you pursuant to the licence under the heading “License” on this page;
• Hillen HR Pty Ltd owns and retains all Intellectual Property Rights in the User Documents and you have no Intellectual Property Rights or any other rights in any part of the User Documents other than:
• the rights granted to you pursuant to the license under the heading “License” on this page above; and
• in respect of your own data.
Consequences of Violation
Hillen HR Pty Ltd reserves all of its rights in relation to any breach of our terms, including any violation of this Fair Use Policy, including the right to seek injunctive relief and the right to sue for damages. Without limitation to those rights, if Hillen HR Pty Ltd finds that you have used the User Documents other than in accordance with our terms, Hillen HR Pty Ltd reserves the right to, without notice to you:
• limit your subscription; and/or
• suspend or terminate your subscription.
Our Latest Blog Post
Planning Employee Leave for the Year
Planning Employee Annual Leave for the Year
Managing employee annual leave is one of the most important aspects of running a successful business. Proper leave planning ensures your team stays motivated and productive while also keeping your business operations running smoothly. If you’re searching for the best HR advice in Australia, we’ve got you covered! Here’s how you can proactively plan employee leave for the year ahead while staying compliant with Fair Work requirements.
Why Planning Employee Leave is Essential
1. Avoid Staffing Shortages
Last-minute leave requests can leave your team short staffed, impacting customer service and overall productivity. Having a clear leave plan ensures coverage and minimises disruptions.
2. Boost Employee Wellbeing
Employees who take regular breaks are more engaged, productive, and less likely to burn out. Encouraging planned leave ensures your team gets the rest they need.
3. Stay Compliant with your Award and the National Employment Standards
Employers in Australia are legally required to provide annual leave entitlements as outlined in the National Employment Standards (NES). Proper planning ensures you’re meeting these obligations. It’s good to check that your leave accruals are correctly set up in your payroll system.
Best HR Advice for Planning Leave
Here’s how to approach annual leave planning to benefit both your business and your team:
1. Create a Leave Calendar
Use a shared leave calendar to map out public holidays, peak work periods, and any known commitments. This visibility helps employees choose dates that don’t clash with critical business operations. This could be on a White Board that is easily accessible to everyone or it could be an electronic version.
2. Communicate Policies Early
Clearly outline your leave policies in your HR policy handbook, including notice periods, entitlements, peak periods where leave may be restricted, and how to submit requests. Transparency avoids misunderstandings.
4. Plan for the Christmas/New Year shutdown
If your business shuts down over the Christmas/New Year period, make sure that you advise your employees in writing with the appropriate notice. Your Award will state the notice that is required.
Make sure that you plan and ensure that your employees will have enough leave to cover the shutdown period. For example, if an employee applies for leave that will result in them not having enough leave for the shutdown period, then you could make an agreement with them that you will approve the leave, but they agree in writing that they will take unpaid leave during the Christmas/New Year period. They will still be entitled to the public holidays during the Christmas/New Year period.
Or you may want to allow an employee to take annual leave in advance if they don’t have enough leave for this period. Again, make sure you have an agreement in writing that if they leave before they accrue the leave that they agree to repay the monetary value of the leave taken in advance.
5. Plan for your busy periods
Identify your busiest times of the year and plan staffing accordingly. For example, if you’re in retail, avoid approving leave during peak shopping seasons.
6. Be Fair and Consistent
Ensure leave approvals are based on a clear, fair process. Avoid favouritism and give all employees equal opportunities to take time off. If you have a policy that says only a certain number of employees can be on leave at the same time, apply that policy fairly.
Tools to Simplify Leave Management
•HR Software: Use tools like cloud based HR systems, cloud based rostering systems to track and manage leave requests.
•Spreadsheets: A well-organised leave spreadsheet can be a cost-effective option for smaller teams.
•Automated Alerts: Run regular leave balance reports and set up reminders for employees with high leave balances to encourage them to book time off.
Understanding Australian Leave Entitlements
Under Australian workplace laws, employees are entitled to:
4 weeks of paid annual leave per year for full-time employees
4 weeks of paid annual leave per year pro-rata for part-time employees, based on their contracted part time hours
Annual leave loading for specific awards or agreements.
It’s essential to stay updated on your industry’s award conditions in relation to leave loading and any other Fair Work Act requirements to remain compliant.
Final Thoughts
Planning employee leave for the year is about balance—ensuring your team has the time to recharge while keeping your business running smoothly. By following this HR advice, you’ll create a win-win for your employees and your bottom line.
If you’re struggling with leave planning or other HR challenges, consider partnering with us at My HR Partner. We specialise in simplifying people management for businesses across Australia. Let us take the stress out of HR so you can focus on growing your business.
Need help with your HR? Contact us today for expert support tailored to your needs!
We provide HR advice and support.
We have trusted partners to assist with
any employment law issues outside
of our scope.
More info
PO Box 1079
Coolangatta QLD 4225
ABN 30 644 527 015
Get HR Advice from our HR expert