Leave Policy

1. Purpose

This policy outlines the leave entitlements available to employees of ASI AI Solutions and the procedures for requesting, approving, and managing leave. Entitlements are provided in accordance with the Fair Work Act 2009 (Cth), the National Employment Standards (NES), the applicable modern award (Professional Employees Award 2020 or Clerks—Private Sector Award 2020), and any additional benefits provided by the Company.

2. Scope

This policy applies to all permanent full-time and part-time employees. Casual employees receive a 25% loading in lieu of paid leave entitlements but are entitled to unpaid carer's leave (2 days per occasion), unpaid compassionate leave, unpaid community service leave, and paid family and domestic violence leave as per the NES. Where this policy provides entitlements above the NES, those additional benefits apply only to permanent employees unless otherwise stated.

3. Leave Summary

Part-time employees receive pro-rata entitlements based on their ordinary hours of work.

4. Annual Leave

4.1 Entitlement

Full-time employees are entitled to 4 weeks (152 hours) of paid annual leave per year, accruing progressively during each year of service and accumulating from year to year (NES s 87).

4.2 Annual Leave Loading

Annual leave loading of 17.5% is payable on annual leave taken, in accordance with the applicable modern award. Leave loading is calculated on the Employee's base rate of pay for the period of leave.

4.3 Taking Annual Leave

Annual leave is to be taken at a time agreed between the employee and their manager. The Company will not unreasonably refuse a request for annual leave. Employees are expected to take a minimum of 2 consecutive weeks of annual leave per calendar year to support rest and wellbeing.

4.4 Excessive Leave Accrual

Employees are encouraged not to accumulate excessive annual leave. Where an employee's accrued annual leave balance exceeds 8 weeks, the Company may direct the employee to take leave, provided:

• The direction is in writing and at least 8 weeks' notice is given.
• The remaining balance after the leave is taken is not less than 6 weeks.
• The employee has had a genuine opportunity to take leave in the preceding period.

This is consistent with NES s 94 and the applicable modern award provisions.

4.5 Cashing Out Annual Leave

Employees may, by written agreement, cash out up to 2 weeks of annual leave per 12-month period, provided the employee retains a balance of at least 4 weeks after the cash out. Each agreement must be in writing and signed by both parties. Payment is at the full rate (including leave loading) that would have been payable had the leave been taken.

4.6 Payment on Termination

Accrued but untaken annual leave (including leave loading) is paid out on termination of employment regardless of the reason for termination.

5. Personal / Carer's Leave

5.1 Entitlement

Full-time employees are entitled to 10 days (76 hours) of paid personal/carer's leave per year, accruing progressively and accumulating from year to year (NES s 96).

5.2 Personal Leave (Sick Leave)

Personal leave may be taken when the employee is not fit for work because of a personal illness or injury.

5.3 Carer's Leave

Carer's leave may be taken to provide care or support to a member of the employee's immediate family or household because of a personal illness, injury, or unexpected emergency affecting the member. "Immediate family" includes a spouse or de facto partner, child, parent, grandparent, grandchild, or sibling (including step-relations and in-laws) (NES s 97).

5.4 Evidence Requirements

The Company may require reasonable evidence to support a claim for personal/carer's leave. Reasonable evidence includes a medical certificate from a registered health practitioner or a statutory declaration. The Company will require a medical certificate for:

• Absences of 2 or more consecutive days.
• Leave taken on a day immediately before or after a weekend, public holiday, or approved leave.
• Where a pattern of absences is identified.

5.5 Unpaid Carer's Leave

Where paid personal/carer's leave is exhausted, an employee may take up to 2 days of unpaid carer's leave per occasion (NES s 102). Casual employees are also entitled to unpaid carer's leave.

6. Compassionate Leave

Employees are entitled to 2 days of paid compassionate leave per occasion when:

• A member of the employee's immediate family or household contracts or develops a personal illness that poses a serious threat to their life.
• A member of the employee's immediate family or household sustains a personal injury that poses a serious threat to their life.
• A member of the employee's immediate family or household dies.
• A child is stillborn, or the employee or their spouse/de facto partner has a miscarriage.

The 2 days need not be taken consecutively but must be taken in relation to the occasion (NES s 104). The Company may grant additional paid compassionate leave at its discretion on application to the People & Culture team.

7. Parental Leave

7.1 Unpaid Parental Leave (NES)

Employees who have completed at least 12 months of continuous service are entitled to up to 12 months of unpaid parental leave in relation to the birth or adoption of a child (NES Part 2-2, Division 5). An employee may request an extension of up to a further 12 months (total 24 months); the Company may refuse only on reasonable business grounds.

7.2 Company Paid Parental Leave

Eligibility: Permanent employees who have completed at least 12 months of continuous service at the expected date of birth or adoption. Company paid parental leave is inclusive of any applicable modern award entitlement.

Superannuation will continue to be paid on Company Paid Parental Leave at the applicable superannuation guarantee rate. Company paid parental leave may be taken at half-pay by agreement (effectively doubling the duration).

7.3 Keeping in Touch Days

An employee on unpaid parental leave may attend the workplace for up to 10 "keeping in touch" days without breaking the leave. These days are voluntary and must be agreed by both the employee and the Company. Payment will be at the employee's base rate of pay.

7.4 Return to Work

An employee returning from parental leave is entitled to return to the position they held immediately before the leave or, if that position no longer exists, to an available position for which the employee is qualified and suited, nearest in status and pay.

8. Long Service Leave

Long service leave is provided in accordance with the Long Service Leave Act 1955 (NSW).

Long service leave may be taken in one continuous period or, by agreement, in separate periods of not less than one day. An employee may also take long service leave at half-pay for double the period, by agreement.

Pro-rata long service leave is payable on termination of employment after 5 years of continuous service in the following circumstances: termination by the employer for any reason other than serious misconduct; resignation due to illness, incapacity, or domestic pressing necessity; or death of the employee.

9. Family and Domestic Violence Leave

9.1 Entitlement

All employees (including casuals) are entitled to 10 days of paid family and domestic violence (FDV) leave in a 12-month period (NES s 106A). The full 10-day entitlement is available from the commencement of each 12-month period and does not accumulate.

9.2 Definition

Family and domestic violence means violent, threatening, or other abusive behaviour by a close relative, a member of the employee's household, or a current or former intimate partner, that seeks to coerce or control the employee and causes them harm or to be fearful (NES s 106A).

9.3 Purpose

FDV leave may be used to deal with the impact of family and domestic violence, including but not limited to: attending medical, legal, police, or counselling appointments; arranging alternative accommodation or safety measures; attending court hearings; or accessing support services.

9.4 Confidentiality

All information relating to FDV leave is treated as strictly confidential. FDV leave will not appear on payslips. Information will only be disclosed with the employee's consent or as required by law. Records will be stored securely with restricted access.

9.5 Evidence

The Company may request evidence that would satisfy a reasonable person that the leave is taken for the stated purpose. Acceptable evidence includes: a document from a police service, court, FDV support service, medical practitioner, or lawyer; or a statutory declaration.

9.6 Additional Support

Employees experiencing FDV may also access: the EAP (1800 808 374), flexible work arrangements, workplace safety planning, and referral to specialist support services (1800RESPECT: 1800 737 732).

10. Community Service Leave

Employees are entitled to take unpaid community service leave for the following activities (NES s 108):

• Jury service (with make-up pay for the first 10 days: the Company pays the difference between jury service pay and the employee's base rate of pay).
• Voluntary emergency management activity (e.g., as a member of the NSW SES, Rural Fire Service, or similar recognised body). Leave is for a reasonable period, including reasonable travel and rest time.

Employees must notify the Company as soon as practicable and provide evidence of the activity (e.g., jury summons, call-out record from the emergency service).

11. Study Leave

The Company may approve up to 5 days of paid study leave per calendar year for permanent employees undertaking formal study that is directly relevant to their current role or career development within the Company. Study leave may be used for examinations, intensive study blocks, or attendance at required classes.

Applications must be made in writing to the employee's manager, with supporting documentation from the educational institution. Approval is at the manager's discretion, considering operational requirements and the relevance of the study.

12. Public Holidays

Employees are entitled to be absent from work on public holidays without loss of pay (NES s 114). The following public holidays apply in New South Wales for 2026:

The Company may request an employee to work on a public holiday, but only where the request is reasonable (NES s 114(2)). Employees may refuse a request to work on a public holiday where the refusal is reasonable (NES s 114(3)). Factors in determining reasonableness are set out in s 114(4) of the Fair Work Act 2009.

13. Leave Request and Approval Process

13.1 Planned Leave

1. The employee submits a leave request through the Company's HRIS (currently Employment Hero) at least 2 weeks in advance for annual leave and 4 weeks in advance for leave of 5+ consecutive days.
2. The manager reviews the request, considering operational needs, team coverage, and the employee's leave balance.
3. The manager approves or discusses alternative dates within 3 business days.
4. Approved leave is recorded in the HRIS and visible on team calendars.

13.2 Unplanned Leave (Sick/Emergency)

1. The employee notifies their manager as early as practicable on the first day of absence — ideally before the start of their scheduled shift — by phone, SMS, or the agreed team communication channel.
2. The employee submits a leave request in the HRIS as soon as practicable.
3. The employee provides evidence (e.g., medical certificate) as required under clause 5.4.

13.3 Manager Responsibilities

Managers must not unreasonably refuse leave requests. Decisions must be consistent, non-discriminatory, and made in good faith. Managers should ensure equitable distribution of peak-period leave across the team.

14. Responsibilities

15. Review

This policy will be reviewed annually or when changes to the NES, applicable modern awards, or relevant state legislation occur. The next scheduled review is 1 January 2027.