• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Part A - Expenses
• Travel Expenses
• Removal Expenses
• Storage Expenses
• Initial Living Expenses
• Section 4 - Procedures
• Section 5 - Guidelines

Section 1 - Purpose and Context

(1) In order to attract quality staff and to ensure that their relocation to the University of Western Sydney is as smooth as possible, the University may make a contribution towards the actual travel and relocation expenses for new staff members under the following conditions.

Section 2 - Definitions

(2) In this policy:

1. " spouse" refers to de jure, same-sex and de facto relationships where, in the latter two cases, they are of at least 18 months standing.
2. " Dependants" refers to dependent children who are aged 18 years and under, dependent children over the age of 18 who are full-time students, dependants who are elderly or dependants over 18 years of age with a disability i.e. where the prospective staff member is the primary care giver and the dependants reside with the prospective staff member.

Section 3 - Policy Statement

(3) Payment of travel and relocation expenses may be made where authorisation has been given to include the payment of such expenses and details of the assistance is included in the letter of offer of appointment. Any payments made under this Policy must have the approval of the Executive Dean or Deputy Vice-Chancellor and any payments in excess of the limits of the Policy or the University Delegations must have the approval of the Vice-Chancellor. All payments made under this policy are to be charged to the appropriate Divisional or College cost centre.

(4) Each application for assistance is to be looked at on an individual basis and the approving delegate may limit the contribution by the University to an amount that is less than that which may be claimed under the Policy.

(5) A staff member who is appointed on an employment contract for a period of less than three years would not normally be entitled to a payment under this Policy. However, where there are exceptional circumstances that would warrant such a payment and which are clearly documented, the relevant Executive Dean or Deputy Vice-Chancellor may approve such a payment under the Policy.

(6) A staff member who receives payments under this Policy is required to enter into an agreement to remain in the employment of the University for a period of three years or if the employment contract is for a period of less than three years, the period of the contract. This requirement is to be clearly stated in the letter of offer of appointment.

(7) A staff member, who receives travel and relocation payments and whose employment at the University is terminated by resignation or other lawful means during the period of the agreement, must reimburse the University any travel and relocation expenses paid on their behalf on a proportional basis. This requirement is to be clearly stated in the letter of offer of appointment. Staff members who cease employment prior to serving 50% of the three year period, or 50% of the contract period if less than three years, would be required to reimburse 100% of the payment. Those serving 50% or more of the three year period would pay a pro rata amount calculated as follows:

(8) Should the employment contract be for a period of less than three years, both figures 36 in the above formula should be replaced by the number of months of the employment contract.

(9) The sum of money payable is deemed to be a debt to the University that can be recovered and this must be clearly stated in the letter of offer of appointment.

(10) The Vice-Chancellor may waive all or part of the refund where some extraordinary pressing personal circumstances of a compassionate nature demand that the employee resigns, e.g. serious family illness.

Part A - Expenses

Travel Expenses

(11) Where a decision has been made to fund travel expenses for a new staff member, the University may provide economy class airfares for the staff member, a spouse and dependants as defined in the Policy from point of embarkation to Sydney by the most direct route. Each application for assistance is looked at on an individual basis and the University reserves the right to limit its reimbursement to part reimbursement only of the travel costs.

(12) Staff members who do not wish to travel by air but choose to drive or travel by rail or sea, or who do not travel by the most direct route, will be paid travel expenses up to the equivalent of the economy class air fares via the most direct route, providing that no travel payments will exceed the actual cost of the travel.

(13) Where possible the staff member will make the travel bookings. Where a staff member arranges and pays for their own fares, or drives to their new place of residence, all receipts or air tickets documenting the price of the fares must accompany all claims for reimbursement.

Removal Expenses

(14) The payment of removal expenses is based upon the volume of household effects transported and represents the contents of an average three-bedroom house. Where the payment of removal expenses has been offered to a new staff member in the letter of offer of appointment the following shall apply:

1. Payment by the University will be limited to reasonable reimbursement for the removal of household effects calculated on a door-to-door basis and payment of transit insurance cover of approved household effects upon production of appropriate receipts. Each application for assistance is looked at on an individual basis and the University reserves the right to limit its reimbursement to part reimbursement only of the removal costs.
2. In addition to the above, the University may meet the cost of removal of a personal library of books and papers or academic equipment up to a maximum of five cubic metres for an appointee irrespective of whether the removal is from overseas or within Australia. Additional transit insurance cover will also be paid on these books/academic equipment upon production of appropriate receipts.
3. The staff member will make all arrangements for removals. The payment of removal and insurance expenses is subject to the substantiation of claims for reimbursements including receipts and three quotations stating the actual volume of goods removed and the full cost including insurance coverage. In general the University will accept the lowest quotation and reserves the right to reimburse reasonable expenses only.
4. A staff member who does not wish to accept the lowest quotation automatically accepts responsibility for any costs incurred above this amount.

Storage Expenses

(15) The University may pay reasonable, actual storage costs of household effects for a period of up to four weeks subject to the production of appropriate receipts. Storage costs in excess of this period are the new staff member's responsibility. Each application for assistance is looked at on an individual basis and the University reserves the right to limit its reimbursement to part reimbursement only of any storage expenses.

Initial Living Expenses

(16) The new staff member may claim 50% of reasonable living expenses i.e. food and accommodation only for a maximum of the first four weeks whilst in temporary accommodation, subject to the production of appropriate receipts. During this time the staff member is expected to make arrangements for the procurement of permanent accommodation. Each application for assistance is looked at on an individual basis and the University reserves the right to limit its reimbursement to part reimbursement only of the claimed initial living expenses.

Section 4 - Procedures

(17) Nil.

Section 5 - Guidelines

(18) Nil.