Relocation

Relocation

SUMMARY

The Relocation Guideline establishes the University’s position on the provision of relocation assistance to staff who are required to relocate. The Schedule provides an overview of the funding ammount and type of relocation assistance that the University may provide.

Guideline

Purpose

To document the University’s position on the provision of relocation assistance to staff who are required to relocate.

The topics covered in this Guideline are:
  • Eligibility
  • Employment Conditions
  • Funding
  • Reimbursement
  • Relocation Components
  • Taxation

Guideline

OVERVIEW
Macquarie University aims to recruit high calibre staff from within Australia and overseas. To assist this aim, the University supports the relocation of staff as required. The University does not provide repatriation assistance, except where necessary for the University to meet Department of Immigration and Citizenship (DIAC) requirements.

This Guideline and Schedule:
  • provide an overview of relocation assistance
  • establish a standard across the University
  • do not guarantee the provision of relocation assistance.

As the employment relationship is one of commitment from both parties, relocation assistance is provided with the expectation of a minimum period of two years’ service. Resignation or termination by the University on grounds relating to performance or conduct prior to the end of this period will require the staff member to repay a pro-rata amount, outlined in the Relocation Schedule.

DEFINITIONS
Relocation Assistance: intended to be a reasonable contribution towards the total cost of removal, storage, and other costs associated with a relocation of a staff member to Sydney from within Australia or overseas. The amount paid does not attempt to cover all direct or indirect costs of the relocation.

Household and Personal Effects: includes possessions of each family member relocating from the staff member’s primary residence, excluding all motorised vehicles and any animals.

Professional Effects: includes the contents of one professional office per employee.

Accommodation: covers the “room rate” only. Any additional expenses incurred (for example food, phone, extra beds, cots, etc) are to be met by the staff member.

ELIGIBILITY
This guideline is applicable to staff who are:
  • required to relocate from their current residence (normally considered to be outside of a 100 kilometre radius) in order to accept an appointment with Macquarie University in Australia, and
  • professional staff HEW Level 9 and above, or
  • academic staff, or
  • academic fellows (that is, have a fellowship).

This guideline is of particular relevance to all continuing and fixed-term appointments of two years or more.

Casual staff are not eligible.

FUNDING
All costs associated with relocation assistance are funded from the budget of the employing Faculty or Office. As such, costs should be factored into the recruitment budget by the Faculty or Office responsible for the appointment.

RELOCATION COMPONENTS
The University will offer relocation assistance to eligible staff for the following components, as specified in the Relocation Schedule. Items not included in the options or exclusions below will be considered on a case by case basis.

Removal and Delivery of Household, Personal, and Professional Effects
The University reserves the right to limit removal and delivery to reasonable items and may, for example, exclude valuable collections of artwork and large instruments. The University may provide assistance for a reasonable maximum limit of 25 - 28 cubic meters (the approximate size of a shipping container).

Removal and delivery does not include the unpacking of items or the cleaning of the former or new primary residence.

Removal should be arranged through the University’s preferred suppliers (see Human Resources). Two maximum quote amounts – specifying cost of insurance and rate of storage, if necessary – are required. If using the University’s preferred supplier, this will be arranged by the supplier. If staff  wish to use another supplier, this is to be arranged by the staff member. The lower of the two quotes will be accepted.

Storage Expenses
Storage of household, personal, and professional effects at either or both locations may be arranged for an agreed period of time. The University may provide assistance for a reasonable maximum limit of 25 - 28 cubic meters (the approximate size of a shipping container) and for a reasonable period of time (equivalent to the timeframes for temporary accommodation detailed in the Relocation Schedule).

The University will not accept responsibility for any claims for damage of goods whilst in storage.

Insurance
Standard insurance may be included for the removal, storage, and delivery of household, personal and professional effects. Additional insurance or services will be at the staff member’s expense. The University will not accept responsibility for any claims made or for any damage of goods.

Travel (Airfares, Train, or Car)
One-way airfare or train fare may be provided for each family member relocating, in accordance with the Relocation Schedule. Airfares will be purchased by the University on behalf of the staff member and family members.

Staff members are not permitted to buy airfares and then seek reimbursement.

If a family member is relocating via motor vehicle, reimbursement upon receipt may be provided for petrol and stop-over accommodation, if required.

Customs and Import Duties
For staff relocating internationally, the University will not provide any relocation assistance or reimburse expenses related to any form of non-standard customs import duty, agricultural or quarantine charges incurred as a result of items being brought into Australia. The University may reimburse standard customs and import expenses for standard household effects, excluding artworks and collectables.

Temporary Accommodation
Through the University’s preferred suppliers, accommodation may be provided for all family members for a short period of time in the host location. Accommodation will be purchased by the University on behalf of the staff member and family members. Any extensions to the initial period of time will be at the staff member’s own expense.

Settlement Services
Settlement services provided by a Relocation Agent may only be provided for senior executive staff relocating from overseas, as per the Relocation Schedule.

Maximum Costs of All Expenses
In recognition of the complexity that often surrounds relocation, the Relocation Schedule also specifies a recommended maximum dollar amount of assistance that the University will offer. In exceptional circumstances, a recommendation including the rationale can be made to the appropriate Executive Dean or Deputy Vice-Chancellor to approve payment of 10% or more above the specified maximum cost.

The Faculty/ Office may offer a reduced amount of assistance if the relocation costs of an appointee are less due to their individual circumstances.

Termination and Repayment Obligations
Where a staff member’s employment ends within the first two years of service, by reason of his or her resignation or termination by the University for reason of performance or conduct, the staff member will be required to repay a portion of the total relocation payments, as follows:

Date of TerminationAmount to be repaid
Within 6 months of commencement100%
Over 6 months but less than 1 year75%
Over 1 year but less than 18 months50%
Over 18 months but less than 2 years25%

Repayment is not required in the case of redundancy.

Faculty Human Resources Managers must be informed if the employment of a staff member, who has received relocation assistance, is terminated within two years. The Faculty Human Resources Manager will liaise with Human Resources to ensure that the University is paid any outstanding money.

EMPLOYMENT CONDITIONS
All relocation assistance offered by the University will be detailed in the Letter of Offer and will supersede any prior understanding, agreement, condition, warranty, indemnity, or representation imposed, given, or made by any party.

Where appointments are funded through External Fellowships, relocation assistance will only be available if the granting body makes funds available for this purpose.

REIMBURSEMENT
Staff can only claim reimbursement of expenses with original receipts. The appointee will have six months from the date of appointment to claim for relocation expenses.

TAXATION
The University's contribution towards an appointee's establishment expenses may be considered by the Australian Taxation Office to be taxable income. All contributions will be taxed as per Australian Tax Office provisions applicable at the time. To avoid complications, claims under this Guideline must be completed within six months of the relocation.

General relocation expenses are exempt for Fringe Benefit Tax (FBT) purposes under section "58F FBTAA 1986". The University will not provide direct money payments to incumbents, as such payments will attract FBT. Receipts for reimbursed expenses will be kept by the University. Receipts for expenses not reimbursed should be kept by the appointee, to be submitted to the Taxation Office if required.

Guideline Information

Contact OfficerManager, Strategic Resourcing and Talent, Human Resources
Date Approved1 February 2011
Approval AuthorityManager, Strategic Resourcing and Talent, Human Resources
Date of Commencement1 February 2011
Amendment History

January 2017 – Remove reference to ‘Visa Information Guideline’ / inclusion of Immigration Information under Related Documents
November 2014 – added FBT Guideline

Date for Next ReviewFebruary 2014
Related Documents

Recruitment, Selection and Appointment Policy
Immigration Information

Fringe Benefit Tax Guideline
KeywordsRelocation, removal, assistance, temporary, accommodation, moving.

SCHEDULE

Eligibility for AssistanceRemoval and delivery of household, personal, and professional effects Airfares/ TravelTemporary AccommodationSettlement Services/ Relocation AgentRecommended Maximum Costs of All Expenses
Relocating from within Australia and New ZealandAcademic Level A, B, & C
HEW Level 9
Single person: up to $2,500.
Couple up to $3,000.
Family: $3,000 plus $500 per child under 18 years of age
Economy air fares one wayTwo weeksN/ARecommended maximum total costs of $9,000
Academic Level D
HEW Level 10
Single person: up to $2,500.
Couple up to $3,000.
Family: $3,000 plus $500 per child under 18 years of age
Economy air fares one wayTwo weeksN/ARecommended maximum total costs of $10,000
Academic Level E &
EA exempt up to base salary of $250,000
Single person: up to $2,500.
Couple up to $3,000.
Family: $3,000 plus $500 per child under 18 years of age
Economy air fares one wayFour weeksN/ARecommended maximum total costs of $11,000
Salary of $250,001 and aboveSingle person: up to $2,500.
Couple up to $3,000.
Family: $3,000 plus $500 per child under 18 years of age
Economy air fares one wayFour weeksN/ARecommended maximum total costs of $14,000
Relocating from OverseasAcademic Level A, B, & C
HEW Level 9
Single person: up to $4,000.
Couple up to $5,000.
Family: $5,000 plus $750 per child under 18 years of age
Economy air fares one wayThree weeksN/ARecommended maximum total costs of $14,000
Academic Level D
HEW Level 10
Single person: up to $4,000.
Couple up to $5,000.
Family: $5,000 plus $750 per child under 18 years of age
Economy air fares one wayFour weeksN/ARecommended maximum total costs of $15,000
Academic Level E &
EA exempt up to base salary of $250,000
Single person: up to $4,000.
Couple up to $5,000.
Family: $5,000 plus $750 per child under 18 years of age
Economy air fares one wayEight weeksN/ARecommended maximum total costs of $17,000
Salary of $250,001 and aboveSingle person: up to $4,000.
Couple up to $5,000.
Family: $5,000 plus $750 per child under 18 years of age
Business air fares one wayEight weeksYesRecommended maximum total costs of $20,000

Note – If two appointees are from the same household, the total dollar value will be one and a half (1.5) times the recommended maximum costs.

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