Relocation Expenses

POLICY

New appointees, who are required to relocate to take up their appointment at UWA, are eligible for assistance with relocation expenses if they meet the following criteria:

• they hold an administrative, professional or technical position at HEE Level 6 or above OR they hold an academic position and
• uplift address is further than 100km from the University

The actual assistance provided is set out under the various categories of appointment listed below.

STANDARDS and GUIDELINES

• Removal expenses cannot be converted to a settling-in allowance or to a monetary value.
• The cost of transporting family pets is entirely the responsibility of the appointee unless an entitlement to the relocation assistance includes Settlement Services.
• The settlement allowance can be used to transport pets. This expense is not to exceed the allocated settlement allowance payable by the University.
• Appointees who believe their particular circumstances would cause them to be seriously disadvantaged by the limits imposed may make application to the Director, Human Resources for special consideration to have their removal expenses increased.
• Letters of offer, where possible, will indicate the extent of assistance to be provided by the University or the funding body.
• Any relocation expenses which are not provided for in this policy may be negotiated with Work Area for payment.
• Any relocation expenses which are not provided for in this policy and are not to be paid by the Work Area may be eligible for salary packaging. Refer to 31.6.4.14 Salary Packaging of Relocation Expenses Not Provided by UWA and contact HR Salary Packaging.

Categories of Appointments

• Fixed Term for 2 years or more and Ongoing/Tenurable:

  Economy Class Airfares
  Removal Expenses
  Transit Insurance
  Accommodation
  Settlement Services
  Requirement to repay

• Fixed term for more than 1 year but less than 2 years:

  From Overseas

  Person with no dependants:
  Actual reasonable expenses up to a maximum of $AUD5,411

  Person with dependants:
  Actual reasonable expenses up to a maximum of $AUD10,822

  From within Australia

  1 one-way economy class airfare plus additional economy class airfare for dependent partner and dependent children(if applicable)

• Research Grant/Externally Funded (conditional on funds being available)

  (a) Fixed Term for 2 years or more and Ongoing/Tenurable:

  Economy Class Airfares
  Removal Expenses
  Transit Insurance
  Accommodation
  Settlement Services
  Requirement to repay

  OR

  (b) Fixed Term for more than 1 year but less than 2 years:

  From Overseas

  Person with no dependants:
  Actual reasonable expenses up to a maximum of $AUD5,411

  Person with dependants:
  Actual reasonable expenses up to a maximum of $AUD10,822

  OR

  A Discretionary amount

  From within Australia

  1 one-way economy class airfare plus additional economy class airfare for dependent partner and dependent children (if applicable)

Relocation expenses for appointments of less than one year will be at the discretion of the Director, Human Resources.

Airfares/Travel Expenses

• New appointees, whose relocation assistance includes airfares, are allowed the actual cost of one-way economy class airfares for self and dependants from the place of engagement to Perth (or other work location such as Albany or Geraldton). All flights must be by the most direct and economical route available (normally Economy or Economy/Excursion Class).
• Bookings are to be made directly with one of the University appointed travel service providers eliminating the need to outlay money and subsequently seek refunds.

• Appointees from within Australia may choose to travel by the most direct route by rail or road:

  Rail

  The University will reimburse travel expenses, on production of receipts, up to the equivalent of the cost of Economy Class airfares for self and dependants, provided no payments exceed the actual cost of the travel.

  Road

  The University will reimburse on production of receipts, reasonable expenses incurred during the course of the journey, up to the equivalent of the cost of Economy class airfares for self and dependants, provided no payments exceed the actual cost of the travel.

Removal Expenses

• The University has entered into a Service Agreement with Grace Removals Group to handle all inbound moves for new appointees.

• Where relocation assistance includes removal expenses, The University of Western Australia will pay the costs (up to the limits specified below) for the packing, transportation, transit insurance, destination charges, delivery to residence and unpacking of household goods and personal effects, from the place of engagement to Perth (or other work location such as Albany or Geraldton).

  Volume Allowance:

  Single Person:	allowable limit 15 cubic metres
  Appointee with 1 dependant:	allowable limit 25 cubic metres
  Appointee with 2 dependants:	allowable limit 30 cubic metres
  Appointee with 3 or more dependants:	allowable limit 35 cubic metres

• The payment of costs will not exceed the quotation for the allowable volume. If the consignment is larger than the allowable limit the appointee will be responsible for the cost of the increased volume.
• Essential professional items required for immediate use on commencement of duty may be transported as air freight at the time of travel. If the value of any such item is in excess of $1,500, a declaration is to be provided to the Insurance/Risk Management Unit prior to travel.
• For domestic moves only, if household goods and personal effects are required to be stored, the University will pay 100% of storage costs for the first four weeks together with an optional 50% of storage costs for a further four weeks.
• For domestic removals only, the University will pay the cost of the premium for transportation and insurance of one family motor vehicle.

Transit Insurance

• Transit (Marine) Insurance cover is provided by the University for both sea and air freight.
• In the event of a claim for loss or damage, the employee is responsible for payment of any excess

Accommodation

• Where relocation assistance includes initial accommodation on arrival, the University will pay 100% of accommodation costs for four weeks and an optional 50% of accommodation for another four weeks . Grace Removals Group will contact the appointee and arrange accommodation bookings on behalf of the University. Temporary accommodation may be in one of the University Colleges, serviced apartments, a hotel or motel. University fully furnished transit accommodation units for short term stays are also available.

Settlement Services

• Where relocation assistance includes settlement services, The University of Western Australia will pay the costs of the chosen service(s) (up to the limits specified below):

  Settlement Allowance:

  	Domestic	International
  Single Person	$1200	$1500
  Appointee with 1 dependant	$1500	$1800
  Appointee with 2 dependants	$2000	$2300
  Appointee with 3 or more dependants	$2500	$2800

• The Settlement Allowance is not available as a cash payment and will not exceed the actual cost (if this is less than the allowance).
• Settlement services include:
  • Pre arrival needs analysis
  • Collection from and return to temporary accommodation, hotel, apartment or office
  • Welcome to Perth City information pack
  • Tour of residential areas appropriate to lifestyle and budget
  • Accompanied viewing of selected properties
  • Assistance with lease negotiations and property condition report
  • Utility connections (television, internet, electricity. etc.)
  • Introduction to local community facilities
  • School appointments if applicable
  • Pre arrival and follow up support
  • The cost of transporting family pets
• New appointees will be responsible for the costs of any settlement services exceeding the allowance.

Requirement to Repay - Fixed Term for 2 years or more and Ongoing/Tenurable

• When an employee resigns within the first two years of their appointment, they may be required, as a condition of release, to repay to the University the travelling and/or appointment expenses paid on taking up the appointment.
• The Faculty/School will determine if there will be a requirement to repay. If they wish to recover part of the relocation allowance, the Faculty/School will raise an invoice through Financial Services for recovery.
• The following formula will apply:

  Total Relocation Allowance (i.e. Airfares/Removals/ Accommodation)		X	the number of uncompleted months (up to a maximum of 24 months) 24 months
  Eg.	$12,000	X	6                 24	= $3,000

Fixed Dollar Allowances

• Appointees for more than 1 year but less than 2 years, whose relocation allowance is stipulated as a fixed dollar amount, may use these funds for return airfares and/or inbound or outbound removal of some personal effects.
• The appointee will be responsible for any costs exceeding the fixed dollar allowance.
• Fixed dollar allowances are not available as cash payments and will not exceed the actual cost of airfares and/or removals if this is less than the allowance.
• Airfares can be arranged through the University appointed travel service providers and removal of personal effects (if any) through Grace Removals Group.

Table of Complete Relocation Services Offered

PROCEDURES

Booking Airfares

• Decide preferred travel dates
• Fax or e-mail these details, together with the details of the people travelling, to one of the University appointed travel service providers.
• University appointed travel service provider plans the itinerary and faxes or e-mails it to new appointee for approval
• Flights are confirmed
• University appointed travel service provider invoices UWA direct

Arranging Removals/Initial Accommodation/Settlement Services

• When accepting the offer the appointee will include the following information:
  • Expected date of arrival
  • Names, gender, citizenship, age and date-of-birth of person(s) travelling
  • Period for which accommodation is required
• Following acceptance of the offer Human Resources will provide Grace Removals Group with the new appointee’s relevant details.
• Grace Removals Group will then arrange a pre-move interview to assess the appointee’s needs and discuss uplift date, accommodation requirements and settlement services (where necessary).
• If University Transit Accommodation is required, Grace Removals Group will arrange any bookings.
• Grace Removals Group will provide advice and assistance throughout the move and be responsible for ensuring everything goes to plan.
• Once the removal is complete, Grace Removals Group will invoice UWA for the allowable costs associated with the move. Additional expenses will be invoiced direct to the appointee.

RELOCATION EXPENSES FLOWCHART

RESPONSIBILITIES