• Section 1 - Purpose and Context
• Section 2 - Definitions
• Section 3 - Policy Statement
• Conditions of Payment and Refund
• Section 4 - Procedures
• Part A - Limit on Payments
• Table 1 - Maximum Payable for Total Relocation Assistance
• Part B - Items and Expenses
• Travel
• Household and Professional Effects
• Vehicles
• Pets
• Visas and Associated Fees
• Storage
• Initial Living and Set-Up
• Payment and Reimbursement
• Section 5 - Guidelines
• Contact
• Examples
• Example 1
• Example 2
• Example 3

Section 1 - Purpose and Context

(1) The University of Western Sydney (UWS) seeks to attract high quality staff and recognises potential staff can be located anywhere in the world. The University aims to have relocating staff settled as quickly and efficiently as possible and it has a range of relocation and settlement mechanisms to achieve this.

(2) This policy outlines the University's principles for providing assistance to appointees relocating to UWS, and the associated procedures. Relocation assistance arrangements within this policy are not entitlements because the University determines relocation assistance on a case by case basis.

(3) This policy applies to appointees relocating from outside Australia, interstate and intrastate but not those appointees relocating from within an 80km distance of any UWS campus. Nor does it apply to visiting and adjunct appointments or casual employees.

(4) This policy should be read in conjunction with the Delegations (Administrative) Policy, the Procurement Policy and the Travel Policy.

Section 2 - Definitions

(5) For the purposes of this policy:

1. Dependants - refers to:
   1. children of the appointee or his/her spouse who reside with the appointee or his/her spouse and who are either under 18 years, or who are 18 years or older who are full-time students; or
   2. immediate family members of the appointee or his/her spouse who are elderly or who have a disability and the appointee or his/her spouse is the primary care giver, and who reside with the appointee or his/her spouse.
2. Appointee - a person that has been offered and accepted a position at UWS but has not yet commenced employment.
3. Spouse - refers to a married spouse and a de facto spouse, including same sex partners.

Section 3 - Policy Statement

(6) The University may make reasonable contributions to actual expenses incurred by an appointee relocating to UWS. Any contributions will be limited to a maximum amount and for certain items prescribed by the University.

(7) The University will consider each application for relocation assistance on an individual basis. The approving delegate may limit the University's contribution to an amount that is less than the maximums provided in this policy. The Vice-Chancellor and President may approve payments in excess of this policy in exceptional circumstances.

(8) Appointees who are ongoing or who have a fixed term contract for at least two years are eligible for relocation assistance, except where the relocation is from within an 80km radius from any UWS campus which are not eligible.

(9) An appointee who is appointed on a fixed term contract for a period of less than two years would not normally be entitled to relocation assistance under this policy. However, where there are exceptional circumstances an appointee may submit an application for relocation assistance to the relevant Dean, Director of a Research Institute, or Deputy Vice-Chancellor, who may approve payments under this policy.

(10) Delegation for relocation assistance payments is in accordance with financial delegations outlined in the Delegations (Administrative) Policy. All relocation assistance payments are made from the hiring unit cost centre.

(11) Payments made for relocation assistance will be consistent with the requirements of other University policies, procedures and guidelines.

Conditions of Payment and Refund

(12) Any money paid as relocation assistance is deemed to be a debt to the University that can be recovered and this will be stated in the letter of offer of appointment.

(13) An employee who receives relocation assistance payments under this policy is required to enter into an agreement to remain in the employment of the University for a period of two years, or if the employment contract is for a period of less than two years, for the period of the contract, or else be liable to refund payment to the University. This requirement will be stated in the letter of offer of appointment.

(14) Where an employee who has received relocation assistance payments ceases employment at the University by resignation or other lawful means during the period of the agreement, he or she must refund the University relocation assistance payment made to them or on their behalf, on a proportional basis. Employees, who cease employment prior to serving 50% of the two year period, or 50% of the contract period if less than two years, are required to reimburse 100% of the payment. Those serving 50% or more of the two year period will pay a pro rata amount calculated as follows:

(15) Note: Where the employment contract is for a period of less than two years, both figures 24 in the above formula should be replaced by the number of months of the actual employment contract.

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

Section 4 - Procedures

Part A - Limit on Payments

(17) Relocation assistance payments will be limited on the basis of the location from where the appointee is relocating. Table 1 shows the maximum amount an appointee may be reimbursed for their relocation expenses for all categories listed under Part B; Items and Expenses, Clauses 19-38. Examples are provided in Section 5 - Guidelines.

Table 1 - Maximum Payable for Total Relocation Assistance

(18) Where an appointee's spouse has also been offered a position at UWS, and is an appointee defined in this policy, the combined support for the two appointees will not exceed the maximum amount for one appointee plus one spouse (as outlined in this policy) plus 15%. Payments for dependants will be made in addition to this and can be claimed only once. Payment should be spread over the relevant cost centres.

Part B - Items and Expenses

Travel

(19) Where the University agrees to provide relocation assistance, it may reimburse expenses for travel equivalent to economy class airfares for the employee, his/her spouse and dependants (as defined in this policy), from their place of residence to Sydney by the most direct route. The University may also contribute to reasonable incidental costs for an appointee, his/her spouse and dependants whilst in transit, e.g. meal and accommodation costs as a result of connecting flight times which are not covered by the airfare.

(20) If the appointee chooses an alternate method of transport or does not travel by the most direct route, the University may contribute either the maximum as outlined in the above clause or the actual cost of travel whichever is the lowest.

(21) The University may also contribute to the personal travel insurance for travel associated with relocation for the appointee, his/her spouse and dependants.

(22) The University may contribute to the cost of transfers to and from the airport at both the point of embarkation and at arrival destination.

(23) The appointee should make their own travel and insurance arrangements and should submit all receipts with their claim for reimbursement.

(24) The university may arrange flight/s for applicants relocating within Australia only, (domestic travel only).

Household and Professional Effects

(25) Where the University agrees to provide relocation assistance, the University may contribute to reasonable costs of packing and removal of household and personal effects for the employee, their spouse and dependants from their main residence. The maximum contributions available are the cost of the packing, transportation, transit insurance, destination charges, delivery to residence and unpacking of household goods and personal effects for:

1. Single appointee - 15 cubic metres
2. Appointee and one spouse or dependant - 20 cubic metres
3. Appointee and one spouse and one dependant, or two dependants - 25 cubic metres
4. Appointee and one spouse and more than one dependant, or an appointee with more than two dependants - 3 cubic metres for each extra dependant above two.
5. Appointees are responsible for costs above the limit of cubic metres described here.

(26) In addition, the University may contribute up to $2,500 for the relocation of a personal professional library of books and papers and/or academic/research equipment. The contribution can be towards air freight or unaccompanied baggage where these items are essential and required upon commencement of duties.

(27) The appointee will make all arrangements for removals. They should seek three documented quotes. In general the University will only contribute towards the lowest. An appointee who does not wish to accept the lowest quotation automatically accepts responsibility for any costs incurred above this amount.

(28) Reimbursement for the removal and associated expenses outlined above must be supported by three quotations stating the actual volume of goods removed and the full cost including insurance coverage. Where the University agrees arrangements can be made to pay the removalists company direct otherwise reimbursement will be paid on the approved quote, upon evidence of receipts.

Vehicles

(29) UWS will not contribute any amount towards transporting a vehicle from overseas. The University may contribute towards the cost of transporting one vehicle for domestic relocations from Western Australia and the Northern Territory only.

Pets

(30) UWS may contribute to the cost of relocating family domestic pets (e.g. dogs, cats, domestic birds, and fish, subject to quarantine requirements for overseas relocations). It will not make any contribution to relocating livestock (e.g. horses, goats, cows, donkeys, alpacas). The appointee should make their own arrangements.

Visas and Associated Fees

(31) The University may contribute to the cost of the personal visa application fees for the appointee, his/her spouse and dependants. Excluding the cost for personal, penal, health and skills assessment and English language proficiency fees.

Storage

(32) The University may pay 100% of reasonable actual storage costs of household and personal effects for a period of up to four weeks after arrival, and up to 50% of storage costs for a further four weeks.

Initial Living and Set-Up

(33) Where the University agrees to provide relocation assistance it may contribute 100% of reasonable accommodation and 50% of reasonable food expenses (excluding alcohol) for the appointee, his/her spouse and dependants for the first four weeks after arrival. During this time the staff member is expected to make arrangements to procure permanent accommodation.

(34) The University may reimburse up to $1,000 towards reasonable incidental costs associated with set-up whilst the appointee is awaiting the arrival of their household goods and effects. This may include the hiring/purchase of household items.

(35) The University may make a contribution towards car hire for up to seven calendar days upon arrival.

(36) In some cases, it is not appropriate to relocate some household items, for example electrical items from parts of the world which have different electrical configurations. The University may reimburse up to $2,500 towards the purchase of electrical items.

Payment and Reimbursement

(37) All quotes must be submitted by the applicant to the Relocations Consultant who will seek approval by the Dean, Director of a Research Institute, or Deputy Vice-Chancellor, who may approve payments under this policy.

(38) All claims for reimbursement should be submitted via the relevant Unit Head/delegated officer.

(39) In exceptional circumstances, the appointee may request that the University makes payment for the item instead of the appointee seeking reimbursement. Requests outlining the special circumstances must be in writing to the Dean, Director of a Research Institute, or Deputy Vice-Chancellor via the Relocations Consultant. Appointees relocating from overseas should be aware that in many cases it is difficult for the University to make payment for international services.

Section 5 - Guidelines

Contact

(40) The Relocations Consultant in the Office of People and Culture is the contact for relocation and settlement support and advice.

Examples

Example 1

(41) An appointee and their spouse relocating from Singapore may be reimbursed up to AUD$12,000 ($9,000 for the appointee and $3,000 for the spouse). An example of how this might be used is as follows:

Example 2

(42) An appointee, their spouse and two dependants are relocating from the USA and may be reimbursed up to AUD$21,000 ($15,000 for the appointee, $4,000 for the spouse and $1,000 for each dependant). An example of how this might be used is as follows:

Example 3

(43) An appointee is relocating from Brisbane, QLD and may be reimbursed up to AUD$3,500. An example of how this might be used is as follows: