Leave Application

How to complete a leave application form

We have simplified the leave application forms and reduced the amount of information required for you to submit via Online Services to make the process quick and easy for you.

We have created How To Guides for each application type to help you with completing the form. Please refer to these guides for more information, contact your Employer Relations manager or call 1300 852 625.

How to submit a leave application

All leave applications are submitted via Online Services. This streamlined submission process allows us to ensure all sensitive data submitted as part of your refund request is safe and secure within our platform.

User access

To submit a leave application, you will first need to be a registered user of Online Services and set up with Leave Applications access.

Adding users and setting up their access can only be done by account managers. Please see more on how to manage users or speak with your account manager for access.

Submitting an application online

Once set up with the relevant access in Online Services, you can submit an application by completing these steps:

1. Log into Online Services

2. Navigate to the Leave Applications section in the main menu

3. Download the latest version of the form from in the top right of the Leave Applications screen, select the application type you want to use from the list

4. Fill in the form with the correct details as required (see our How to Guides for assistance)

5. Upload the completed form by clicking the +New button in the top right of the Leave Applications screen

6. Select or drag and drop your .pdf form file for upload

7. Wait for the form to be checked, this is to ensure you are using the correct file format

8. Once approved you will see a green tick appear, then click Done

9. The form will now appear in your Open Applications list ready to be validated for processing

Helpful tip: To assist you with uploading a batch of leave applications, you can submit up to 10 files at a time. A unique case number will be created for each file and appear in your list of Open Applications.

Using the correct form

From time to time, we make improvements to our forms to ensure we are capturing the right information to help us process your refund request.

To avoid an error when uploading your form submission, it is important you use the latest version of the form each time you submit a leave application.

To ensure you are using the latest version, we recommend you download the form each time rather than using copies of previous forms submitted.

Downloading the form

You can download all of the leave application forms directly from Online Services:

1. Log into Online Services

2. Navigate to the Leave Applications section in the main menu

3. Download the latest version of the form in the top right of the Leave Applications screen, select the application type you want to use from the list

Not logged in? You can also access the latest version of the form from the Employer Resources section of this website.

Completing the form

Read our How To Guides for instructions on completing leave application forms.

Submission requirements

Individual submission

In order for us to create and assign a unique case number to each of your leave applications, we need you to submit them individually.

This means that you must submit each individual leave application as a single file. Do not include multiple leave applications within a single file.

To assist you with uploading a batch of applications, you can submit up to 10 files at a time. A unique case number will be created for each file and appear in your list of Open Applications.

For example, if you upload 6 individual leave applications (6 files), then 6 individual cases will be generated in your list each with their own case number.

File format

When uploading a form to Online Services, using a preferred file format helps with processing your submission.

All of our leave application forms are in Adobe Acrobat PDF format (.pdf). This is our preferred format for your online submissions.

We do also accept other file types for leave applications - please submit your application in one of the following supported formats:

• .pdf (adobe acrobat)

• .jpg or .png (image files)

• .doc or .docx (word documents)

Rejection of an application

Coal LSL may reject your leave application if it cannot be processed because of data issues, or if the additional information provided during the validation process is insufficient to process it.

If your case requires additional information, it will be flagged as ‘requires attention’ and you will receive a notification.