Human Resources

Visas and citizenship: Visitors and prospective employees

Further information

  • Differences between visa types
  • Policy Relocation Expenses

The University must ensure that prospective employees are entitled to undertake employment in Australia in accordance with the guidelines established by the Department of Immigration and Citizenship (DIAC).

In the case of staff recruited from overseas (usually academic), Human Resources will liaise with DIAC on behalf of the University.

Where staff are recruited from the domestic market, they must be eligible to work in Australia. A person in Australia on a visa will have an Australian Entry Visa in their passport. To determine their employment rights, a copy of this visa or entry permit is required.

Contact your Human Resources Adviser in Human Resources if you have queries regarding visa conditions.


Policy No.
Human Resources
Authoring Organisational Unit
HR Services - Human Resources
Date Approved
Revised 19/05/2015
Next Review Date
Approving Body
Senior Deputy Vice-Chancellor And Registrar

The University of Western Australia

University Policy on: Visa Information for International Employees/Visitors to UWA

Purpose of the policy and summary of issues it addresses:

This policy outlines the requirement for all international prospective employees and visitors (invited guests) of the University to obtain a valid entry permit (Visa) before arrival in Australia.


"DIBP" means Department of Immigration and Border Protection.

"Employee" means a person employed by the University who has an ongoing or fixed-term contract under the terms of the following Agreements (as amended or replaced from time to time): Academic Staff Agreement or Professional and General Staff Agreement.

"Nominator" is the organisation nominating an overseas employee to work temporarily in Australia (Visa 457).

"Prospective Employee" means a person from overseas who has been offered a fixed-term appointment with the University.

"Reciprocal Health Agreements" are Agreements signed by the Australian Government to cover any ill health of visitors which may occur while visiting Australia. The Agreements have been signed by New Zealand, the United Kingdom, the Republic of Ireland, Sweden, the Netherlands, Finland, Italy, Malta, Belgium, Slovenia and Norway. Full details of entitlements under these Agreements are available from Medicare.

"Sponsor" is the organisation nominating an overseas employee to work temporarily in Australia (Visa 457).

"Visitor" means an invited guest from overseas for the purposes of observing, participating in or providing services to the University.

"University" means The University of Western Australia.

Policy statement:

Prospective employees and visitors should consult the Department of Immigration and Border Protection website for detailed information regarding visa requirements. Human Resources are available to provide assistance regarding appointments to the University.

1.1 Prospective employees and visitors to the University who do not hold an Australian passport are responsible for obtaining a valid entry permit (visa). In accordance with the requirements of DIBP, failure to obtain the correct visa may result in serious consequences for both the individual and the University.

1.2 The correct visa must be arranged by the prospective employee or visitor prior to arrival in Australia. The choice of visa will be dependent on the activities being undertaken, whether any remuneration is paid and the length of stay.

1.3 A person holding a Visitor Visa (Subclass 600, 601, 651) will not be permitted to undertake ANY form of work, whether paid or unpaid, for the University.

1.4 Individual visa holders must notify DIBP if there are any changes to their circumstances that would breach their visa conditions. Supervisors are required to notify Human Resources immediately if they become aware of any such changes.

1.5 The University, as Nominator for a Temporary Work (Skilled) visa (subclass 457), will pay the costs of return travel (for the nominated employee and accompanying family members). The employee must ask the University in writing to pay the travel costs.

1.5.1 The costs will be considered reasonable and necessary if they include all of the following:

  • travel from the sponsored persons usual place of residence in Australia to their place of departure from Australia
  • travel from Australia to the country (for which the sponsored visa holder holds a passport) and intends to travel to
  • economy class air travel

1.5.2 If a sponsored person returns to Australia (whilst holding the visa for which the University sponsored them) after the University has paid their return travel costs, the University will not be required to pay the employee's return travel costs again.

1.5.3 This obligation starts on the day:

  • the visa is granted (if the sponsored person did not already hold a visa when the University nomination of the employee was approved), or
  • the University nomination is approved (if the person already held a visa in this subclass when the University nomination is approved).

1.5.4 This obligation ends on the day (whichever is the earliest):

  • another sponsor has the employee's nomination application for the sponsored person approved
  • the employee the University sponsored is granted another visa (other than a subclass 457 visa, a bridging visa, a criminal justice visa, or an enforcement visa), or
  • the employee the University sponsored has left Australia and the relevant visa (and any subsequent bridging visa) is no longer in effect.

1.5.5 The individual will be responsible for the costs of return travel if permanent residency is obtained or the employee accepts employment with another employer, who will then become responsible for repatriation and other associated costs for the employee and employee's family members.

1.6 The University may agree to support a Permanent Residency (PR) Visa. In order for an individual to be assessed for PR, the following conditions must be met:

1.6.1 The individual is currently working at the University on a University of Western Australia sponsored visa.

1.6.2 The individual has completed a minimum of 1 year of service with the University.

1.6.3 The University could not identify a suitable Australian candidate for an Academic or Professional / General Staff position, so an international candidate has been appointed.

1.6.4 A candidate already had working rights for Australia and PR forms part of their employment offer and conditions with the University.

1.6.5 The individual has a minimum of 2 years work remaining on their employment contract at the University following PR visa approval.

1.6.6 The request for PR has been instigated and approved by the hiring manager of the Faculty/School/Business Unit and Human Resources have been notified of this request in writing.

1.6.7 Individual requests for PR to Human Resources will be reverted back to hiring manager in accordance with this policy.

See Visa Information for a table highlighting the main differences between the various visa types available. This information is intended as a guide only and does not replace the expert advice which can be provided by DIBP.

Related forms:


TRIM File No:


Contact position:

HR Services - Recruitment

Related Policies or legislation:

Department of Immigration and Border Protection