Salaries, Superannuation and Allowances

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34	Salaries, Superannuation and Allowances	[ View All ]

B - 34 Salaries, Superannuation and Allowances

34.1 Starting Salaries

Policy The starting salary in a prescribed range is, in all cases, determined by the Dean regardless of funding source and is not a matter for decision by a selection committee or grant recipient whose budget includes provision for staffing assistance. It is University policy to appoint new staff to the first step of the salary scale, however, exceptions may be recommended to and approved by the Dean when: the appointee is an existing University employee, in a position at the same level, whose salary step is above the minimum of the range. The employee will maintain the existing salary step and increment date. it can be demonstrated that the appointee has recent relevant experience in relation to the duties of the position. For appointment to Associate Lecturer (Level A) the minimum commencing salary for a person with a PhD or a person appointed as Course Controller is Step 07.

 

34.2 Superannuation

General Information Superannuation plans Eligibility Rules for the Superannuation Plans Contribution Rate New Appointment – Superannuation Salary & Allowances – Superannuation Contributions – Unpaid Leave (Leave Without Pay/Parental/Sick LWOP) Voluntary Contributions Salary Packaging Contributions Roll-Over (Transfer) of Superannuation Benefits to UniSuper Member Transferring to Another University Resigning/Retiring Staff – Claiming Superannuation Benefits UniSuper Website Superannuation Contact Details   General Information Academic Staff Agreement 2009 General Staff Agreement 2009 ELICOS Teachers Agreement 2005 Child Care Employees’ Agreement 2001 The superannuation arrangements for the university require staff to be members of the UniSuper plans. The Superannuation Plans are administered by UniSuper Management Limited in conjunction with the University’s Employee Benefits (Superannuation) Team – Human Resources.   Superannuation Plans Defined Benefit Division – Defined Benefit & Accumulation Accumulation 2 Accumulation 1 In the Defined Benefit Plan benefits are formula based with contributions invested as a single portfolio and used as required to pay benefits. For the Accumulation Plans most benefits are based on the balance in the member’s account, which is made up of contributions (less expenses and tax) plus interest.   Eligibility Rules for the Superannuation Plans (for UWA Staff) Staff on appointments deemed to be "Tenurable/Tenured/On-going/Fixed 2 years or more" the staff member is required to join the Defined Benefit Division – Defined Benefit & Accumulation / Accumulation 2 – refer notes. Staff on appointments deemed to be "Fixed less than 2 years" are enrolled in the Accumulation 1. For Casual Staff appointments staff members are enrolled in Accumulation 1 in cases where the member qualifies for Employer contributions under the Governments Superannuation Guarantee (SG) regulations. Note: For new members Defined Benefit Division is applied in the first instance. A member has 12 months to decide wether they wish to stay in the Defined Benefit Division or to transfer their existing defined benefit to Accumulation Super. After UniSuper have processed the new member application they issue to the member information on the plans including a Membership Options form for completion by the member.   Contributions Rates Staff on "Tenurable/Tenured/On-going/Fixed 2 years or more" appointments: 7% of salary by the member 14% of salary by the university, and 3% of salary by the university Variation to Contributions From 1 July 2006 a member will be able to pay contributions at a lower level than the standard 7% of salary. A Contribution Fact Sheet can be obtained from the UniSuper website. Staff may elect to forego the 3% employer (Award) superannuation contribution to the Accumulation Plans and receive a 3% non-superannuable salary loading in lieu. Information and application form can be obtained from HR website at HR Forms section. General Staff on salary classifications Level 1 to Level 4 have the option to apply for half-contribution membership – member contribution at 3.5% of salary (in lieu of 7% of salary). In this case the University will contribute 7% of salary & 3% of salary (in lieu of 14% % 3%). Information and application form can be obtained from HR website at HR Forms section. Staff that access the Deferred Salary Scheme are able to elect to maintain superannuation contributions based on the full-time rate. Staff are responsible for making the necessary arrangements for paying the difference between the employee’s proportional contribution and the employer’s contribution based on the full-time rate. Contact Employee Benefits( Superannuation) – Human Resources for further information. Staff on "Fixed" appointments (less than 2 years): 9% of salary by the university to the Accumulation 1 Casual Staff appointments and the staff member qualify under the Governments Superannuation Guarantee Contribution (SGC) regulations: 9% of salary by the university to the Accumulation 1   New Appointments – Superannuation The UniSuper booklet (including the membership application form) is attached to the university’s offer of appointment letter normally issued to the new staff member prior to the commencement of the appointment. Superannuation contributions are processed on salary payments from the commencement date of the member’s appointment. Under the superannuation plan membership rules it is a requirement that a member completes and submits the membership application form to UniSuper via Employee Benefits (Superannuation) – Human Resources M350. After a new member record is established on the UniSuper system the UniSuper Melbourne office issues to the member details of their membership and related information on the superannuation plans.   Salary & Allowances – Superannuation Superannuation contributions and entitlements for the UniSuper Plans are calculated on the member’s basic salary level (award salary rate) and permanent/on-going allowances (if applicable). Temporary allowances are not included as salary for superannuation purposes. UniSuper Trust Deed definition of "temporary allowance" being: Any allowance paid or payable by or on behalf of the employer to the member for a period of less than five years; and Any allowance paid or payable by or on behalf of the employer in connection with an agreement to terminate the employment of the member at a particular time.   Contributions – Unpaid Leave (Leave Without Pay / Parental / LWOP / Sick LWOP) Contributions to the Superannuation Plans are not normally paid during any periods of unpaid leave. Although contributions are not paid while the member is on unpaid leave membership to the Plans is maintained. Should the member wish to pay contributions while on unpaid leave the contributions must be paid direct to UniSuper by the member.   Voluntary Contributions A member can make "Voluntary contributions" either via payroll deduction or a lump sum payment (direct to UniSuper). "Voluntary contributions" cannot be paid to the UniSuper Defined Benefit Plan. Regular voluntary contributions via payroll deduction: The member is required to complete the "Regular Voluntary Contributions Election Form" and forward it to “Employee Benefits (Superannuation) – Human Resources M350”. The deduction will commence on the next available pay period. Lump sum contributions can be made: via BPAY via cheque payable to UniSuper Limited with the accompanying form. For information on BPAY refer to the UniSuper website Forms and the booklet “Building bigger benefits – Your guide to making more of your super” can be obtained from the UniSuper website or contact the Employee Benefits (Superannuation) – Human Resources.   Salary Packaging Contributions Members can elect to salary package their 7% of salary member contributions required to be paid under their UniSuper plan membership. Also a member can package additional voluntary contributions. The contributions are paid to the member’s UniSuper accumulation plan. Information on the University’s salary packaging arrangements can be obtained from the Co-ordinator Salary Packaging or via the HR website.   Roll-over (Transfer) of Superannuation Benefits to UniSuper Members may roll-over other superannuation benefits to their UniSuper plans (except the Defined Benefit Plan). The roll-over can be effected either by the member completing the UniSuper "Benefit Transfer Form" (and forwarding the Form to UniSuper) or contacting their former superannuation fund and completing the appropriate forms. The UniSuper "Benefit Transfer Form" can be obtained from the UniSuper website Or contact the Employee Benefits (Superannuation) – Human Resources.   Member Transferring to another University In most cases where a member is transferring to another university UniSuper membership is transferred, as all Australian universities are part of the UniSuper superannuation plans structure. Members transferring to another university should notify the Employee Benefits (Superannuation) – Human Resources.   Resigning/Retiring Staff – Claiming Superannuation Benefits Under Government regulations, in most cases superannuation benefits must be preserved in an Australian complying superannuation/rollover fund until retirement age. At the time a member leaves their job the HR Services Team includes a copy of the UniSuper booklet “Leaving your job – A guide to your super options when you leave your job” with the University’s letter confirming the member’s resignation/retirement notice. The booklet provides an overview of the options available to the member in relation to their superannuation benefits in the UniSuper plans. As superannuation membership changes on resignation/retirement the Employee Benefits (Superannuation) – Human Resources team notifies UniSuper that the member has ceased UWA employment (and where applicable confirm salary data and contribution data). For retiring staff members the UniSuper (Melbourne) office will provide the member with details of benefits, benefit options and other related documents at the earliest possible date after retirement. The documents include a payment instructions advice for completion by the member. On receipt of the member’s payment instructions advice UniSuper will process the payment of benefits accordingly. For resigning staff members the UniSuper (Melbourne) office will contact the member in due course to ascertain the member’s preferred option in relation to their superannuation benefits – retain benefits with UniSuper, transfer benefits to another superannuation fund are some of the options available. As correspondence from UniSuper to members is sent to the member’s home/postal address any change of address should be notified, either direct to UniSuper or via Employee Benefits (Superannuation) – Human. The UniSuper website section “When I Change Jobs” provides detailed information when changing jobs. Temporary residents departing Australia need to refer to the Australian Taxation Office.   Superannuation Contact Details UniSuper Level 37 385 Bourke Street Melbourne Vic 3000 Telephone: 03 9691 4100 Fax: 03 9691 4141 Website: www.unisuper.com.au Member Helpline: 1800 331 685 Email: enquiry@unisuper.com.au Employee Benefits (Superannuation) – HR Systems and Employee Benefits Terry Kelleway – Superannuation Officer Telephone: 6488 3042 Fax: 6488 7138 Email: terry.kelleway@uwa.edu.au Jenny Huband – Benefits Officer Telephone: 6488 7958 Fax: 6488 7138 Email: jenny.huband@uwa.edu.au   UniSuper Website – www.unisuper.com.au The website provides information on the superannuation plans, investment performance, pension products and related areas, including news & updates on UniSuper and superannuation. "Member Online" facility: Members can register on the UniSuper website and have access to the "Member Online" facility. The facility allows a member to view their online account balance plus update address and beneficiary details. Publications & Forms: All the UniSuper publications, forms and fact sheets can be obtained from the Forms & Brochures section on the UniSuper website. Registering online for UniSuper seminars UniSuper runs free seminars for all members at major campuses around the country. Topics include investments, retirement planning, and UniSuper products and services. Refer to Seminar section on the UniSuper website.

 

34.3 Guidelines for The Payment Of Discretionary Allowances

34.3.1 Guidelines For The Payment Of Discretionary Allowances

34.3.1.1 Purpose

The guidelines for payment of discretionary allowances have five objectives: To remain competitive in the higher education sector To help meet the objective to 'Recruit, develop and retain the highest quality staff' To provide managers and supervisors with clear and transparent options so they can select the most appropriate way to reward their staff beyond the University salary scale To ensure the classification system for general staff retains its integrity by association of the base salary scale with the relevant descriptors; and To develop greater understanding among University staff of the existing classification system for general staff, thus avoiding ‘ad hoc’ arrangements which contribute to confusion and frustration.

 

34.3.1.2 Basis for Payment of Discretionary Allowances

Supervisors may reward staff for one or more of the following reasons: undertaking extra duties or responsibilities high demand of skills (either on a personal level or for market reasons) high level performance. Excluded from these guidelines are payments associated with overtime, penalty rates, shift work, travelling, mileage etc, which are covered by University agreements.

 

34.3.1.3 General Principles for the Payment of Discretionary Allowances

Unless there is specific approval by the Deputy Vice-Chancellor no member of staff will receive more than two allowances in any one year Allowances, in general, will be defined as a percentage of an individual’s base salary, eg 5% Payment of allowances (or the equivalent in benefits) is the responsibility of the school/ unit in which the staff member is employed and there must be adequate income to cover payment over the specified period With the exception of market allowances, the possibility of making discretionary payments above the relevant salary scale is likely to occur during the appointment process and should not be part of the initial recruitment process Merit, Distinction and Market Allowances have review periods Identification of staff receiving allowances and their quantum is confidential to management staff. Information about job groups subject to market allowances will be publicly available For management reporting purposes Deans and their equivalents shall receive annual statements from Human Resources listing staff receiving allowances and their quantum Part time or fractional staff in receipt of an allowance shall be paid on a pro rata basis The granting of any allowance in accordance with this policy is discretionary. The University may alter the terms of this policy at any time

 

34.3.1.4 Identifying the Most Appropriate Allowance

The three tables below summarise the range of discretionary payments available. Unless specifically noted all are available to either academic or general staff. The appendices provide details of each allowance. Rewarding a member of staff for additional duties or responsibilities. Name of Allowance : Additional Responsibilities Allowance 129V, 129F(Agreed Rate) Purpose Level of Approval Level of Allowance Payment Method Time Limits Payment for performance of discrete duties additional to designated tasks. Dean or equivalent on recommendation of Head of School or supervisor after discussion with the Employee Relations Officer, Classifications Agreed rate based on the work value of the additional responsibilities. To be negotiated between parties and can vary with each individual case. Paid f/nly either as fixed dollar amount (i.e. not subject to any increases) 129F or Dollar amount linked to a salary level (i.e. subject to adj with salary increases) 129V For term of performance of additional responsibilities. Initially for 3 months. Not superannuable   Name of Allowance : Designated Role Allowance (Academic Staff – eg Director of Centre, Chair of Discipline) 129F,129V,129P (Agreed Rate or %) Purpose Level of Approval Level of Allowance Payment Method Time Limits Payment for performance of a designated University role. Senior Deputy Vice-Chancellor on advice of the Dean or equivalent in accordance with existing policy. To be negotiated with the Senior Deputy Vice-Chancellor. May also include time and/or other conditions (eg Car) Paid f/nly as negotiated dollar amount, (fixed or variable) 129F, 129V or 129P (% of base salary – varies with movement in salaries) Term of the designated role. Not superannuable   Name of Allowance : Head of School 124A,124B,124C Purpose Level of Approval Level of Allowance Payment Method Time Limits Payment for recognised University role. Dean 124A small school 124B medium school 124C large school Paid fortnightly – fixed Term of the designated role. Not superannuable   Name of Allowance : Higher Duties Allowance (General Staff) No code required Purpose Level of Approval Level of Allowance Payment Method Time Limits Payment for performance of duties of another position. Head of School Payment at minimum salary point of the Higher Duties Allowance position Paid f/nly at appropriate rate for position in which acting (varies with movement in salaries) For term of acting period. Maximum one year before review. Not superannuable     Rewarding a member of staff whose special skills and knowledge are in high demand. Name of Allowance : Market Allowance 125F (Agreed Rate) Purpose Level of Approval Level of Allowance Payment Method Time Limits There is a demonstrated market demand for the person’s desired skills and knowledge at a salary above the UWA scale Director, HR on recommendation of the Dean or equivalent To be negotiated with the Director, HR Paid f/nly as a fixed dollar amount, not varied with movements in base salary Initial term of up to three years. Extensions approved, on reapplication, for maximum of 2 years. Not superannuable   Name of Allowance : Attraction/Retention Remuneration 126P,126V (Agreed rate or % as negotiated) Purpose Level of Approval Level of Allowance Payment Method Time Limits Additional remuneration in order to attract and retain the expertise of a particular individual, or to recognise the sustained high level performance of an individual, or value of the employee to the University Senior Deputy Vice-Chancellor/ DHR on recommendation of the Dean or equivalent The level of remuneration /allowance to be negotiated with the Pro Vice-Chancellor (Academic) Paid to a $ salary figure or as an allowance as a % of salary. Paid fortnightly; calculated amount varies with movement in salaries Ongoing and superannuable Quantum can be reviewed at request of either party     Rewarding a member of staff for high level performance. Name of Allowance : Merit Allowance 127F (Agreed Rate) Purpose Level of Approval Level of Allowance Payment Method Time Limits Payment granted in recognition of outstanding performance (limited to staff for whom no increment is available) Senior Deputy Vice-Chancellor on recommendation of the Dean or equivalent To be negotiated with the Senior Deputy Vice-Chancellor Paid f/nly as a fixed dollar amount, not varied with movements in base salary. Initial term of up to 3 years. Extensions approved, on reapplication for maximum of 2 years. (Not superannuable)   Name of Allowance : Distinction Allowance (Academic Staff) 128F (Agreed Rate) Purpose Level of Approval Level of Allowance Payment Method Time Limits Annual payment to members of one or more of the four Australian Academies Dean. Renewal subject to approval of the Vice-Chancellor on recommendation of the Dean Payment of a maximum $10,000 per annum Paid f/nly as a fixed dollar amount or as a single annual payment. (not varied with movements in base salary) Initial term of up to 3 years. Extensions approved, on reapplication, for maximum of 2 yrs. (Not superannuable)   Name of Allowance : Bonus Payment 504 (Agreed Rate) Purpose Level of Approval Level of Allowance Payment Method Time Limits Payment in accord with outcomes negotiated previously on either an individual or group basis Dean or equivalent on recommendation of Head of School or supervisor on the advice of Human Resources regarding work value To be negotiated with the Senior Deputy Vice-Chancellor Paid as a single annual payment Maximum of one such payment per annum unless otherwise negotiated with the Deputy Vice-Chancellor (Not superannuable)   Name of Allowance : Accelerated Increment No code required Purpose Level of Approval Level of Allowance Payment Method Time Limits Payment granted in recognition of exceptional performance School Manager and above To a maximum of two increments in a single year unless otherwise negotiated with the Senior Deputy Vice-Chancellor Paid f/nly at appropriate rate for salary step Not applicable   Name of Allowance : Salary Progression (General Staff) 123 Purpose Level of Approval Level of Allowance Payment Method Time Limits Personal reclassification to one level above classified level of position based on excellence in performance or for additional duties Salary Progression Committee on recommendation of Head of School or supervisor Access to the penultimate step in the next level Paid f/nly at appropriate rate for salary step. Varies with movement in salaries 1 year in first instance then reviewed on an annual basis until penultimate step of new level is reached. Then to be reviewed every 2 years. (Not superannuable)

 

 

34.3.2 Additional Responsibilities Allowances (ARA) including Designated Role Allowances

34.3.2.1 Policy An Additional Responsibilities Allowance (ARA) may be paid to a member of the University staff who undertakes some discrete, additional work or area of responsibility which is not normally part of her/his negotiated duties. In the case of academic staff such additional duties may include above load teaching including summer terms or overseas. Additional Responsibilities Allowances may also be paid to those academic staff who perform designated University roles such as Chair of the Academic Board, Head of School or, in some circumstances, Directors of Centres.     34.3.2.2 Procedures General Staff The classification of the ARA (and its dollar value) should be established in relation to the work value of the additional duties to maintain the integrity of the classification system as it is possible the additional responsibilities may lead to future reclassification of the position. Guidance should be sought from Employee Relations Officer, Classifications on how best to assess the appropriate level of allowance. A written recommendation (memo) from the head of school or supervisor should document the additional duties and their assessment and be sent to the Dean (or equivalent) for approval. Once approved must be submitted to the Employee Relations Officer, Classifications, M350 for final approval before processing in HR Services. Usually an ARA will be approved for up to three months in the first instance and should be reviewed prior to renewal. Where an ARA is likely to extend beyond this period, consideration should be given to using Salary Progression or reclassification as the appropriate mechanism to recognise the additional responsibilities. Academic Staff A dollar value for the additional duties should be negotiated with reference to the quantum of payments made for similar duties elsewhere in the University. A written recommendation from the head of school or supervisor should document the additional duties and agreed rate of payment and be sent to the Dean for approval. Where the ARA involves a designated University role refer to Position of Responsibility, for current policy regarding payment of Deans and Heads of School. Schools should ensure that funds are available prior to recommending an Additional Responsibilities Allowance, particularly for grant-funded positions where funds may be restricted to a particular point on the range. When the ARA has been approved, all details should be submitted by memo to HR Services for processing and payment.

 

34.3.3 Higher Duties Allowance – General Staff

34.3.3.1 Policy Higher Duties Allowance is payable when a position is vacant or when the duties are not being undertaken by the occupant eg occupant is on leave. A Higher Duties Allowance will be approved for a period of five consecutive working days or more. Where the period is longer than three months consideration should be given to filling the position either as a temporary transfer or on an ongoing basis.     34.3.3.2 Procedures A Higher Duties Allowance is calculated as the difference between the staff member’s current salary and the minimum salary point for the position. Where no difference exists, no allowance shall be payable. A Higher Duties Allowance may be paid in full or in part. Where a full time commitment to undertake all of the duties of the position is required it will be 100%. Where a partial Higher Duties Allowance is paid it shall be negotiated with the staff member prior to commencement of the duties. A partial Higher Duties Allowance is appropriate in the following circumstances: a part time commitment to undertake the duties of the position is required only part of the full range of duties of the position is required due to a cyclic or seasonal variation Recommendations for Higher Duties Allowances must be signed by Approved Delegate. In normal circumstances a Higher Duties Allowance will be approved for up to three months in the first instance and should be reviewed prior to renewal. Schools should ensure that funds are available prior to recommending a Higher Duties Allowance, particularly for grant-funded positions where funds may be restricted to a particular point on the range. A Higher Duties Allowance will be paid to an employee who is on leave in the following circumstances: The staff member has been receiving the allowance for a period of twelve months or more and has proceeded on normal annual leave or other approved leave of absence of not more than one calendar month. The staff member has been receiving the allowance for a period less than twelve months and has proceeded on normal annual leave or other approved leave of not more than one calendar month, and no other staff member has undertaken the acting duties during this period. Any member of staff receiving a Higher Duties Allowance required to undertake paid overtime shall be paid at the Higher Duties Allowance salary rate if the duties relate to the Higher Duties Allowance position. When approved all details for the Higher Duties Allowance should be submitted to Human Resources for processing and payment.

 

34.3.4 Market Allowances for University Staff

34.3.4.1 Policy Market Allowances

 

34.3.5 Attraction/Retention Remuneration for University Staff

34.3.5.1 Policy Attraction remuneration is negotiated at the commencement of the appointment. Retention remuneration may be offered during the course of an appointment where it is highly desirable to retain the services of the staff member. Attraction/retention remuneration will be limited in number and is likely to be used particularly at the level of distinguished senior academic staff and senior general staff where high quality leadership can make a competitive difference to the University. Retention remuneration may be offered where the staff member is highly skilled and loss of their services may create significant problems.   34.3.5.2 Procedures Deans (or equivalent) may establish a Remuneration Advisory Committee to advise on payment of allowances. Written requests for attraction/retention remuneration or variations to attraction/retention remuneration should include a detailed justification for the remuneration and be forwarded to the Dean (or equivalent) by the head of school/section or supervisor. The Dean (or equivalent) shall assess each submission for attraction/retention remuneration and make a recommendation to the Senior Deputy Vice-Chancellor. Each recommendation must include a written statement outlining: the qualities and contribution that staff member brings/would bring to the University the amount of the proposed attraction/retention remuneration the source and adequacy of funding for payment Attraction/retention remuneration will be paid as a percentage of the base salary at the time of awarding, or as a $ salary figure. ‘Base salary’ means the salary point in the relevant University salary scale paid to the member of staff. It does not include any allowance paid to the member of staff. In considering recommendations for attraction/retention remuneration the Senior Deputy Vice-Chancellor will take into account the existing distribution of attraction/retention remuneration within the faculty, the reasons for the recommendation and any other factors. The Dean (or equivalent), in making recommendations for attraction/retention remuneration, shall identify the source of funding. Funds may be drawn from any available faculty or school source. In the absence of identifiable funding, attraction/retention remuneration shall not be granted. In instances where the Senior Deputy Vice-Chancellor does not concur with a recommendation, the Dean (or equivalent) shall be notified in writing. Deans (or equivalents) will be responsible for : assessing applications advising unsuccessful applicants recommending to the Senior Deputy Vice-Chancellor any attraction/retention remuneration which they support Attraction/retention remuneration will be paid fortnightly in addition to salary and will vary according to salary movements and are ongoing and superannuable. The quantum of attraction/retention remuneration can be reviewed at any time at the request of either party. The grant or refusal by the Senior Deputy Vice-Chancellor of attraction/retention remuneration is entirely discretionary and decisions are final. Members of University staff who are guilty of disciplinary or unsatisfactory performance procedures may have any attraction/retention remuneration ceased. Attraction/retention remuneration is available to University staff on fixed term appointments or on tenured/ongoing appointments. Where the member of staff in receipt of attraction/retention remuneration successfully applies for promotion through normal procedures and this results in an increase in base salary, the percentage or $ amount of the attraction/retention remuneration shall be reviewed. Deans (or equivalents) shall report the number of attraction/retention remuneration recipients and their aggregate amount annually to the Vice-Chancellor.

 

34.3.6 Merit Allowances for University Staff

34.3.6.1   Policy Merit Allowances

 

34.3.7 Distinction Allowances (Academic Staff)

34.3.7.1 Policy A distinction allowance is a fixed sum payment to members of Australian Academies (the Academy of the Humanities, the Academy of Social Sciences, the Academy of Science, or the Academy of Technological Science and Engineering) as a means to recognise exceptional performance.     34.3.7.2 Procedures Distinction allowances will be subject to the approval of the Dean who shall identify the source of funding. A distinction allowance shall be paid as a single annual payment or as a non superannuated fixed dollar sum and recommended for an initial period up to three years. It will cease at the end of the initial period for which it was approved. Any application for extension is to be considered as a new application and approved for a maximum period of two years subject to a review of performance. Alternatively the recipient may choose to have the payment made to a school research account. When approved, details of the distinction allowance should be submitted to Human Resources for processing and payment if the payment is being made to the person concerned or to Financial Services if the payment is being made to a research account. Deans shall report the number of distinction allowances and their aggregate amount annually to the Vice-Chancellor.

 

34.3.8 Bonus Payments

34.3.8.1 Policy A bonus payment may be made on achievement of negotiated outcomes to staff either as individuals or as a group on recommendation of the head of school or supervisor and approval of the Dean (or equivalent). Bonus payments will be limited in number.   34.3.8.2 Procedures Bonuses are flat sum, one-off payments made as a single non superannuated annual payment unless otherwise negotiated with the Senior Deputy Vice-Chancellor. The Dean (or equivalent), in approving recommendations for bonus payments, shall identify the source of funding. Funds may be drawn from any available faculty or school source. In the absence of identifiable funding no bonus payment shall be granted. When approved, all details for the bonus should be submitted to Human Resources for processing and payment. Deans (or equivalent)s shall report the number of bonus payments and their aggregate amount annually to the Vice-Chancellor.

 

34.3.9 Accelerated Increments

34.3.9.1 Policy It is expected that members of University staff will progress through the University salary scale and receive annual increments based on satisfactory performance and where it can be demonstrated that exceptional circumstances exist or that the staff member has performed her/his duties in an exceptional, rather than competent, manner, payment of an accelerated increment may be considered.   34.3.9.2 Procedures Applications for accelerated increments should be recommended by the supervisor for approval by the School Manager and above. Applications for accelerated increments will not normally be considered in the first year of an initial appointment. If the University staff member is already at the maximum of the salary range or if there is no incremental range for the position then a merit allowance or salary progression should be considered. An accelerated increment will generally be paid at the normal increment date. At this time the staff member will be advanced by two points rather than one. The existing increment date is preserved. Schools should ensure that funds are available prior to recommending an accelerated increment, particularly for grant-funded positions where funds may be restricted to a particular point on the range. When approved all details for the accelerated increment should be submitted to Human Resources for processing and payment.

 

34.3.10 Salary Progression

34.3.10.1 Introduction Purpose To recognise and reward the outstanding performance of individual general staff members, the University has developed a Salary Progression Scheme to allow staff access to the next salary level beyond their substantive classification level. Outstanding performance can also include cases where a staff member is undertaking additional duties that warrant recognition, but are not enough to warrant a reclassification of the position. Application for salary progression may be based on both excellent performance and ongoing additional duties. Salary progression should not be viewed as a system for rewarding long service, or those who work long hours. The latter can be dealt with by overtime, time in lieu or commuted overtime allowance. Eligibility The following criteria must be met in order for staff to apply for and continue to receive an allowance under the Salary Progression Scheme. Staff must: hold a fixed term or ongoing appointment (including part-time and job share staff, but not casual appointments); hold an appointment at level 2 to level 9; have been at the top of the salary range of their substantive level held for a minimum of 12 months (staff who have access to the salary protection point must have completed 12 months at this point); and not be subject to unsatisfactory performance/behaviour procedures. In cases where staff are already in receipt of a salary progression allowance and become subject to formal unsatisfactory performance/behaviour procedures, the allowance will cease. Job share applicants will be treated on their individual merit not with their job share partner. Staff holding an appointment funded by the National Health and Medical Research Council (NH&MRC) or the Australian Research Council (ARC) are NOT eligible to apply.   34.3.10.2 The Nature Of The Salary Progression Allowance Access to salary progression is by way of a temporary, renewable allowance. This allowance: will be for a period of one year in the first instance; will not attract superannuation; will continue to be paid during periods of paid leave; will, as a general rule, be paid to the first point of the next level (or the next highest salary point to the substantive salary); will be reviewed annually at which time the allowance may be increased to the next point of the salary range to a maximum of the penultimate point (note this excludes the salary protection point); and upon reaching the penultimate point the allowance will be reviewed every two years;   34.3.10.2.1 Criteria For Salary Progression Excellent Performance Excellent performance is defined as: the performance of staff who contribute to the goals of the University and of the school beyond what is expected of a competent employee. It would be expected that salary progression under excellent performance criteria requires that the staff member demonstrates overall excellence. The following criteria may be used as a guide to demonstrate excellent performance across a range of areas. It is not intended that staff would necessarily meet all of the criteria listed below: readily accepts increased responsibility [eg. demonstrates ability to supervise other staff if required (where not a requirement of the job), demonstrates significant multiskilling, performs duties and responsibilities beyond current classification level on a temporary basis responds positively to unusual requests demonstrates an ability to think laterally displays outstanding flexibility displays initiative beyond the basic requirement of the job displays an ability to think ahead demonstrates an exceptional level of technical skills is proactive in recognising need for change and recommending improved procedures and work practices demonstrates an ability to think strategically (where this is not a requirement of the job) demonstrates outstanding communication skills promotes team work (as a member of a team and not the leader)and/or demonstrates leadership qualities (not necessarily as a delegated supervisor) Although all applications for salary progression must related to the staff member's current job, examples to demonstrate excellent performance can be drawn from prior years, provided they are within two years of the application. Where an employee whose salary progression is approved on the basis of excellent performance transfers or is seconded to another position at the same level, the employee will be entitled to retain the Salary Progression Allowance subject to annual review. Additional duties: classification based Where the application for salary progression is based on additional duties the following criteria must be met in relation to these duties: must be demonstrated and confirmed by the Head of School/Section; must be ongoing in nature; must be work value related; must warrant a higher classification level (when assessed under DWM descriptors); and must not be significant enough to warrant a reclassification of the position. Where an employee whose salary progression is approved on the basis of additional duties transfers or is seconded to another position at the same level, the Salary Progression Allowance will cease. The individual will only receive the Salary Progression Allowance while he/she remains in the substantive position and continues to perform the additional duties. When an application is based on additional duties, the Employee Relations Officer will be requested to review the application and provide brief comments to the Committee. If the Classification Officer is of the view that the position should be reclassified, the application will be referred to the Classification Review Committee. The staff member would be informed in such instances.   34.3.10.3 Application Process Applications may be initiated either by the staff member, the supervisor or the Head of School/Section. To facilitate the workings of the Salary Progression Committee all applications must be completed using the prescribed form. The application form must be completed and submitted through the supervisor and the Head of School/Section. Supervisors are required to make detailed and relevant comments. The Head of School/Section will be required to make a comment on the application. These comments must be sighted by the applicant, who has a right to respond to his/her HOS/S’s comments if necessary. The Head of School/Section may request a separate report from the applicant's direct supervisor. The staff member has the right to respond to any separate report. All applications must then be forwarded to the Director, Human Resources via the Dean of the appropriate faculty, Executive Director, Finance and Resources, University Librarian or Executive Director (Academic Services) and Registrar (as appropriate). Applications must include the following: current duty statement; selection criteria for the position; and a statement addressing the basis of the application; excellent performance and/or additional duties. Evidence of excellent performance should be provided. Specific examples of the nature of additional duties should be included. Applicants can include any of the following to support their application: references received from supervisors; letters of commendation; examples of efficient handling of work, throughput of work, flexibility in the performance of duties; ability to liaise; names of assessors who may be approached by the Committee for a recommendation, if required; University service; (eg service on committees and working outside of normal job requirements) and General Staff Development Review forms.   34.3.10.4 Approval Procedure All applications will be considered by the Salary Progression Committee. Excellent Performance The Committee will normally make its decision based only on the information provided in the application submitted. Therefore the application needs to clearly demonstrate how the staff member meets the criteria for salary progression based on excellent performance. Additional Duties The application will in the first instance be assessed by Human Resources under the DWM descriptors. A recommendation will be attached to the application and forwarded to the Committee for consideration. Further Information The Committee may request further information as it deems necessary. Staff will be notified in writing of the result of their application. Successful applications will be effective from the next pay period following the date of receipt of the application by the Director, Human Resources. Where documentation is incomplete, the date of effect will be the first day of the pay period commencing on or after the date that full documentation and approvals are received. The Committee will make recommendations for salary progression to the Deputy Vice-Chancellor. Review of Salary Progression Allowances The Head of School/Section is responsible for reviewing the status of Salary Progression Allowances annually. Excellent Performance The Head of School/Section is required to submit a memorandum to the Salary Progression Review Committee confirming ongoing excellent performance and recommending progression to the next salary increment. In exceptional circumstances, where such a recommendation cannot be made, the Head of School/Section must submit a detailed memorandum to enable the Committee to recommend an appropriate course of action. In such circumstances: the Head of School/Section must inform the staff member; the staff member has the right to submit relevant documentation which may assist the Committee in its deliberations; and the Committee will make the final recommendation as to whether the allowance is to continue or cease. In the instance of continuance the Committee will recommend whether an increment is to be paid. Additional Duties The Head of School/Section is required to submit a memorandum to the Salary Progression Review Committee confirming that the additional duties upon which the original application was based are still accurate and ongoing. In such cases the employee will progress to the next salary increment. Upon reaching the penultimate point the allowance will be reviewed every two years. Where there have been further additions to the duties, advice should be sought from the Employee Relations Officer as it may be appropriate to submit an application for reclassification. Where the staff member is no longer required to perform the additional duties the Committee will recommend that the allowance cease.   34.3.10.5 Salary Progression Committee Responsibility of the Salary Progression Committee The Salary Progression Committee will assess all applications for salary progression. Membership of the Committee is as follows: Mr R Farrelly (Chair) Mrs Sasha Gabelish (Executive Officer) Associate Professor Ian Saunders (Vice-Chancellor’s nominee) Ms Vivienne Blake Mr Malcolm Fialho Ms Sue Beardman Ms Diane Christensen Mr Tom Stewart Mr John Wintle (Note 1) NOTE 1 – The relevant union representative for the position/s under consideration will sit on the Committee. Terms of reference (1) To consider applications for salary progression based on the documentation submitted and on additional information sought by the Committee as required. (2) To make recommendations to the Senior Deputy Vice-Chancellor. In cases where the Senior Deputy Vice-Chancellor disagrees with the recommendation, the case will be referred back to the Committee to consider the concerns raised. Any cases referred back to the Committee may be for the purpose of seeking further information or clarification. Dispute Resolution Process As a general rule decisions will be made on the documentation provided to the Committee. It is open to the Committee to determine its own process ensuring natural justice to the applicant and others. Where insufficient detail is provided, the Committee may defer dealing with the case to obtain further information. It is open for the Committee to hold the case over to the next meeting or where practicable, to circulate the information to Committee members for decision between meetings. In exceptional circumstances, the Committee may agree to hear from the applicant and supervisor or relevant University manager. In such circumstances the general process will be as follows: The applicant has the right to bring a support person but that person is not to act as an advocate. All parties should be invited in to the Committee meeting and hear each others information. The applicant should go first and briefly speak to their case. The University Supervisor/Manager and/or Committee members have the right to ask questions. The University Supervisor/Manager may then address the Committee following which the applicant and/or Committee may ask questions. The applicant may then address the committee but only on issues raised by the University Supervisor/Manager and which have not already been addressed. The Committee reserves the right, should it so decide to ask either or both parties to leave the meeting if it believes there is a need to discuss any issues in private. On having heard from both sides the Committee will thank the parties for attending and debate the merits of the case in private.   34.3.10.6 Review Of Salary Progression Scheme The salary progression scheme is to be reviewed every two years. Further details regarding the salary progression process are available from Human Resources on extension 3004.

 

34.3.11 Clinical Loadings

34.3.11.1 Medical and Dental Staff Clinical loadings are paid to certain medical and dental academic staff in recognition of their particular responsibility for patient care and the need to retain some parity between the University academic clinician and the hospital specialist who performs like duties and has similar responsibilities. Funding for clinical loadings is provided by the Department of Education, Science & Training (DEST).   34.3.11.2 Australian Universities Academic and Related Staff (Salaries) Award The Australian Universities Academic and Related Staff (Salaries) 1987 states, in respect of this University: An entitlement to a full clinical loading rather than to a para-clinical or pre-clinical loading should be determined by the nature and extent of the person’s patient care responsibilities. The clinical loading for a medically qualified full-time professor, associate professor, senior lecturer and lecturer employed in a medical school and responsible for patient care should be in accordance with code X020A of the salary schedule. Medicine and Pharmacology Surgery and Pathology Women's and Infants' Health Paediatrics and Child Health Primary Health Care Psychiatry & Clinical Neurosciences The clinical loading for a medically qualified full-time professor, associate professor, senior lecturer and lecturer employed in a para-clinical school should be in accordance with code X030A of the salary schedule. Surgery and Pathology Biomedical and Chemical Sciences The clinical loading for a medically qualified full-time professor, associate professor, senior lecturer and lecturer employed in a pre-clinical school should be in accordance with code X040A of the salary schedule. Biomedical and Chemical Sciences Anatomy & Human Biology Dental The clinical loading for a dentally qualified full-time professor, associate professor, senior lecturer and lecturer employed in a medical school or dental school in the teaching of medical or dental students should be in accordance with code X040A of the salary schedule. Note: The descriptions of staff eligible to claim clinical loadings contained in the clauses above should not be regarded as definitive. Any new claim for payment of a clinical loading should be referred to the Manager Employee Relations and Management Services. Schools must advise Human Resources when staff are to receive the Clinical, Para Clinical or Pre Clinical loading.   34.3.11.3 Superannuable Clinical loadings are superannuable and paid to entitled staff during study, recreation and long service leave.

 

34.3.12 Supplementary Clinical Allowances

34.3.12.1 DEST Funds Clinical loadings funded by DEST are insufficient to cover the gap between academic salaries and those paid to hospital specialists. Consequently agreement was reached to supplement salaries paid to certain clinical academics. The supplementation is funded by the WA State Government and paid through the teaching hospitals. Not all staff who receive the DEST funded clinical loading are eligible to receive the supplementary clinical allowance.   34.3.12.2 Full time Clinical Academics The supplementary clinical allowance will normally be paid to full time clinical academics. The allowance will not be paid to clinical academics who are employed on a part time basis by the University and who then engage in private practice or work on a sessional basis for hospitals.   34.3.12.3 Eligible Schools Clinical academics employed in the following Schools within the Faculty of Medicine and Dentistry who engage in clinical work for a teaching hospital will receive the allowance. Medicine and Pharmacology Women's and Infants' Health Paediatrics and Child Health Surgery and Pathology Psychiatry and Clinical Neurosciences Clinical academics employed in the following school within the Faculty of Life and Physical Sciences who engage in clinical work for a teaching hospital will receive the allowance: Biomedical and Chemical Sciences   34.3.12.4 Ineligible The allowance will not be paid to preclinical, social and preventative medicine and general practice academics.   34.3.12.5 Affected Schools The schools in the Faculty of Medicine and Dentistry which employ medically qualified academics affected by this are: Primary Health Care Population Health The school in the Faculty of Life and Physical Sciences which employ medically qualified academics affected by this is: Biomedical and Chemical Sciences   34.3.12.6 The State The WA State Government will not be responsible for funding the supplementary clinical allowance for clinical academic positions which are funded by the following organisations. (In most cases the organisations have funded the allowance.) Cancer Foundation Ford Foundation Lions Eye Institute Muscular Dystrophy Research Foundation Master of Public Health Foundation National Heart Foundation National Health and Medical and Rheumatism Foundation Department of Veteran Affairs Hollywood Private Hospital Centre for Applied Cancer Studies   34.3.12.7 Study Leave The supplementary clinical allowance is payable during study leave.   34.3.12.8 Superannuable Schools must advise Human Resources if staff are to receive the Supplementary Clinical Loading. The supplementary clinical allowance is superannuable.   34.3.12.9 Salary Movements The allowance will be adjusted to reflect movements in salary and loading paid to hospital and university staff.   34.3.12.10 Payment The allowance shall be paid fortnightly including during absences on approved annual, sick, long service leave and conference leave (up to the equivalent leave entitlements of a full time member of the hospital staff), but not where the monetary value of such leave is paid on resignation, retirement or dismissal and is calculated as follows: Professor The difference between 105% of the base rate for a full time Consultant (Year 8) Level 22 less leave loading and the base salary plus maximum clinical loading paid to a professor. Associate Professor The difference between 95% of the base rate for a full time Consultant (Year 8) Level 22 less leave loading and the base salary plus maximum clinical loading paid to an associate professor. Senior Lecturer The difference between 85% of the base rate for a full time Consultant (Year 8) Level 22 less leave loading and the base salary plus maximum clinical loading paid to a senior lecturer. Lecturer The difference between 80% of the base rate for a full time Consultant (Year 8) Level 22 less leave loading and the base salary plus maximum clinical loading paid to a lecturer. Others For sub-professorial academic staff the composite salary package (base UWA salary + clinical loading + special clinical allowance) shall not exceed the salary of a full time Consultant at the equivalent level. The composite salary for a lecturer shall not exceed that for a senior lecturer and the composite salary for a senior lecturer shall not exceed that for an associate professor.

 

 

34.4 Incremental Progression

Academic Staff Agreement 2009 General Staff Agreement 2009   Policy Employees, subject to satisfactory performance and according to Professional Development Review procedures, will proceed by annual increment through the salary range appropriate to the classification of the position occupied, to the maximum of the range. The University may, in exceptional circumstances, advance an employee more than one increment or grant a special increment or increments in the salary range appropriate to the classification of the position occupied. Supervisors are strongly encouraged to seek assistance from Employee Relations and Management Services in circumstances where, they believe, it is appropriate to withhold an increment. Academic Staff For incremental purposes performance is to be assessed on factors concerned with the level of teaching and research which is appropriate to the level of the appointment e.g. Lecturer, Senior Lecturer. Payment of an increment would only be refused where the Supervisor has advised the staff member in writing at least 6 months prior to the due date that performance is such that payment of the increment is not warranted. The advice must be in writing and detail the basis for withholding an increment. The employee must also be given the opportunity to raise any mitigating circumstances or any ongoing academic/professional development issues of which the supervisor may not be aware. If matters of concern occur within 6 months of the due date of the increment, payment will be deferred for the period necessary to allow 6 months between identification and payment. Where an increment is refused the employee may seek a formal review of the decision by the Dean. If a further appeal is necessary, this will be made to the Senior Deputy Vice-Chancellor (or nominee), and the Director, Human Resources. If the matters of concern are satisfactorily resolved within the 6 months period then payment of the increment will be made retrospective to the original date.   General Staff Supervisors should discuss the employee’s performance of duties at least 1 month before an increment is due. Employees will be counselled by their supervisor if deferment is recommended and provided with written reasons for deferment and the steps to be undertaken to improve their performance. Employees have the opportunity to reply in writing and have their reply considered by the Director, Human Resources. Any deferment of increment will be considered by the Director, Human Resources, with consultation between the Director, Human Resources and the Head of School. Decisions to defer an increment shall be reviewed within 4 months from the date of deferral. Any subsequent approval for payment on an increment will be effective from the date of approval with all future annual increments becoming due on the original anniversary date. An employee’s increment date will change only if they are appointed to a vacant position at a higher level, reclassified to a higher level or have periods of leave without pay in excess of 14 calendar days.   Related Information Unsatisfactory Performance (Academic) Position Classification Standards (Academic) Position Classification Standards (General) Professional Development Review Unsatisfactory Performance and Misconduct (Other than Academic)   Procedures HR Services regularly send a report to the appropriate Head of School, or equivalent, by envelope marked Direct and Confidential advising them of employees who have appointments with an increment date due within approximately the next 2 months. Increment information can also be accessed through the Staff List report in Human Resources Departmental Reports (Web Reports) The Head of School should consult with the supervisor of the employee/s who have an increment review due. The purpose of this consultation is to ensure the supervisor is aware of their obligations to undertake a review The supervisor must discuss with the employee their performance and advise them of the recommendation The supervisor must provide formal notification to the employee if the increment is to be withheld The supervisor must advise HR Services of either payment or deferral of the increment at least one month prior to the due date of the increment If an increment is to be withheld supporting documentation must be provided to the Director, Human Resources, M350, no later than one month prior to the due date of the increment

 

34.5 Uniforms and Protective Clothing

General Staff Agreement 2009 Policy Employees required by the University to wear protective clothing (eg dust coats, laboratory coats, overalls, gloves) or uniforms will have them provided free of charge. Three sets of protective clothing or uniforms are to be supplied on appointment. Employees are responsible for the care and maintenance of the protective clothing or uniforms except where infectious and/or hazardous materials are handled. Protective clothing and/or uniforms will be replaced at the University's expense when damaged through reasonable wear and tear. Protective clothing or uniforms remain the property of the University, therefore employees may be charged against their salary for any loss arising from neglect or misuse.

 

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