Employer claims for reimbursement

When to make a claim for reimbursement

Under the Portable Long Service Benefits Scheme, covered workers accrue portable long service benefits concurrently with traditional long service leave.

Workers cannot claim both benefits for the same period of service.

An employer may be able to claim reimbursement if they pay traditional long service benefits directly to a worker under:

• the Long Service Leave Act 2018 (Vic)
• a contract of employment
• a fair work instrument (awards, enterprise agreements, workplace determinations, and Fair Work Commission orders).
  

Submitting a reimbursement claim

Employers can submit a reimbursement claim through the employer portal. The reimbursement will be for the service period recorded with the Authority.

Reimbursement claims submitted for non-finalised quarterly return periods cannot be processed.

The hours the Authority will reimburse are capped at the total hours reported in the quarterly returns submitted.

Sufficient supporting documents must be provided with the claim:

• Final payslip showing hourly rate and unused long service leave hours paid on end of employment (if applicable).
• Payslips or payroll report showing hourly rate and the total of long service leave hours to support current claim (long service leave taken claims).
• Bank verification document showing the organisation’s nominated account name, BSB and account details (i.e. copy of deposit slip or bank statement header). Note: the Authority has engaged a third-party provider to validate bank details, employers may be required to verify their account details.

Please submit one reimbursement claim per quarter, even if the worker has taken long service leave at different times within that quarter, and at different hourly rates.

Employers must submit documentation with the claim to verify differing hourly rates for the same worker.

Reimbursement claims for past quarterly return periods can be made in one claim submission per worker. However, you can only make a reimbursement claim for hours reported in finalised quarterly return periods.

Bulk reimbursement claims

Where an employer has many claims (more than 8) to submit at one time, they should contact the Claims team to request a bulk reimbursement claim form.

Claims processing and payment

The Authority endeavours to pay out claims for reimbursement within 6 weeks of submission provided there are no queries with the data provided and all required supporting documents are received.

A simple basis of calculation is long service leave hours eligible to be claimed multiplied by the hourly rate at the time the leave was taken, or end of employment occurred.

Reimbursements will not include superannuation, payroll tax or other human resources on costs.

Contact us

If you have any further questions about the employer reimbursement claims process, please email claims@plsa.vic.gov.au(opens in a new window).

Further information