• Section 1 - Preamble
• Section 2 - Purpose
• Section 3 - Scope
• Section 4 - Policy
• Section 5 - Procedure
• Approval and confirmation of remuneration
• Salary
• Remuneration for a vacant position
• Incremental progression
• Remuneration review
• Salary packaging and salary sacrifice
• Superannuation
• Allowances, loadings and reimbursements
• Bonuses
• Responsibility allowance
• Market loadings (excluding staff above HEW 10 and above Academic Level E)
• Recreation leave loading
• First aid allowance
• Recovery of overpayments
• Part A - Allowances and loadings for Academic staff
• Academic role allowances
• Additional duties
• Part B - Allowance and loadings for Professional staff
• Higher duties allowance
• Below HEW 10 positions
• Above HEW 10 positions
• Acting member of the Executive
• On-call allowance
• Overtime meal allowance
• Part C - Vehicle allowances
• Section 6 - Definitions

Section 1 - Preamble

(1) This Procedure is effective from 15 July 2024.

Section 2 - Purpose

(2) This Procedure outlines the components of remuneration for staff and the processes and approvals that apply.

Section 3 - Scope

(3) This Procedure applies to all staff of the University.

Section 4 - Policy

(4) This Procedure is pursuant to the Employment of Staff Policy.

Section 5 - Procedure

Approval and confirmation of remuneration

(5) The remuneration package of the Vice-Chancellor or a member of the Executive will be approved by University Council and be as set out in their contract of employment.

(6) The Vice-Chancellor, or the relevant member of the Executive, or another person where specified in this Procedure, has authority to approve remuneration amounts in accordance with this Procedure, provided that where the staff member reports directly to the Executive or to the specified approver, then 'two-up' approval is required (one level above the Executive or specified approver).

(7) The Vice-Chancellor, a member of the Executive, or specified approver will seek advice from People and Culture regarding potential remuneration options and advice on sector or role-specific benchmarking, prior to approval.

(8) The approver will also have regard to their obligations under the University's Code of Conduct, including but not limited to Deakin’s values and their personal obligations.

(9) Upon receipt of the appropriate written approval, People and Culture will provide a staff member a written offer of, or advice of changes to, their remuneration package.

(10) People and Culture will provide the Vice-Chancellor with an annual summary of allowances and loadings, the number of, and reasoning for accelerated and/or multiple increments, approved under this Procedure.

Salary

(11) Salaries are paid in line with the Deakin University Enterprise Agreement 2023 (2023 EA), or otherwise as set out in this Procedure.

(12) Staff members are paid, on appointment, at the first step of the relevant salary scale, except where:

1. the Head of Organisational Unit approves appointment at a higher step within the scale due to salary matching or because the staff member has extensive experience or highly specialised skills and/or knowledge; or
2. the appointee to a Level A Academic position holds a relevant doctoral qualification or is required to carry out full subject coordination duties as part of their normal duties, in which case a salary no lower than Level A, step 6 will be paid. Where a Level A Academic gains a relevant doctoral qualification during their appointment, they  will be paid a salary no lower than Level A, step 6; or
3. for a role evaluated above HEW 10, the above HEW 10 Evaluation and Remuneration framework will be applied. Remuneration will be offered at the minimum level of the assessed band according to the Work Value Points (WVP) and Fixed Pay Rating Scale (FPRS);
4. for a role above Level E, remuneration will be offered according to internal relativities and benchmark data, based on seniority within Deakin, experience and specialisation in a specific discipline. The Vice-Chancellor is required to approve remuneration packages above a base Level E salary.

(13) Staff members will receive salary payments on the pay dates specified on the Staff Hub or in accordance with an individual employment contract.

(14) Salary increases are negotiated as part of the 2023 EA and paid accordingly, except for staff employed under a Senior Staff Performance Contract (SSPC).

Remuneration for a vacant position

(15) A Hiring Manager may request prior written approval for a remuneration range above the relevant salary scale, with the authorities set out in this procedure. Once approved, the Hiring Manager may request, on advice from People and Culture, that the position be advertised at a specified remuneration range, or for the advertisement to indicate that remuneration will be negotiable. (The recruitment process is set out in the Recruitment of Staff Procedure).

Incremental progression

(16) A staff member will proceed through the incremental scale of their classification level, if their performance is assessed by the University as at least ‘satisfactory’ through the DeakinAchieve process. A staff member will not progress to the next increment where the staff member’s performance is not at least ‘satisfactory’ as assessed through the DeakinAchieve process.

(17) Where leave without pay is granted to a staff member for a period in excess of six months, the continuation of salary increments is subject to approval by the Executive Director, Customer Experience or nominee (refer to the Leave Procedure for further information).

(18) Where a leader recommends that a staff member should not receive an increment due to unsatisfactory performance as assessed by the leader in the DeakinAchieve process, the recommendation must be endorsed by the Head of Organisational Unit and referred to People and Culture for approval.

(19) A staff member whose performance is of a consistently high standard (as assessed by the leader in the DeakinAchieve process) may receive an accelerated salary increment, or multiple increments, where:

1. the leader’s recommendation is endorsed by the member of Executive; and
2. no more than three additional increments are granted to the staff member within a 12 month period; and
3. any salary adjustment will apply from the approval date of the member of the Executive with the next increment due 12 months from this date (unless the staff member has reached the top of the classification scale).

Remuneration review

(20) The remuneration of a staff member whose position is classified above HEW 10, or above Level E (excluding the Vice-Chancellor or an Executive) may be reconsidered by the leader, usually following the annual review of the staff member’s performance under the DeakinAchieve process, or when discussing reappointment, or at time as specified in an individual’s SSPC. The review will not always lead to an increase in remuneration.

(21) This reconsideration/review may incorporate an annual review of a market loading, if applicable (see later section Market Loadings).

(22) The reconsideration of a staff member’s remuneration will be undertaken in confidence and only discussed with the staff member if an increase is to be applied.

Salary packaging and salary sacrifice

(23) The University provides salary packaging and salary sacrifice options in accordance with the 2023 EA and the Staff Hub to staff employed on a continuing basis or on fixed-term contracts greater than 12 months.

(24) The University reserves the right to withdraw or change its salary packaging and salary sacrifice arrangements at any time and will not be responsible for any loss or damage suffered by a staff member as a result of such changes.

Superannuation

(25) The University pays staff superannuation contributions at the rate set out in clause 29 of the 2023 EA.

(26) Staff can choose their superannuation fund. Staff are encouraged to obtain financial advice when considering their options in relation to choosing a fund.

(27) The University will provide all new staff with a Choice of Fund Form.

(28) If a new staff member does not nominate a superannuation fund, the University must pay Superannuation Guarantee (SG) contributions into the new employee’s stapled fund.

(29) If a new staff member does not nominate a superannuation fund and does not have a stapled superannuation fund the University will create a UniSuper Accumulation 1 account for the new staff member and pay superannuation into the account.

(30) Existing staff can request to change their superannuation fund by completing the Choice of Fund form. The University is only required to accept one Choice of Fund election from a staff member in any twelve-month period.

(31) Staff members (including a staff on a SPCC) may request to reduce their employer superannuation contributions to the level of the Superannuation Guarantee rate in accordance with clause 29.2 of the 2023 EA. Requests must be submitted by email to People Operations. In deciding whether to approve the request the Executive Director, Customer Experience or nominee will consider a number of factors, including but not limited to:

1. whether the staff member is being or would be subject to greater taxation by exceeding superannuation caps;
2. ensuring that any staff member’s requested reduction in their employer superannuation contributions does not result in the University making a superannuation contribution less than the Superannuation Guarantee rate;
3. as part of a staff attraction and retention strategy; and/or
4. the staff member’s circumstances.

(32) Members of Defined Benefit Schemes should contact their super fund for advice before requesting to change employer superannuation contributions or superannuation funds. Members of Defined Benefit Schemes may not be able to reduce their superannuation contributions to the level of the Superannuation Guarantee due to the conditions of the Scheme.

(33) Where a staff member’s request to reduce their superannuation contribution is approved, the University will adjust the salary allowance and any other allowances paid to ensure compliance with applicable superannuation legislation as required.

Allowances, loadings and reimbursements

(34) Eligible staff will receive allowances, loadings or reimbursements that are in accordance with the 2023 EA, this Procedure, and the Business Expenses Policy.

(35) Subject to clause 36, or unless expressly stated otherwise, any loadings and/or allowances paid to staff receiving employer superannuation contributions of 17% of their base salary will not be superable. 

(36) Unless expressly stated otherwise, for staff who elect to reduce their employer superannuation contribution (see clause 31 of this Procedure) all allowances and loadings will be inclusive of superannuation.

(37) Allowances and loadings will be subject to tax, and paid on a fortnightly basis in the normal pay cycle, unless specified otherwise.

(38) Academic staff may be eligible for allowances as outlined in Part A – Allowances and Loadings for Academic staff.

(39) Professional staff may be eligible for allowances as outlined in Part B – Allowances and Loading for Professional staff.

(40) Vehicle allowances will be paid in accordance with Part C – Vehicle Allowances.

(41) In addition to the allowances outlined in Parts A, B and C, staff may be eligible for allowances and loadings as outlined in the following sections of this Procedure.

Bonuses

(42) At the University’s discretion, eligible staff may be paid a bonus in accordance with the 2023 EA, this Procedure, relevant University guidelines and the staff member’s contract of employment.

(43) Subject to clause 44, or unless expressly stated otherwise, any bonus paid to staff receiving employer superannuation contributions of 17% of their base salary will not be superable.

(44) Unless expressly stated otherwise, for staff who elect to reduce their superannuation contribution (see clause 31 of this Procedure) any bonus paid to staff will be inclusive of superannuation. 

Responsibility allowance

(45) Where a staff member is undertaking additional responsibilities beyond those expected at their current level of appointment, their Head of Organisational Unit may approve a responsibility allowance (up to 15 per cent of base salary) for a total period of up to six months.

(46) Additional responsibilities may include, but are not limited to, project work or performing a proportion of duties of another position which is classified at the same or higher level as the staff member's substantive position.

(47) The Chief People and Culture Officer or nominee may approve a responsibility allowance for a period greater than six months.

(48) The responsibility allowance may be increased, decreased or removed at any time during the period with the approval of the appropriate approver.

Market loadings (excluding staff above HEW 10 and above Academic Level E)

(49) Market loadings do not apply to professional staff above HEW 10 or Academic Level E.

(50) A leader may recommend a market loading in the following instances:

1. when advertising a position or attempting to attract an external candidate
2. to retain an existing staff member.

(51) A market loading may be applicable for an advertised position, or an external candidate, where it is considered that the University's salary scales are insufficient to attract suitable applicants, or secure the candidate, due to high demand for specific skills or experience.

(52) A market loading may be applicable for an existing high-performing staff member who has special skills or experience that are in high demand, where it is considered that the University's salary scales are insufficient to appropriately remunerate the staff member, and it is considered there is a significant risk of losing the staff member.

(53) A market loading is a flat amount for a fixed-period of up to two years. It may be increased, decreased or removed at any time during the period. Removal may occur, where for example, there are concerns about the individual's performance and/or the staff member is appointed to an alternative position within the University. Market loadings of up to and including 15 per cent of the staff member's base salary may be approved by their Head of Organisational Unit or with two up approval where the staff member reports to the Head of Organisational Unit. 

(54) The Vice-Chancellor's approval (via the Chief People and Culture Officer) is required for market loading amounts above 15 per cent of the individual’s base salary.

(55) The leader will review the need for a market loading, to ensure that the conditions under which the loading was granted still apply, at least three months prior to the end date of the existing arrangement. The leader must seek advice from People and Culture regarding potential market loading options and advice on sector or role specific benchmarking, prior to finalising their recommendation for approval.

(56) The market loading will cease at the end of the fixed-term period unless the Head of Organisational Unit approves a new application to pay a market loading for a further period, following the review by the leader.

Recreation leave loading

(57) All staff members (excluding casual professional and sessional academic staff) who have, as at 31 October in any year, qualified for four weeks of recreational leave since 1 November of the previous year, are entitled in respect of that leave to a payment of leave loading equal to 17.5% of four weeks salary as per clause 49.1 of the 2023 EA. This loading is capped at an amount equal to the average weekly earnings of all Australian males.

(58) Payment of any leave loading will occur in December each year.

First aid allowance

(59) The first aid allowance is only payable to eligible staff in Infrastructure, Property and Precincts. Eligible staff are those trades staff that continue to have significant non-supervisory grounds duties.

(60) To receive payment the eligible staff member must hold a current first aid certificate.

(61) The payment of the allowance is approved by the Executive Director, Infrastructure, Property and Precincts on an annual basis to eligible staff.

(62) The current allowance is $15.80 per fortnight.

Recovery of overpayments

(63) Where a staff member is overpaid for any reason, People Services will take all necessary steps to immediately recover the overpaid amount.

(64) Where salary overpayment occurs, the staff member or former staff member will be informed by People Services about the overpayment and the options for repayment. The staff member and the University will negotiate an agreed repayment arrangement in good faith and arrangements will be made for repayment either by instalment or in a lump sum.

(65) The University may deduct the overpayment from the staff member’s termination payment in accordance with the repayment arrangement as per clause 26.3 of the 2023 EA.

(66) The University may deduct the amount of any debt owed to the University from a staff member’s final pay when their employment with the University comes to an end. The University will advise the staff member in writing that this will occur prior to doing so. 

(67) Where the University and staff member cannot agree on a repayment arrangement, the University will commence the Dispute Settling procedure as per clause 59 of the 2023 EA.

Part A - Allowances and loadings for Academic staff

Academic role allowances

(68) The following allowances may be approved with written authority in accordance with clauses 7 and 8 of this Procedure.

(73) The Executive Dean, Faculty of Health may approve a clinical loading for eligible Academic staff in the School of Medicine where:

1. A medically qualified staff member has significant responsibility for patient care and diagnostic services;
2. The staff member teaches students in the Doctor of Medicine (MD) program or other program requiring clinical input for the School of Medicine; and
3. The staff member has a continuing commitment to hospital, health centre, or general practice, involving clinical responsibility of patient care on a regular basis as part of their duties with the University.

(74) To be eligible Academic staff must hold a position of:

1. Head of School (Dean of Medicine)
2. Directors of Clinical Studies
3. Senior Lecturers
4. Problem Bases Learning (PBL) Tutors (0.2 time fraction).

(75) The loading will be removed where one of the above criteria ceases to be met.

(76) The current annual clinical loading rate is $36,905 pro rata pa and is subject to any applicable 2023 EA salary increases.

Part B - Allowance and loadings for Professional staff

Higher duties allowance

Below HEW 10 positions

(77) The Head of Organisational Unit may offer a higher duties allowance (HDA) to Professional staff acting in positions at a higher classification level provided that:

1. the minimum period of acting in the higher level position with a classification of up to and including HEW 7 will be two weeks
2. the minimum period of acting in the higher level position with a classification above HEW 7 will be four weeks.

(78) The HDA will be the difference between the staff member’s substantive salary and the minimum salary point of the higher level position, provided that if the staff member is not performing the full range of duties of the higher level position, the staff member will be paid a pro rata amount.

(79) HDAs will only exceed a period of six months in exceptional circumstances and must be approved by the Chief People and Culture Officer or nominee.

Above HEW 10 positions

(80) The Head of Organisational Unit, on advice from the Chief People and Culture Officer or nominee may offer a higher duties allowance (HDA) to HEW 10 Professional staff member acting in positions at a classification level of above HEW 10 provided that the period of acting is greater than four weeks.

(81) Where the period of acting is greater than four weeks but less than eight weeks the staff member will receive 10% of their current base salary.

(82) Where the period of acting is greater than eight weeks the allowance must be recommended by the member of the Executive on advice from the Chief People and Culture Officer or nominee and approved in writing by the Vice-Chancellor.

Acting member of the Executive

(83) The amount will be determined by the Vice-Chancellor on a case by case, on advice from the Chief People and Culture Officer or nominee.

(84) The period of acting must be greater than four weeks.

On-call allowance

(85) Professional staff will be eligible for an on-call allowance where they are required by their leader to respond to queries or return to work (if applicable) after ordinary hours.

(86) Staff will be paid 20% of their base salary and will be paid for the time which they are on-call.

(87) If the on-call period is on a University Holiday staff will be paid 30% of their base salary for the time which they are on-call.

(88) Staff must submit their request for an on-call allowance through DeakinPeople.

Overtime meal allowance

(89) Professional staff may be paid a meal allowance of $22.03 if eligible in accordance with clause 33 of the 2023 EA.

Part C - Vehicle allowances

(90) A vehicle allowance may be provided in the remuneration package for senior staff, where approved under this Procedure.

(91) Travel by car should be limited to circumstances where communication via virtual meeting points or public transport is not a suitable or viable alternative.

(92) The following allowances may be paid for the following categories of staff:

(93) A vehicle allowance is provided to a staff member on the following terms and conditions:

1. The University reserves the right to review the amount paid as a vehicle allowance from time to time.
2. The University reserves the right to withdraw the vehicle allowance as a part of a staff member’s remuneration for an alternative equivalent amount as part of the overall remuneration arrangement.
3. A vehicle allowance is subject to tax and is paid on a fortnightly basis in the normal pay cycle.
4. A staff member receiving a vehicle allowance is not eligible to use a central pool or departmental vehicle for business purposed. The exception to this requirement is a departmental vehicle used for research purposes where that vehicle has been specifically equipped for the research purposes.
5. On accepting the vehicle allowance the staff member agrees to use their private vehicle or provide their own other transport suitable for University business.
6. The staff member must have a valid and current licence to drive in Australia.
7. The staff member must ensure that the vehicle to be used on University business is registered, insured, meets Australian design standards and is in roadworthy condition.
8. The staff member is required to observe all traffic laws, including regulations and by-laws applicable.
9. Any damage to or infringements incurred through the use of a private vehicle are the responsibility of the driver and/or owner of the private vehicle. These costs will not be paid with University funds.
10. Private vehicles are not covered by the University’s insurance policies when they are used for University business. The staff member is to check with their insurance company to make sure that their private vehicle is insured for use on University business.
11. When on University business any vehicle related incidents and hazardous situations that may impact on the health and safety of the driver must be reported to the driver’s leader and the University’s occupational health and safety management representative.
12. The staff member is responsible to meet the costs of their own vehicle including insurance, annual registration, road tolls, road side service support and maintenance and running costs including petrol.
13. A staff member receiving a vehicle allowance is still required to purchase a parking permit to park their vehicle at a University campus as set out in the Parking and Use of Vehicles procedure.
14. The cost of external parking for business purposes will be reimbursed at the expense of the staff member’s organisational unit where appropriate, see Business Expenses Policy.
15. The staff member agrees to notify the Chief People and Culture Officer or nominee of any changes to the conditions associated with their driving licence, including special conditions, suspension or cancellation.

(94) A failure by the staff member to adhere to the terms and conditions of the vehicle allowance may result in the suspension or cancellation of the vehicle allowance and/or disciplinary action, in accordance with the Staff Discipline procedure, as determined by the Chief People and Culture Officer or nominee.

Section 6 - Definitions

(95) For the purpose of this Procedure:

1. DeakinAchieve: the process set out the Performance Development and Recognition procedure
2. Enterprise Agreement: the Deakin University Enterprise Agreement 2023.
3. Executive: those staff members who report directly to the Vice-Chancellor, other than staff whose functions support administrative and related functions of the Vice-Chancellor's office.
4. Head of Organisational Unit: the Vice-Chancellor, a member of the Executive, a Pro Vice-Chancellor, a Vice President, an Executive Dean, an Executive Director, a Director (including a Director of an Institute), University Librarian and General Counsel.
5. Remuneration: includes salary, superannuation, loadings and allowances.
6. Total Employment Cost: the actual amount paid for all staff wages and benefits.  This includes salaries, loadings, allowances, superannuation, insurances and payroll tax.