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General Conditions
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B - 31 General Conditions
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31.1 Maximum Employment Hours (FTE)
As a general rule, employees are not able to work more than the equivalent of one (1) full time equivalent (FTE).
Employees may be employed in one, or several work areas, with varying fte’s but in total these should not exceed one (1) full time equivalent.
Employees may, during periods of leave without pay, participate in occasional casual employment incidental to their substantive position with the University but this must not exceed one (1) full time equivalent.
Part-time employment combined with paid leave to a maximum of one (1) full time equivalent is permissible.
Approval to exceed one full time equivalent (FTE) must be given by the Director, Human Resources and will only be granted in exceptional circumstances (eg a full time general employee undertaking casual teaching in addition to their full-time hours of work).
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31.2 Staff Exchanges and Placements with Other Organisations
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31.2.1 Participation
Participation in a programme of interchange of personnel with outside organisations may be approved by the Dean, Registrar or Executive Director (Finance and Resources) on the recommendation of the head of school or administrative area where it can be established that the exchange will be beneficial to the University, the organisation concerned and the individual staff members involved.
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31.2.2 Conditions
Staff members participating in an approved exchange or placement programme will be regarded as being on duty at the University with all existing and accruing rights preserved.
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31.2.3 Payments & Accruals
The University will ensure that, in respect of its own staff:
- salary and allowance payments continue uninterrupted with any recoup being arranged by the University direct with the other organisation;
- leave and other entitlements continue to accrue in accordance with normal conditions of service. Specific agreement on leave arrangements should be reached with the other organisation before the exchange takes effect.
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31.2.4 Conformity
The University will agree to employ the exchange or placement staff member in conformity with any agreement arranged between the University and the other organisation.
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31.2.5 General Issues
General issues regarding staff exchanges:
- Any exchange or placement agreement between the University and another organisation will identify the officer to whom the exchange or placement staff member will be responsible.
- If disciplinary action is required during the period of the exchange or placement, it will be initiated by the organisation to which the exchange or placement staff member is attached and administered in consultation with the employing organisation.
- Exchanges or placements would generally be arranged for periods between three and six months, depending on the circumstances, and can be terminated only if both parties agree.
- Reciprocal arrangements may be negotiated where requested in any particular case but reciprocity need not be simultaneous nor in the same employment field.
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31.3 Appointments Financed From Outside Sources
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31.3.1 Prior to Negotiations
Before negotiating with an outside body for funds to support an appointment for a limited period, members of staff should consult the Senior Deputy Vice-Chancellor to determine the University’s attitude to the proposal. Limited outside support for new appointments should not be sought, and normally will not be accepted, unless effectively required as bridging finance for either a staffing expansion predicted or a new development planned within the period of support.
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31.3.2 Research Grants
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31.3.3 Grant Recipients
Grant recipients, whose budget includes provision for staffing assistance, should note that all appointments made by the University are governed by the same general principles. Matters such as starting salaries and other conditions should be discussed with the Dean before negotiations are entered into with potential appointees.
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31.4 Employees Eligible for a Supported Wage
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31.5 Consultancy/Contract Work
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31.5.1 Individual
Where a school contracts with an individual, payments must be processed through the payroll system with the usual deductions for taxation. Payroll tax and workers’ compensation insurance are also applicable. The above applies even if that individual is part of a company. If a particular person is requested to perform the service then he or she is considered an employee and the payment must be processed by Human Resources.
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31.5.2 Restrictions
It is not possible for the University to contract with the particular individual and then pay a family company or partnership.
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31.5.3 General Payment
Where a school enters into a contract for services with a company or business partnership and it is not important which member of that company or business partnership performs the work then Financial Services may make a general payment, provided a formal invoice is submitted by the company or business partnership.
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31.5.4 Taxation
Should a school wish to enter into a contract for services and it is intended that contract payments not be taxed, the school should complete a ‘Request to Engage a Contractor’ form. Request forms should be forwarded to Human Resources for advice prior to entering into any contracts.
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31.5.5 Individual's Taxation
Consulting and contract payments to individuals which do not satisfy income tax requirements will be subject to income tax deductions and will be taxed at the maximum tax rate unless a 'Tax File Number Declaration' form (available from Human Resources) is submitted.
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31.6 Salary Packaging
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31.6.1 Salary Packaging General Information
Salary packaging is also referred to as salary sacrificing or total remuneration packaging. It is an arrangement between an employee and an employer, where the employee agrees to forego part of their salary or wages in return for your employer (or someone associated with your employer) providing benefits of a similar value.
Salary packaging is a voluntary option for eligible employees: The University strongly recommends that an employee who is considering salary packaging seek independent financial advice before entering into any agreement to package.
Salary Packaging at UWA is not available to casual employees at UWA.
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31.6.2 Who is Eligible to Salary Package?
To be eligible to salary package an employee must:
- have an employment contract for a minimum of three (3) months at the time of entering into salary packaging arrangement.
Employees who have less than a three month contract may apply to salary package. The application will be assessed by the Salary Packaging Coordinator on a case by case basis.
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31.6.3 Why does the University allow salary packaging?
Salary Packaging allows the University to provide flexibility for employees in regard to their pay.
Salary Packaging Fees
The University charges a fee for employees to salary package to cover administrative costs. A fee of 2.5% of the value of the packaged items is applicable to:
- 7% Unisuper or flexible contribution rate
- Staff Parking
E.g. An employee receiving a salary of $1500 per fortnight and packaging $100 worth of benefits will pay a fee of $2.50 per fortnight. The fee is subject to Goods & Services Tax (GST) which is included within the 2.5%.
A fee of 1% of the value of the packaged items is applicable to:
- Voluntary Contributions into superannuation
For all other salary packaging items the fee is 3% of the value of the packaged item.
E.g. An employee receiving a salary of $1500 per fortnight and packaging $100 worth of benefits will pay a fee of $3 per fortnight. The fee is subject to Goods & Services Tax (GST) which is included within the 3%.
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31.7 Job Sharing
The information in the Job Share booklet is currently being reviewed and updated. Please only consider this information as a guide. For more current information on the operations around Job Sharing, please contact the the HR Advisers within the HR Services section on 6488 4273 and 6488 4671
Back to Human Resources.
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31.8 Recognition of Prior Service
POLICY
Employees of the University who, immediately prior to appointment at the University, were employed by an Australian public higher education institution, Commonwealth Government Department or Western Australian Government Department are entitled to recognition of this service for long service leave and sick leave purposes.
Recognition of prior service should be discussed and documented as part of the recruitment process. However, in line with the University’s commitment to a fair and equitable selection process, a candidate’s application should not be eliminated from contention due to the existence of an entitlement to prior service.
This policy only applies at the time of commencing employment and should be negotiated at commencement.
STANDARDS and GUIDELINES
- Approved institutions:
- Australian higher education institutions
- Commonwealth Government Departments
- Western Australian Government Departments
Internal Transfers
Information relating to staff transferring from a school or administrative department in the University to another within the University can be found at:
Internal Transfers
Long Service Leave
- All continuous service with an approved institution prior to the date of appointment to this University counts as qualifying service if regarded as qualifying service for long service leave by the previous employer
- It is essential to note that where the employee has cleared, or received payment in lieu of, entitlements from a previous employer this is not transferable as an entitlement to this University
- Employers are obliged to pay out any full entitlements accrued while in their employ
- In principle, there should only be 2 week’s break between a person’s employment with a previous employer and subsequent employment with the University, however, with the approval of the Head of School, the break can include recreation leave provided the total period does not exceed the period of accrued recreation leave plus 2 weeks
- Employees are required to work for a minimum period of 3 years before clearing an entitlement. Access to LSL prior to 3 years is at the discretion of the School/Admin Dept.
- Salary is paid at the rate of salary applicable at the time leave is taken
- In the event of death of the employee, retirement on or after reaching age 55 or being retired on grounds of ill health, all previous uncleared qualifying service credited by this University is taken into account in determining the payment in lieu due under the long service rules of this University
Sick Leave
- Credits accrued with an approved institution prior to the date of appointment to the University are transferable on appointment, provided the break between ceasing employment with the previous employer and commencing employment at the University does not exceed 2 weeks, however, with the approval of the Head of School, the break can include recreation leave provided the total period does not exceed the period of accrued recreation leave plus 2 weeks
- All credits accrued at the University must be exhausted prior to accessing any transferred sick leave credits
Recreation Leave
- Previous employers are obliged to pay out all accrued recreation leave entitlements on resignation but at the request of the employee, and approval of the Head of School, monies representing accrued recreation leave may be transferred to the University only from State Government Departments
- Should the money transferred not cover the same period of leave, taking into account variations to salary, the period of leave credited should be adjusted accordingly
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