What is the Z1(a) form and who uses it?

The Z1(a) is the Application for Leave of Absence used across the South African public service. Employees of national and provincial government departments complete it to apply for leave. It is prescribed under the Public Service Act and published by the Department of Public Service and Administration.

Which leave types can I apply for on the Z1(a)?

Section A covers full days: annual leave, normal sick leave, leave for occupational injuries and diseases, adoption leave, family responsibility leave, pre-natal leave, paternity leave, special leave, union office bearer and shop steward leave, unpaid leave, maternity leave, and surrogacy leave. Section B covers absences of part of a day for a shorter list of the same types.

Can I use the Z1(a) for temporary incapacity leave?

No. The form itself states that temporary incapacity leave must be applied for on the separate application form prescribed by the Policy and Procedure on Incapacity Leave and Ill-health Retirement for Public Service Employees. Ask your HR office for that form. The Z1(a) row for temporary incapacity leave has no space to fill in.

What is a PERSAL number and where do I find mine?

PERSAL is the Personnel and Salary Administration system used to pay public servants. Your PERSAL number is the 8-digit employee number printed on your salary advice or payslip. The Z1(a) has one block per digit. Fill in all eight.

What supporting evidence must I attach to a Z1(a)?

The form asks for supporting evidence for normal sick leave where applicable, adoption, family responsibility, pre-natal, paternity, special, union and surrogacy leave, and a motivation for unpaid leave. A medical certificate is the usual evidence for sick leave. Check your department's leave policy for exactly what it accepts.

Who completes the recommendation and approval sections?

You only complete the employee sections and sign the declaration. Your supervisor or manager marks the recommendation block with an X and signs it. The Executive Authority, Head of Department, or their designee marks the approval block. HR data capturers complete the data capturing block at the bottom.

Does my supervisor always have to sign the Z1(a)?

Not always. The form notes that the recommendation block is not required when your supervisor or manager is also the delegated authority responsible for approving the application. In that case they complete the approval block only.

What am I certifying when I sign the Z1(a) declaration?

Your signature certifies that you know your available leave credits and the rules for the leave you are applying for, and that the information is correct. Falsified information can lead to disciplinary action. If your credits are insufficient, the form warns that your capped leave may be utilised automatically.

What is the difference between Section A and Section B?

Section A is for leave covering one or more full days. You give a start date, end date, and the number of working days, calendar days, months, or weeks. Section B is for absences covering part of a day. You give the date, start and end times, and the hours and minutes you were away.

How are maternity and surrogacy leave counted on the form?

Differently from the other types. Maternity leave and surrogacy leave for the committing parent are counted in calendar months, and surrogacy leave for the surrogate mother is counted in weeks. Unpaid leave is counted in calendar days rather than working days.

When should I submit my Z1(a) leave application?

Before the leave starts, wherever possible: approval has to pass through your supervisor and the delegated authority. For unplanned absences like sick leave, submit the form with your evidence as soon as you are back at work, within the timeframe your department's leave policy sets.

Is my personal information safe when using FillMeIn to fill the Z1(a)?

Yes. FillMeIn processes everything on your device. Your PERSAL number, contact details, and leave information never leave your phone or computer. Nothing is uploaded to our servers. You fill the form, generate the PDF, and download it entirely offline-capable and private.

Z1(a): Application for Leave of Absence

Department of Public Service and Administration

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