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Remuneration procedure

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Section 1 - Preamble

(1) This Procedure is effective from 18 September 2018.

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Section 2 - Purpose

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

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Section 3 - Scope

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

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Section 4 - Policy

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

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Section 5 - Procedure

Approval and confirmation of remuneration

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

(6) The Human Resources Division (HRD) will provide a candidate or staff member a written offer of, or advice of changes to, their remuneration package, upon receipt of the appropriate written approval.

(7) The Vice-Chancellor, or the relevant member of the Executive, or another person where specified in this Procedure, has authority to approve remuneration amounts under 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).

(8) The Vice-Chancellor's approval (via the HRD) is required for remuneration amounts which are above or outside those set out in this Procedure.

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

(10) The approver will also have regard to their obligations under the University's Code of Conduct, including but not limited to the sections on:

  1. equity and fairness in the workplace;
  2. personal and professional behaviour; and
  3. conflicts of interest.

(11) HRD will provide the Vice-Chancellor with an annual summary of salaries, allowances and loadings approved under this Procedure.

Salary

(12) Salaries are paid in line with the Deakin University Enterprise Agreement 2017 (EA), or otherwise as set out in this Procedure.

(13) 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 her or his 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. a salary of up to 15 per cent above that specified for the classification has been approved, for a position classified above HEW 10, or above Level E.

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

(15) Salary increases are negotiated as part of the EA and paid accordingly.

Remuneration for a vacant position

(16) The Head of Organisational Unit 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 Head of Organisational Unit may request, on advice from HRD, 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

(17) 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 Performance Planning and Review (PPR) 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 PPR process.

(18) 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, Human Resources (refer to the Leave and Public Holidays procedure for further information).

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

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

  1. the manager's recommendation is endorsed by the Head of Organisational Unit; 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 Head of Organisational Unit with the next increment due 12 months from this date (unless the staff member has reached the top of the classification scale).

(21) The Executive Director, Human Resources will provide the Vice-Chancellor with an annual report of the number of, and reasoning for accelerated and/or multiple increments approved under this Procedure.

Remuneration review

(22) 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 reviewed by the manager, usually following the annual review under the Deakin Achieve/PPR process, or when discussing reappointment, or as specified in an individual contract. The review will not always lead to an increase in remuneration.

(23) This review may incorporate the annual review of a market loading, if applicable (see later section Market Loadings).

(24) The manager should discuss their reasoning with the staff member but will not offer, or advise of, any change to remuneration, until it is approved by the Head of Organisational Unit.

(25) Increases in remuneration of up to 15 per cent, in aggregate, during a 12 month period may be approved by the Executive Director, Human Resources under this Procedure.

Salary packaging and salary sacrifice

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

(27) 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

(28) The Superannuation Guarantee (Administration) Act requires all Australian employers to offer a choice of superannuation fund to all current and new employees. At the University, this choice is governed by the EA; UniSuper is the current agreed superannuation provider.

(29) The EA provides (clause 29) for the University to have up to 5% of its staff in a superannuation fund other than UniSuper, or to reduce their superannuation contributions to the level of the Superannuation Guarantee rate only.

(30) If a staff member wishes to be a member of a superannuation fund other than UniSuper, or reduce their superannuation contributions to the level of the Superannuation Guarantee rate, they must make that request in writing to the Executive Director, Human Resources. In considering any requests, the Executive Director, Human Resources will give consideration to 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, and an increase in their salary by the same amount (by way of a non superable allowance) is not less that the Superannuation Guarantee rate
  3. whether the staff member is a new staff member to the University and being able to exercise ‘choice of fund’ is part of an attraction strategy
  4. as part of a retention strategy for an existing staff member; and/or
  5. upon written  submission from the staff member regarding exceptional circumstances.

(31) Existing staff who are members of the UniSuper Defined Benefit Scheme may not be able to reduce their superannuation contributions to the level of the Superannuation Guarantee due to the conditions of the Scheme. Before applying to the Executive Director, Human Resources, these staff are encouraged to seek advice from UniSuper.

(32) Current members of the Victorian Government New Scheme or State Revised Scheme may continue in these schemes while employed at the University.

(33) Superannuation contribution rates are in accordance with clause 29.1 of the EA.

Allowances, loadings and reimbursements

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

(35) Loadings and allowances are non-superannuable, subject to tax, and paid on a fortnightly basis in the normal pay cycle, unless otherwise specified.

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

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

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

(39) 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.

Responsibility allowance

(40) 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 (6) months.

(41) 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.

(42) The Executive Director, Human Resources may approve a responsibility allowance for a period greater than six months.

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

(44) A staff member will not be paid the allowance where they are on leave for periods exceeding one week.

Market loadings

(45) A manager 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.

(46) 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.

(47) 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.

(48) A market loading is a flat payment for a fixed-term for 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 the staff member is appointed to an alternative position within the University. Market loadings of up to 15 per cent of the staff member's salary may be approved by their Head of Organisational Unit.

(49) The Vice-Chancellor's approval (via the Executive Director, Human Resources) is required for market loading amounts which are above those set out in this Procedure.

(50) The Manager 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 Manager must seek advice from the HRD regarding potential market loading options and advice on sector or role specific benchmarking, prior to finalising their recommendation for approval.

(51) 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 manager.

Recreation leave loading

(52) All staff members (excluding casual 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 EA. This loading is capped at an amount equal to the average weekly earnings of all Australian males.

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

First aid allowance

(54) The first aid allowance is only payable to eligible staff in Facilities Services. Eligible staff are those trades staff that continue to have significant non-supervisory grounds duties.

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

(56) The payment of the allowance is approved by the Executive Director, Facilities Services on an annual basis to eligible staff.

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

Recovery of overpayments

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

(59) Where salary overpayment occurs, the staff member or former staff member will be informed by HRD 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.

(60) The University may deduct the overpayment from the staff member’s termination payment in accordance with the repayment arrangement as per clause 25A.2 of the EA.

(61) 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. 

(62) 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 EA.

Part A - Allowances and loadings for Academic staff

Academic role allowances

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

ROLE AMOUNT RANGE CONDITIONS
Head of School
 
Based on size of school:
Large School $20,000 – $40,000
Medium School $15,000 – $35,000
Small School $10,000 – $30,000
Amount within range is based on the Executive Dean’s assessment under the Behavioural Anchored Rating Scale (BARS) for Heads of Schools, reviewed annually as part of the Performance Planning and Review process.
School size (EFT staff) is reviewed annually.
Large School –  total staff is over 70 EFT
Medium School – 36 to 70 EFT
Small School – up to 35 EFT
Deputy Head of School Up to $10,000 pa On the recommendation of the Head of School.
Associate Head of School Up to $6,000 pa On the recommendation of the Head of School.
Deputy Dean $6,000 ­ $10,000 pa Note: will be in addition to either an Associate Dean or Head of School allowance.
Associate Dean Up to $24,000 pa  
Acting Executive Dean (or above) As determined by Vice-Chancellor
The amount will be determined by the Vice-Chancellor on a case by case basis, on advice from the Executive Director, Human Resources.
The period of ‘acting’ must be greater than 4 weeks.
Acting Head of School Equivalent to the base level of Head of School Allowance
The amount will be equivalent to the base level Head of School Allowance. If less than full duties are to be performed a percentage of duties being performed will be determined by the relevant Executive Dean and an allowance equal to that percentage will be paid.
The period of ‘acting’ must be greater than 4 weeks.
Director of Strategic Research Centre (SRC)
$5,000 ­ $15,000 pa*
*The role allowance is not a mandatory addition to the current total remuneration of the staff member (Director), which may already be considered adequate with the inclusion of the additional duties as Director due to existing allowances, loadings or benefits. In some cases, an adjustment to another allowance or loading may be appropriate where this role allowance is introduced.
Amount within this range is based on the Executive Dean’s (or Deputy Vice-Chancellor Research) where the Director reports directly to them) assessment under the Behavioural Anchored Rating Scale (BARS) for Directors of SRCs, reviewed annually as part of the Performance Planning and Review process.

Additional duties

(64) Academic staff undertaking approved additional duties may be eligible for an additional duties payment.

(65) This will be determined on a case by case basis, with regard to the nature of the work performed and the amount of time it is estimated by the Head of School or Executive Dean that is required for the additional duties.

(66) The additional duties must be approved in writing prior to the work being undertaken.

(67) Approval will be for up to one teaching period only. Any extensions will require new approval.

Clinical loadings

(68) 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 Bachelor of Medicine, Bachelor or Surgery (BMBS) 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.

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

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

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

(71) The current annual clinical loading rate is $31142 pro rata pa and is subject to any applicable Enterprise Agreement salary increases.

Part B - Allowance and loadings for Professional staff

Higher duties allowance

Below HEW 10 positions

(72) 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 2 weeks
  2. the minimum period of acting in the higher level position with a classification above HEW 7 will be 4 weeks.

(73) 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.

(74) HDAs will only exceed a period of six months in exceptional circumstances and must be approved by the Executive Director, Human Resourcess.

Above HEW 10 positions

(75) The Head of Organisational Unit, on advice from the Executive Director, Human Resources 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 4 weeks.

(76) Where the period of acting is greater than 4 weeks but less than 8 weeks the staff member will receive 10% of their current base salary.

(77) Where the period of acting is greater than 8 weeks the allowance mist be recommended by the member of the Executive on advice from the Executive Director, Human Resources and approved in writing by the Vice-Chancellor.

Acting member of the Executive

(78) The amount will be determined by the Vice-Chancellor on a case by case, on advice from the Executive Director, Human Resources.

(79) The period of acting must be greater than 4 weeks.

On-call allowance

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

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

(82) 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.

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

Overtime meal allowance

(84) Professional staff may be paid a meal allowance of $19.40 if eligible in accordance with clause 33 of the Deakin University Enterprise Agreement 2017.

Part C - Vehicle allowances

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

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

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

GROUP STAFF CATEGORY VEHICLE ALLOWANCE
1 Executive (as defined in the Deakin University Enterprise Agreement 2017) $22,000
2 Heads of School
Executive Directors of Divisions
University Librarian
$18,000
3 Faculty General Managers
Directors of Institutes
Directors of Units
Other senior staff (above HEW 10 or above Level E) where approved
$16,000

(88) 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 supervisor 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 Use of University Vehicles and Parking procedure.
  14. The cost of external parking for business purposes will be reimburses at the expense of the staff member’s organization unit where appropriate, see Business Expenses Reimbursement procedure.
  15. The staff member agrees to notify the Executive Director, Human Resources of any changes to the conditions associated with their driving licence, including special conditions, suspension or cancellation.

(89) 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 policy, as determined by the Executive Director, Human Resources.

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Section 6 - Definitions

(90) For the purpose of this Procedure:

  1. Enterprise Agreement (EA): the Deakin University Enterprise Agreement 2017.
  2. 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.
  3. Head of Organisational Unit: the Vice-Chancellor, a member of the Executive, a Pro Vice-Chancellor, an Executive Dean, an Executive Director, a Director (including a Director of an Institute), University Librarian and University Solicitor.
  4. PPR: the process set out in the Performance Planning and Review procedure.
  5. Remuneration: includes salary, superannuation, loadings, allowances and other cash equivalent benefits such as personal use of an assigned vehicle.