4. Policy Declaration
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This policy specifies the relocation assistance the University
provides to new appointees who relocate to commence their appointments and
existing employees who relocate to work at another SCU locality. |
5. Policy Description
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| 5.1 |
Objectives |
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This policy aims to provide assistance to new appointees
and existing employees to help with the expense of relocating to another
locality. |
| 5.2 |
Scope |
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a) The assistance offered in this policy is available to:
- New appointees with appointments of 50% or more for a period of at
least two years, with the following exclusions:
- (i) Normally, new general staff new appointees below the level of
HEW 5 are recruited locally and the provisions of this policy would
not apply;
- (ii) Appointments funded by external grants unless the granting
body makes funds available for this purpose; and
- (iii) Senior management appointees. Assistance is provided on a
case by case basis, as approved by the relevant Executive Member and
supported by original receipts and appropriate documentation.
- Existing eligible employees who have appointments of 50% or more and
are relocating from their existing workplace to work at another locality
for a period of at least two years.
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| 5.3 |
Delegations |
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a) The relevant Executive Member has the delegation to approve
assistance in accordance with this policy and offer assistance specified
in this policy in other exceptional circumstances. They also determine the
amount of travel and removal assistance to be repaid if a new appointee
resigns or retires within two years of commencement. |
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b) The Vice-Chancellor has the authority to approve financial
assistance over and above the provisions of this policy in exceptional circumstances
and on a case by case basis. |
| 5.4 |
Definitions |
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a) 'Partner' refers to the new appointee or existing
employee's spouse, defacto partner or same sex partner. |
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b) 'Accompanied new appointee' refers to an eligible
new appointee who will be relocating with their partner and/or dependents. |
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c) 'Dependents' refer to:
- children of the new appointee or existing employee and/or their partner
who are 18 years or under and reside with the appointee or employee;
- children of the new appointee or existing employee and/or their partner
who are over the age of 18, are full-time students and reside with the
appointee or employee; and
- elderly or disabled family members who reside with the appointee or
employee and the appointee or employee is their primary carer.
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| 5.5 |
Content and Implementation
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| 5.5.1 |
New Appointees |
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| 5.5.1.1 |
Types of Assistance |
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a) Travel Assistance |
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- Travel by private vehicle
(i) New appointees intending to use their own vehicle or another
form of transport to travel to their new location must consult
with the HR Officer coordinating their relocation before commencing
their journey. Original receipts for out-of-pocket fuel expenses
are to be provided. Where an overnight stop is warranted during
the journey, original receipts for reasonable out-of-pocket expenses
to cover accommodation and breakfast costs should also be provided.
Reimbursement, up to a maximum equivalent to the cost of economy
airfares, will be arranged when receipts are provided.
- Air Travel
(i) New appointees (regardless of whether their relocation is
from overseas or within Australia) are required to organise their
own travel and, if appropriate, that of their partner and accompanying
dependents, to the new location by the most direct route. Reimbursement,
up to a maximum equivalent to the cost of economy airfares, will
be arranged when tickets or original receipts are provided.
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b) Removal of Furniture and Personal Effects |
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(i) New appointees are required to secure at least two quotes for
the removal of their furniture and personal effects and, given that
the University is only providing a contribution towards these expenses,
they are encouraged to accept the lowest quote. |
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(ii) New appointees are responsible for making all removal arrangements
with a recognised removalist of their choice. |
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(iii) Upon production of original receipts, the University will
provide the following contribution towards the total cost of removal,
including transit insurance and storage. The assistance provided
does not attempt to cover the total direct or indirect costs associated
with the removal. The rates shown are effective from 1 August 2008.
Location
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Unaccompanied New Appointees
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Accompanied New Appointees
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| (A) New South Wales, Victoria, & Queensland
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$3149
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$4610
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| (B) South Australia, Western Australia, Northern
Territory and Tasmania |
$4386
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$6521
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| (C) Overseas Countries |
$5396
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$8322 |
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iv) The assistance available in 5.5.1.1(b) will be increased on
1st August each year to reflect annual consumer price index (CPI)
increases. |
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v) The University will not accept liability for any damage or loss
incurred during the transit of furniture and personal effects. |
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vi) Only one claim for removal assistance will be accepted and the
claim must be submitted within twelve months of commencing duty. |
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vii) In the event that two appointments are made from the one household,
the level of assistance available to the members of that household
will be the appropriate rate for an accompanied new appointee as specified
in clause 5.5.1.1(b). |
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c) Accommodation Assistance |
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i) The following types of assistance are available to help with
accommodation expenses when a new appointee arrives at their new
location:
- One week of temporary accommodation; or
- Payment of a taxable 'Settling-In Allowance' (to assist with
immediate accommodation requirements regardless of whether the
new appointee chooses to board, stay in Hotel/Motel accommodation,
rent or purchase a dwelling when they commence their appointment).
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ii) Where the new appointee chooses the temporary accommodation
option, the University will arrange and pay for one week's reasonable
accommodation and breakfast expenses. |
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iii) Where the new appointee chooses to be paid the
taxable settling-in allowance, $700 will be paid on the first pay
day after they commence duty at their new location. Where the new
appointee is accompanied by their partner and/or dependent children,
an extra $100 will be paid for each additional person, up to a maximum
payment of $1,000. |
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iv) The settling-in allowance maybe considered taxable
income by the Australian Taxation Office. For this reason, the new
appointee should obtain their own independent taxation advice and
retain all relevant receipts for submission to the Taxation Office,
if required. |
| 5.5.1.2 |
Currency Conversion |
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a) If currency conversion is necessary, reimbursement
will be based on the rate of conversion applicable at the date the
expense is incurred. |
| 5.5.1.3 |
Repatriation |
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a) The University does not offer repatriation assistance
on cessation of employment. |
| 5.5.1.4 |
Voluntary Separation within First
Two Years of Service |
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a) Where an employee resigns or retires within two
years of commencement of employment, they will be liable to repay
either all, or a portion, of the travel and removal assistance they
have received. Accommodation assistance granted in accordance with
this policy will not be recovered on separation. |
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b) The maximum repayment is based on the length of
the employee's service with the University and is calculated using
the following formula: |
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c)
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Total amount of travel & removal assist
paid
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x
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completed months of service
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24
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d) The actual amount to be repaid will be determined
on a case by case basis. |
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| 5.5.2 |
Relocation of Existing Employees
Initiated by the University |
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a) These provisions apply where:
- the University requires an existing employee to relocate from their
existing workplace to work at another SCU locality in response to changing
organisational circumstances and/or to perform other duties consistent
with their area of expertise or discipline;
- a written relocation proposal (link to procedure for relocation of
positions) has been approved by the relevant Executive Member;
- the existing employee is transferred to a workplace that is more than
60 kilometres from their existing workplace and place of residence;
and
- there is a demonstrated need for the existing employee to change residence.
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b) The maximum amount of compensation available under this
policy is $25,000. |
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c) An existing employee granted assistance under these provisions
is not eligible for any other financial assistance from the University.
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d) The Cost Centre in which the existing employee is located
is responsible for all expenses. |
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| 5.5.2.1 |
Types of Assistance |
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The University will consider claims for reimbursement from eligible
existing employees up to the maximum amount of compensation available
under this policy [see 5.5.2(b)], for the following expenses:
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a) Travel Assistance |
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- Travel by private vehicle
(i) Existing employees intending to use their own vehicle or another
form of transport to travel to their new location will be eligible
for assistance as provided in the University's Travel
and Entertainment Policy. Travel details should be discussed
with HR Services before the travel is undertaken.
- Air Travel
(ii) Where approval has been given for an existing employee to
travel by air to commence duty at their new location, payment
and/or reimbursement up to a maximum equivalent to the cost of
economy airfares for the existing employee, their partner and
accompanying dependents will be arranged upon production of tickets/original
receipts/invoices. Travel details should be discussed with HR
Services before the travel is undertaken.
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b) Removal expenses |
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(i) Reasonable costs incurred in moving the existing employee and
their dependants, including transit insurance for removal of furniture
and personal effects. Existing employees are required to provide at
least two written quotes for the removal of their furniture and personal
effects and discuss their removal plans with HR Services before confirming
any arrangements. |
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c) Furniture storage |
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(i) Storage of furniture and personal effects while the existing
employee secures a place of residence in the new locality and subsequent
delivery to the existing employee's new residence. Reimbursement will
be considered for a maximum storage period of six months. |
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d) Rent |
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(i) Rental accommodation expenses while the existing employee is
living away from their principal place of residence or waiting to
secure a place of residence in the new locality. Reimbursement will
be considered for up to a maximum of $300 per week for a maximum period
of six months. |
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e) Incidentals allowance |
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(i) An allowance of up to a maximum of $5,000 to compensate the
existing employee for incidental costs associated with establishing
a new place of residence (eg rental bond, telephone, electricity &
gas reconnection, mail redirection for a limited period). |
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f) Expenses for selling/purchasing a place of residence |
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(i) Where the existing employee's principal place of
residence is sold in order to relocate for work purposes, they are
eligible for reimbursement of the following expenses:
- legal fees;
- agent's commission;
- stamp duty;
- fees associated with the transfer of title;
- expenses relating to the execution or discharge of a first mortgage;
and
- any reasonable costs, as determined by the relevant Executive
Member, associated with advertising the sale of a dwelling-house.
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(ii) These expenses may be incurred:
- in the sale of a place of residence:
- owned and occupied by them; or
- which they are purchasing under a contract of sale providing
for vacant possession and in which they intended to permanently
reside; or
- which they were constructing for their own permanent occupation
on completion of construction, at the date on which it became
necessary to move to the new locality.
- in the purchase of a place of residence, or land for the purpose
of erecting a house on the land, for their own permanent occupation
in the new locality; or
- in both of the above cases.
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Actual expenses incurred are payable, within the limits of the
total assistance offered in 5.5.2(b) where the existing employee
is:
- the sole property owner; or
- joint property owner or in common with the partner or a dependant
of the existing employee, or the partner and a dependant of the
existing employee.
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(iii) In all other cases the amount payable will be
a maximum equalling the proportion of expenses for which the existing
employee is responsible. |
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(iv) Unless special approval is given by the relevant
Executive Member, an existing employee is not entitled to the payment
of expenses in respect of a sale, a purchase, or a sale and purchase
of a dwelling house which is:
- more than 2 years after the date the existing employee commences
duty at the new location; or
- after the date on which the existing employee receives notification
that they are being transferred back to the old workplace.
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g) Other Costs |
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(i) Assistance within the limits specified in 5.5.2(b)
may also be available for expenses such as:
- school and child care bonds/fees where the existing employee
forfeits all, or a portion of the bond/fee because of the relocation;
- job search fees for an employed partner for a maximum of three
months. The existing employee must use a University nominated
job search firm in order to be eligible for this assistance.
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(ii) The existing employee should discuss the extent of support
required and available with the Head of the Work Unit. When requesting
assistance, the existing employee should provide a submission to
the relevant Executive Member setting out the details of the claim
and supported by evidence in the form of letters, agreements, contracts,
quotations, invoices and receipts.
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(iii) The relevant Executive Member will consider the
application, taking into account the resources of the Work Unit. |
| 5.5.2.2 |
Voluntary Separation within
First Two Years of Relocation |
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a) Where an existing employee has intentions to resign
or retire within two years of commencing at the new location, the
existing employee is required to advise the Head of the Work Unit
of their intentions prior to relocating. |
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b) If an employee voluntarily resigns or retires within
two years of commencing at the new location, the University reserves
to right to recover all, or a portion, of the removal assistance provided.
Recovery will be determined on a case by case basis with regard being
given to individual circumstances. |
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| 5.5.3 |
Relocation Requested by an Existing
Employee |
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a) If an existing employee requests a transfer to another
location that is more than 60 kilometres from their existing workplace and
place of residence and their request is approved by the Vice-chancellor,
assistance will be available in accordance with the relocation assistance
available for new appointees. |
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b) If an existing employee applies for an advertised vacancy
at another University location that is more than 60 kilometres from their
existing workplace and place of residence and is the successful applicant
for the position, assistance will also be available in accordance with the
relocation assistance available for new appointees. |
| 5.5.4 |
Documentation Required |
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a) All requests for assistance are to be supported by original
documents such as agreements, contracts, quotes, invoices and receipts.
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6. Related Policies, Documents, Legislation &
Strategic Priorities
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7. Responsibilities and Approvals
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| Policy Contact Officer:
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HR Services
Ph: x73667 |
| Policy Manager: |
Director, Human Resources |
| Policy Custodian: |
Director, Human Resources |
| Approving Authority: |
Vice-Chancellor |
| Policy Level: |
Operational |
| Policy Category: |
HR HUMAN RESOURCES |
| Approval Date: |
15/11/04 |
| Review Date: |
07/2010 |
| Revision History: |
No. 1: 29.08.05
No. 2: 15.08.06
No. 3: 15.08.07
No. 4: 05.08.08
No. 5: 19.08.08
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9. Procedures
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| 9.1 |
New Appointees |
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a) When accepting an offer of appointment in which relocation
assistance is offered, a new appointee is required to sign and return a
Relocation Assistance Agreement to HR Services. |
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b) Upon receipt of the signed agreement, the HR Officer
coordinating the relocation will contact the employee to discuss the details
of their relocation. |
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c) After discussing their arrangements with the HR Officer,
the employee is to organise their travel, removal of their furniture and
personal effects and accommodation (if they are choosing to receive a 'settling-in
allowance'). Original tickets/receipts and quotes for removal are to be
retained and provided to the coordinating HR Officer upon commencement.
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d) If temporary accommodation is required, the coordinating
HR Officer will make the appropriate bookings and provide details to the
employee. |
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e) After commencing duty, the new appointee should make
an appointment with their coordinating HR Officer to arrange reimbursement
for travel, removal of furniture and personal effects in accordance with
this policy. An expenses claim form will be lodged online by the HR Officer
and after approval by the relevant Executive Member, reimbursement will
be arranged by the Finance and Business Services Directorate. Original tickets/receipts
must be provided before reimbursement can be made. |
| 9.2 |
Existing Employees |
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a) Where existing staff are relocating from one SCU locality
to another, a letter will be forwarded to the employee concerned and,
if relocation assistance is applicable, a Relocation
Assistance Agreement will also be provided. |
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b) After the employee has signed and
returned the Relocation
Assistance Agreement to HR Services, the HR Officer coordinating the
relocation will contact the employee to discuss the details of their relocation. |
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c) The employee must refer all requests for assistance /
reimbursement to the coordinating HR Officer and support all requests with
original agreements, contracts, quotes, invoices or receipts, as appropriate.
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