• Section 1 -  Purpose
• Section 2 - Application and Scope 
• Section 3 - Relocation Assistance
• Eligibility
• Relocation Assistance Amounts
• Table 1 – Relocation Assistance Amounts
• Claimable Relocation Expenses
• Payment of Relocation Expenses
• Separation from the University
• Section 4 - Immigration Assistance
• Visa Application Costs
• Section 5 - Roles and Responsibilities

Section 1 -  Purpose

(1) This Guideline sets out the process for the provision of relocation and immigration assistance to new professional, academic and senior executive staff at the University of Wollongong (the University).

(2) This Guideline provides Supervisors with information regarding the costs of relocation and immigration assistance for appointees.

Section 2 - Application and Scope 

(3) This Guideline applies to: 

1. the recruitment of fixed term and continuing staff at the University’s Australian campuses; 
2. applicants for these positions; and 
3. staff involved in recruitment to these positions. 

(4) This Guideline does not apply to:

1. contractors or agency staff;
2. staff of other entities controlled by the University; and
3. staff at campuses of the University outside of Australia.

(5) This Guideline supports the Recruitment Procedure, by providing guidance for the provision of relocation and immigration assistance and should be read alongside that procedure.

Section 3 - Relocation Assistance

Eligibility

(6) Relocation assistance may be offered to an appointee in accordance with:

1. this Guideline; and
2. the approval of the appropriate delegate (see Delegations of Authority Policy).

(7) Relocation assistance is offered at the discretion of the appropriate delegate and is not a University entitlement. 

(8) Considerations for offering and approving relocation assistance will include:

1. availability of funds;
2. contract length;
3. classification of the position;
4. strategic importance of the position;
5. specialist skills and attributes of the appointee;
6. availability of local appointees; and
7. the conditions of the grant, if the position is grant funded.

(9) Where relocation assistance is offered, this will be included in the appointees offer of employment.

Relocation Assistance Amounts

(10) Relocation assistance will be:

1. consistent with the amounts listed in Table 1 (below); and
2. approved by the appropriate delegate in accordance with the Delegations of Authority Policy.

(11) Any variation to these amounts should be accompanied by a rationale for the adjusted amount when seeking approval.

Table 1 – Relocation Assistance Amounts

Claimable Relocation Expenses

(12) The relocation assistance amount may be used to claim reimbursement for the following costs:

1. removal of personal, professional and /or household items, including any insurance costs;
2. storage of personal / professional and /or household item for an interim period normally not exceeding six months;
3. temporary accommodation for a maximum of two months;
4. relocation transport costs from existing place of residence including:
   1. for travel by air - direct economy class flights, car hire and transport to/from airport; or
   2. for travel by car – accommodation, meals, petrol, tolls and other travel-related costs during the one-way journey.
5. costs directly incurred to set up new place of residence, including connection of utilities and purchase of essential household items less than $300 (in accordance with minor benefit provisions of Fringe Benefits Tax provisions).

Payment of Relocation Expenses

(13) Relocation expenses will be paid as a reimbursement following commencement of employment with the University.

(14) In some circumstances, it may be possible for the University to pay relocation expenses directly, prior to the applicant commencing employment. Approval by the Executive Dean/Director is required or the relevant delegate in accordance with the Delegations of Authority Policy.

(15) To claim reimbursement, the staff member must complete the Request for Reimbursement of Relocation Expenses Form and provide receipts of expenses to the Faculty Management Accountant or Director, Finance and Procurement who will organise transfer of funds into the staff members nominated Australian bank account. 

(16) Where a currency conversion is required, the relevant rate at the date of payment will be used.

(17) All requests for reimbursement must be submitted within 12 months from the date employment with the University commences. Any extension is subject to approval by the Executive Dean/Director of the relevant Faculty or Division or relevant delegate and may have Fringe Benefits Tax implications.

Separation from the University

(18) All claimed relocation expenses must be repaid in full if:

1. a staff member is appointed but does not commence employment with the University; or
2. a staff member leaves the University prior to completing three years of service; or
3. a staff member on a fixed term contract of three years or less, leaves the University prior to the expiry date of their fixed term contract.

(19) Where a staff members employment is terminated by the University prior to completing three years of service, the required repayment of claimed relocation expenses will be determined by the Vice-President Operations.

Section 4 - Immigration Assistance

Visa Application Costs

(20) Where the application of a relevant visa is required for an appointee to be employed by the University, the University will make the relevant nomination application to the Department of Home Affairs. Nomination application costs will be funded by the relevant Faculty, Division or delegate.

(21) All other costs relating to the visa application (including medical examinations, police checks, visa application fees, health insurance, etc.) are the responsibility of the applicant unless otherwise agreed with the Executive Dean or Director of the relevant Faculty, Division or delegate.

Section 5 - Roles and Responsibilities

(22) The appointee will:

1. notify Talent Acquisition of acceptance of offer;
2. contact suppliers to arrange relocation quotations and initial accommodation (if necessary);
3. provide proof of payment for claim (i.e. copies of invoices) to the Faculty Management Accountant for reimbursement within 12 months from commencement of employment with the University.

(23) The People and Culture Division will:

1. identify and communicate the appropriate relocation allowance to the appointee;
2. provide advice to the appointee in relation to these Guidelines;
3. direct the appointee to speak to their Faculty Management Accountant or the Chief Financial Officer for processing and send a copy of any documentation to the People and Culture Helpdesk;
4. upon receipt of resignation, the People and Culture Business Partner or Advisor will assess if an appointee is required to refund a portion of their relocation allowance. The People and Culture Business Partner will notify the Faculty Management Accountant or Chief Financial Officer for processing and notifiying payroll.

(24) Faculty Management Accountants/Chief Financial Officer will:

1. assist the appointee in completing the appropriate paperwork to initiate the reimbursement of their relocation expenses, (for faculty employees the Faculty Management Accountant will assist, fo other employees the Chief Financial Officer will assist).

(25) Definitions are consistent with the Employment Lifecycle Policy.