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Reimbursements Procedure

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Section 1 - Preamble

(1) This Procedure was approved by the Vice-Chancellor on 21 November 2008 and incorporates all amendments to 15 April 2015.

(2) This Procedure is pursuant to the Salaries and Allowances Policy and includes the following schedules:

  1. Schedule A: Reimbursement of Travel, Relocation/Onboarding Expenses
  2. Schedule B: Study Support Reimbursement
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Section 2 - Purpose

(3) This Procedure outlines the criteria for the reimbursement of expenses to University staff.

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Section 3 - Scope

(4) This Procedure applies to all eligible fixed term and continuing University staff.

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Section 4 - Policy

(5) Refer to the Salaries and Allowances Policy.

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Section 5 - Procedure

(6) The head of the organisational area has the authority to approve the reimbursement of expenses as outlined below.

Onboarding expenses

(7) Staff members who have relocated from interstate or outside Australia to take up a position at the University may claim for reasonable reimbursement of onboarding costs as discussed and agreed with their manager.

(8) Staff members appointed to part-time continuing positions, or to fixed-term positions that extend for a period of more than twelve (12) months, may be entitled to reimbursement of costs on a pro rata basis and as determined by the Executive Director, Human Resources.

(9) Staff members who are required by the University to transfer between a metropolitan and non-metropolitan campus may receive reimbursement of relocation expenses.

(10) Staff members who resign after less than three years of employment at the University may be required, at the discretion of the Executive Director, Human Resources, to refund all or part of reimbursed onboarding expenses.

(11) Newly appointed staff may be eligible for onboarding expenses as outlined in Schedule A: Reimbursement of Travel, Relocation/Onboarding Expenses.

Study support - general staff

(12) Staff required to study as a condition of employment will have all of their HELP fees and/or tuition fees reimbursed in full. The staff member must provide:

  1. a receipt of HELP payment or tuition fees paid;
  2. evidence of successful completion of each semester/trimester's course of study;
  3. proof that the course being undertaken at an external institution, is not available at Deakin. (Refer to Deakin undergraduate and postgraduate courses.)

(13) Continuing or fixed term staff with appointments of greater than 12 months may be eligible for reimbursement of fees (pro-rata for part-time staff).

(14) The head of the organisational area can approve reimbursements where:

  1. the staff member is voluntarily undertaking study that either relates to the work they currently perform for the University or for study that will assist in their career progression at Deakin;
  2. a receipt of HELP payment or tuition fees paid is supplied;
  3. prior approval of course of study was obtained; and
  4. evidence of successful completion of each semester/trimester's course of study is supplied.

(15) See the Professional Development (General Staff) Procedure for more information and the Supervisor's Assessment Tool in the Application for Study Support - General Staff form to help determine an appropriate level of support.

(16) Important note: Upon approval of a staff member's application for study support, a copy of the application form must be provided to the Human Resources Division for recording in the HR system and for reporting purposes.

Safety glasses

(17) Staff may be eligible for reimbursement where the purchase and wear of safety glasses at work to carry out a particular task is a University requirement or the staff member's prescribed optical glasses are required to have impact resistant lenses.

(18) The process for claiming reimbursement for safety glasses can be found on the Health and Wellbeing website.

Professional association fees

(19) General staff members may claim for reimbursement (or where issued with a corporate credit card, may make payment), for approved professional association fees where they are required to remain accredited in order to fulfil the responsibilities of their role.

Childcare and carer expenses

(20) Senior staff members who are required to be absent from home overnight on University business and who cannot make other arrangements for family or carer responsibilities, may be reimbursed for all reasonable costs of childcare or carer support as outlined in the Flexible Work Arrangements Procedure.

Travel expenses

(21) Staff members who are required to travel on University business may apply for reimbursement of expenses as outlined in the Travel Procedure.

Claim for parking or public transport usage

(22) The cost of car parking other than on a Deakin campus, will be reimbursed when required for business purposes.

(23) Staff who are required to work from an alternate Deakin work location to their home campus may be reimbursed for the cost of public transport where its use meets the needs of the individual and work area.

(24) Senior staff in receipt of a vehicle allowance as part of their remuneration package may be reimbursed for the cost of public transport where its use is a more efficient and viable alternative to enable them to attend University meetings and events at the Deakin University Melbourne City Centre.

Use of private vehicle

(25) Staff may only use a private or hire vehicle for University business where a University vehicle or public transport is unavailable or impractical. Use of University vehicles or private vehicles is governed by the requirements of the Guideline for Use of University Vehicles.

(26) Use of private or hire vehicle must be approved in advance of use by the Manager wherever possible.

(27) Staff will be reimbursed at a rate of 65 cents per kilometre.

(28) Claims for reimbursement must be submitted through Deakinpeople or TEMS and approved by the staff member's manager.

(29) The use of a private vehicle for travel between the Burwood and Warrnambool Campuses is not permitted.

Personal use of corporate mobile communication device

(30) Staff members in receipt of a corporate mobile communication device must review their monthly usage to identify personal use costs and arrange for reimbursement of such to the University. Details of personal usage is available via the Universities mobile telecommunications billing system, Personal Usage Reporting (PUR) functionality. Refer to the Corporate Mobile Communication Devices Procedure for more information.

Use of non-University mobile communication devices

(31) Where staff have a claim for the costs of reasonable and genuine business use of their personal mobile communication devices, they may submit a request for reimbursement to their manager via the University's expense reimbursement system, TEMS/Spendvision. Reimbursement is subject to the Corporate Mobile Communication Devices Procedure.

(32) The staff member must obtain in principle approval from the relevant manager prior to incurring the costs.

Claim for reimbursement

(33) To claim for reimbursement of expenses, staff members should follow the process outlined on the Corporate Finance (Expense Reimbursements) website, or in the relevant procedure. The claim will be considered by and may be approved by the relevant head of the organisational area and the Executive Director, Human Resources.

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Section 6 - Definitions

(34) For the purpose of this Procedure:

  1. Onboarding Expenses: the packing and removal of household items, loading, freight charge, insurance of goods in transit, storage of household items for a period not exceeding two months, temporary accommodation for a period not normally exceeding two weeks, other settling assistance services and removal broker charges. Sale tax or duties on imported goods remain the responsibility of the appointee.