Completing a Levy Advice form
Completing a Levy Advice form

Exits section

Section: Overview

Overview

Employers must advise Coal LSL by way of a Levy Advice form if an employee is ceasing to be eligible. Reasons for cessation include resignation or termination of employment, retirement, redundancy, long term illness or incapacity and death.

Cessation details are recorded in the Exits section of a Levy Advice form.

Accuracy of information is crucial: providing incorrect cessation information can affect an eligible employee’s ability to access their entitlement.

To amend cessation details previously reported on a Levy Advice form, please complete and submit an Adjustment Levy Advice form. Employers must submit an Adjustment Levy Advice form as soon as a levy error is discovered.

Section: LSL number

LSL number

LSL numbers for your current eligible employees can be obtained by generating an Entitlement Report via the employer self-service portal, or via the Current Employees screen of Levy Loader if you have access.

Ensure you are only using the LSL Number provided by Coal LSL (6 or 7 digits).

Section: Employee details

Employee details

The employee’s date of birth, surname and given names must be listed as per the employee’s ID, including punctuation. Nick names or aliases should not be used on a Levy Advice form.

Section: Cessation date

Cessation date

Cessation details must be reported on the Levy Advice form which covers the date of exit. The employee’s cessation date recorded in the Levy Advice form must correspond to the employee's last day of eligibility.

For example, if an eligible employee ceased employment on 1 July, the cessation details would be included in the July levy advice form.

The cessation date must be accurate and consistent across all employee documentation.

Section: Cessation code

Cessation code

The cessation code provided on the Levy Advice form must accurately describe the reason why an employee ceased to be eligible.

Cessation code Description
01 - Retirement This cessation code is only applicable if the eligible employee has reached 60 years of age or over and retires from the industry.
02 - Ill Health / Incapacity This cessation code is applicable if an individual stops being an eligible employee due to ill health or incapacity.
03 - Death This cessation code is applicable when employment ceased as a result of an eligible employee’s passing.
04 - Redundancy This cessation code is applicable if an eligible employee’s position is made redundant.
05 - Resignation / End of Contract This cessation code should be used for an eligible employee who resigned, moved to an ineligible role within the same organisation, or upon the end of a contract.
06 - Dismissal This cessation code should be used if the eligible employee has been dismissed.
Section: Cessation and levy payments

Cessation and levy payments

Eligible employees must appear on a Levy Advice form each month they are eligible, including the month of cessation.

Whilst most employees receive wages up until their cessation, some may cease without corresponding eligible wages. These employees must also be listed on the Levy Advice form covering their cessation month, even if their eligible wage is calculated to be nil ($0.00).

Example: John Smith resigned (code 05) and ceased to be an eligible employee on 5/3/2019. He received his final wages in February, prior to his March cessation. His cessation must be reported on the March 2019 Levy Advice form, with $0 wage in the Employee Details section.

Coal LSL may need further information for processing purposes if an employee is ceasing without receiving eligible wages.

Section: Residual levy payments

Residual levy payments

Due to payroll periods, some ceasing employees may receive their final wages after their cessation date. These residual payments must be reported to Coal LSL on the Levy Advice form for the month the payment was made.

Example: John Smith resigned (cessation code 05) and ceased to be an eligible employee on 22/2/2019. His cessation was reported to Coal LSL on the February 2019 Levy Advice form, but his final wages were not paid until the March payroll.

His employer must report the final payment on the March 2019 Levy Advice form and advise Coal LSL of the residual payment, either by email or in the comments section of the Standard Levy Advice form, or the applicable free text box in Levy Loader.

Coal LSL may need further information for processing purposes when a wage payment is made outside an employee’s eligibility period.

Section: Cessation application

Cessation application

A Cessation Application must be submitted if an eligible employee, who is ceasing to be eligible, is requesting their long service leave entitlement. A Cessation Application must be completed by the employee and an authorised officer of your organisation.

There can be no discrepancies between the cessation information (cessation date and code, and employee details) provided on a Cessation Application and the Levy Advice form.

A Cessation Application cannot be modified once approved by Coal LSL. If you need to amend or cancel an submitted Cessation Application, you must either:

  • complete an Amendment to Leave Application
  • complete a Leave Cancellation Request and submit a new leave application.
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