• Section 1 - Purpose
• Section 2 - Scope
• Section 3 - Principles 
• Section 4 - Types of Allowances
• Attraction and Retention Allowance
• Allowances for Clinical Academic Staff
• Clothing and Safety Equipment Allowance
• First Aid Allowance
• Higher Duties Allowance (HDA)
• Eligibility for a HDA
• HDA – Amount
• HDA – Approval
• HDA – Process
• Leave and Incremental Progression While Receiving a HDA
• Allowances for Staff in Academic Leadership Positions
• On-call Allowance
• Overtime Meal Allowance
• Travel and Meal Allowance
• Trades allowances
• Section 5 - Roles and Responsibilities
• Section 6 - Definitions

Section 1 - Purpose

(1) This Procedure sets out the requirements for the application and management of allowances paid to staff at the University of Wollongong (the University).

Section 2 - Scope

(2) This Procedure applies to fixed term and continuing staff of the University.

(3) This Procedure does not apply to:

1. casual staff;
2. honorary and visiting academics; 
3. staff at campuses of the University outside Australia; and 
4. staff employed by other entities controlled by the University. 

(4) This Procedure supports and should be read in conjunction with the Employment Life Cycle Policy.

Section 3 - Principles 

(5) The University may pay an allowance on top of a staff member’s salary:

1. where applicable as part of the role the staff member undertakes;
2. to attract and/or retain a staff member for whose skills there is competition in the employment market;
3. to reward exceptional performance by a staff member;
4. to compensate a professional staff member for taking on the duties of a higher-level position temporarily, without being appointed to that position (a higher duties allowance) (professional staff enterprise agreement, section 52.5); or
5. for the period of an academic staff member’s appointment to an academic leadership position such as Associate Dean or Head of School.

Section 4 - Types of Allowances

Attraction and Retention Allowance

Eligibility 

(6) An attraction and retention allowance will normally only be paid if the staff member is:

1. an academic staff position at level B or above; or
2. a professional staff position at level 5 or above.

(7) Key considerations for determining if an attraction and retention allowance is appropriate:

1. University and faculty or divisional priorities, in particular strategic retention plans and other strategic plans;
2. market forces, as evidenced by remuneration benchmarking and position advertisements;
3. if the allowance will be to an existing staff member:
   1. whether they have achieved and continue to achieve exceptional performance;
   2. evidence of offers made to them by another employer; and
   3. whether other staff are capable of filling the position.

(8) A staff member who receives an attraction or retention allowance is expected to maintain exceptional performance: 

1. their career development record and (as relevant) performance plan or performance agreement should include ambitious goals (performance measures or projects); and
2. a decision to renew the attraction or retention allowance will consider whether the staff member has met those goals.

Attraction and Retention Allowances – Amount

(9) An attraction and retention allowance will be approved in accordance with the Delegations of Authority Policy.

(10) An attraction and retention allowance will normally be up to a maximum of 20 percent of the staff member’s base salary. An allowance greater than 20 percent is considered non-standard and requires a higher level of approval.

(11) An attraction and retention allowance may be provided as:

1. a salary, paid fortnightly;
2. a lump sum periodic payment (for example, a sum paid at the end of a project if the staff member has met agreed performance measures);
3. a lump sum at the end of a specific period (for example, a sum that accrues over a term and will be paid if the staff member remains in the position for that term, but will otherwise be forfeited); or
4. any combination of the above.

(12) The term for which an attraction and retention allowance will be approved will normally be:

1. if it is to be paid as salary, a maximum of two years; or
2. if it is to be paid as a lump sum after a specified period, up to five years.

(13) An attraction and retention allowance paid as salary for a period greater than two years, or as a lump sum after a specified period greater than five years, is considered non-standard, and requires a higher level of approval.

Attraction and Retention Allowance – Process

Current Staff

(14) Requests are made using the attraction and retention allowance request form which is available by contacting the People and Culture Business Partner or Advisor. The request must provide a business case for the attraction and retention allowance, in accordance with clause 8 above.

(15) The request is submitted to the People and Culture Business Partner or Advisor, who will consult with the Manager, Remuneration and Benefits.

(16) If endorsed by the People and Culture Division, the request is sent to the Financial Management Accountant and Executive Dean / Director/Chief Officer for endorsement and on to the Chief People and Culture Officer and the relevant Senior Executive for approval. The request is then sent to the People and Culture Business Partner or Advisor.

(17) On approval, the People and Culture Business Partner will provide to People and Culture Operations for payment.

(18) A request for an existing staff member to be paid an attraction and retention allowance will be decided within one month of its submission to the People and Culture Business Partner or Advisor following endorsement from the Executive Dean/Director/Chief Officer.

Prospective Staff

(19) The Chair of the Selection committee will include the requested attraction and retention allowance in the Final Selection Report. The Chair will provide the business case for the allowance, including relevant information in accordance with clause 8 above, and submit for approval.

(20) The Executive Dean / Director/Chief Officer will review and endorse the request then submit to Talent Acquisition.

(21) Talent Acquisition will consult with the Manager, Remuneration and Benefits.

(22) If endorsed, the request is sent to the Chief People and Culture Officer and the relevant Senior Executive for approval in accordance with the Delegations of Authority Policy.

(23) On approval, Talent Acquisition will include details of the attraction and retention allowance in the offer letter.

Payment of Attraction and Retention Allowances

(24) Attraction and retention allowances are paid from the budget of the faculty or division in which the staff member’s position sits.

(25) Allowances may be discontinued if the University’s finances can no longer sustain them. The staff member will be provided with at least one month's notice of the allowance being discontinued.

(26) When the period for which an attraction and retention allowance is paid as salary ends, the allowance will cease unless it is renewed.

(27) The amount of an attraction and retention allowance will not be indexed.

Allowances for Clinical Academic Staff

(28) The University may pay clinical academic staff an allowance to attract and retain these staff.

(29) The Faculty of Science, Medicine and Health Clinical Allowances local protocol states the process for proposing and approving allowances for clinical academic staff.

Clothing and Safety Equipment Allowance

(30) Where a staff member is required to wear a uniform, protective clothing, or safety equipment it will be provided by the University.

(31) The University may pay an allowance to the staff member to ensure the appropriate maintenance and laundering of the uniform.

First Aid Allowance

(32) A professional services staff member who is appointed as a University first aid officer will paid an allowance in accordance to the University of Wollongong Enterprise Agreement (Professional Services Employees), 2023.

Higher Duties Allowance (HDA)

Relieving Arrangements if a Staff Member is Absent

(33) Higher duties are a temporary measure that can be used when:

1. the occupant of a position is absent on approved leave or is relieving in another position;
2. a position is vacant and in the process of being filled; or
3. a staff member performs higher level job duties for a temporary period.

(34) It is not always necessary to arrange for a staff member to relieve in a position that is temporarily vacant.

(35) Relieving in a higher position is a professional development opportunity:

1. expressions of interest must be sought for vacancies of more than two weeks duration (where the Supervisor has had at least three weeks’ notice of the vacancy); and
2. Supervisors and unit managers should consider equal opportunity and foster diversity in selecting staff to undertake higher duties.

(36) Where a staff member is needed to perform the duties of a position temporarily for longer than six months, it must be filled by internal competitive recruitment.

(37) Where the requirement to relieve in a higher position extends beyond the original period, a staff member's higher duties can be extended provided the total time of the extension does not exceed six months. 

Eligibility for a HDA

(38) Higher duties allowances (HDAs) are only paid to professional staff or to academic staff acting in a higher level position.

(39) A staff member can be asked or invited, but not compelled, by their head of division, Head of Unit or Supervisor, to relieve in a higher-level position.

(40) The University will pay a Higher Duties Allowance to a staff member who is assigned to temporarily perform duties of a position at a higher level without being appointed to the higher position (University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023, clause 52.5.4) for a period of:

1. at least five consecutive working days; or
2. at least five separate days within two months, when this does not involve consecutive working days but is regular (for example one day per week). 

HDA – Amount

(41) For positions up to Level 8/9, the HDA will be the difference between the relieving staff members salary and the ordinary rate of pay of the relieving position (University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023, clause 52.5.5).

(42) Where a staff member is acting in a position up to and including Level 8/9:

1. a full HDA is normally the difference between the staff member’s substantive position salary and step one within the level of the position of which the staff member is performing the duties(University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023, clause 52.4.5); or
2. the first step within the level at which the salary is higher than the staff members substantive position salary.

(43) Where a HDA is requested at a higher step within the level other than in clause 46(b), then endorsement by the Manager, Remuneration and Benefits and approval by the Chief People and Culture Officer is required.

(44) A pro rata HDA may be paid where the staff member is performing a proportion of the duties of a higher-level position, but not all the duties. The Supervisor will determine the proportion of the duties performed after consultation with the staff member (University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023, clause 52.5.6).

(45) Where a staff member is acting in a position at level 10, a HDA will be determined based on:

1. the difference in Total Fixed Remuneration (TFR) between the staff member’s normal TFR, and the minimum of the TFR grade range the role being acted in;
2. the proportion of duties being performed; and
3. the timeframe of the acting period.

(46) Where a staff member is already paid a TFR within the grade range of the role being acted in, normally no HDA will be paid.

(47) Where warranted, i.e. the acting staff members current TFR is close to the grade range of the role they are acting in, the Supervisor will have discretion to offer an allowance of:

1. up to 10% HDA for a period between 5 days and 3 months; or
2. up to 15% HDA for a period between 3 and 6 months.

(48) An extension to an acting arrangement that takes the total length of time above 3 months will not be back paid at the higher rate (if applicable) but will be increased if applicable from the date of the extension.

(49) Where a staff member’s job description in their substantive position states that they are the deputy or equivalent of, and will deputise in, the position of which they are temporarily performing the higher duties, they will only be eligible for an HDA for time relieving in the position greater than four weeks (University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023, clause 52.5.3).

HDA – Approval

(50) Any proposed higher duties allowance (HDA) will be approved according to the Delegations of Authority Policy, except for circumstances outlined in clause 46 of this Procedure.

HDA – Process

(51) To submit a request for higher duties allowance:

1. for positions up to Level 8/9, complete the Higher Duties Allowance Request form and submit to the Service Now; or
2. for positions requiring approval in accordance with clause 46 of this Procedure, the Higher Duties Allowance Request form must be submitted, with a justification for the higher step, to the People and Culture Business Partner or Advisor who will confer with the Manager, Remuneration and Benefits and approval from the Chief People and Culture Officer; or
3. for level 10 positions the Senior Executive/Executive must consult with their People and Culture Business Partner or Advisor to determine the value of the allowance, in consultation with the Manager, Remuneration and Benefits. The allowance will then be approved as per the Delegations of Authority Policy.

Leave and Incremental Progression While Receiving a HDA

(52) Where a staff member is appointed to a higher duties position for more than 20 working days, the HDA will be paid for any leave taken during the relief period.

(53) Where a staff member is relieving in a higher position:

1. their eligibility for incremental progression in their substantive position remains unchanged; and
2. if they receive an increment at their substantive position level while relieving, the higher duties allowance does not change.

Allowances for Staff in Academic Leadership Positions

(54) An academic staff member will receive an allowance for taking on the role of Head of School or Associate Dean.

(55) An academic leadership allowance will be added as a loading on top of the staff member’s annual base salary, equal to 18% of a level E salary.

On-call Allowance

(56) An on-call allowance may be paid to a staff member who is required to be on-call to perform work outside their ordinary hours for emergency purposes for example maintenance of plant equipment or systems critical services.

(57) Where this is an operational requirement for a staff member to perform such work outside of their ordinary hours of work and on-call allowance will be paid as per the provisions set out in the University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023.

Overtime Meal Allowance

(58) Payable to professional staff members when required to work overtime in accordance with section 42.2 of the University of Wollongong (Professional Services Employees) Enterprise Agreement, 2023.

Travel and Meal Allowance

(59) Professional services staff members will be reimbursed for travel and associated expenses incurred while travelling on University business.

(60) Approval and reimbursement must be consistent with the provisions as set out in the Travel and Entertainment Policy.

Trades allowances

(61) Eligible staff have access to a range of other allowances payable to trades employed in specific circumstances as set out in the provisions of the University of Wollongong Enterprise Agreement (Professional Services Employees), 2023.

Section 5 - Roles and Responsibilities

(62)  Roles and responsibilities are as detailed in this Procedure.

Section 6 - Definitions