Precis | Print Friendly
Adding Bookmark..........
This procedure outlines the criteria for the reimbursement of expenses to University staff.

Responsible Officer: Vice-President (Enterprise)
Implementation Officer: Executive Director, Human Resources Division

First approved by:
Vice-Chancellor on 21 November 2008

Amendments approved by:
Vice-Chancellor on 7 October 2009
(Responsible Officer changed from Chief
Operating Officer to Director, Human
Resources Services Division)

Vice-Chancellor on 18 November 2013
-The key changes are s.16 (new);
-Revision of the schedule to include limits;
-Introduction of term onboarding reflecting name of HR unit;
-Tightening of use of private vehicle and parking provisions for staff with vehicle allowance.

Executive Director HRD on 10 March 2014
(changes to the Professional Development for General Staff
procedure and the Reimbursements procedure);

Vice-Chancellor on 10 November 2014
(minor amendments relating to New Corporate Mobile
Communications Devices procedure - insert paras 22, 23 & 24)

Policy Office on 15 April 2015
(change pursuant doc & links for 'Salaries & Allowances' Policy
to now 'Employment of Staff' Policy)




Reimbursements Procedure


This procedure was approved by the Vice-Chancellor on 21 November 2008 and incorporates all amendments to 10 November 2014.
SCHEDULES

This document is pursuant to the Employment of Staff Policy and includes the following schedule:
Schedule A: Reimbursement of Travel, Relocation/Onboarding Expenses
Schedule B: Study Support Reimbursement

PURPOSE

This outlines the criteria for the reimbursement of expenses to University staff.

SCOPE

This procedure applies to all eligible fixed term and continuing University staff.

DEFINITIONS

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.

PROCEDURE
The head of the organisational area has the authority to approve the reimbursement of expenses as outlined below.
Onboarding expenses
1Staff 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.
2Staff 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 Division (HRD).
3Staff members who are required by the University to transfer between a metropolitan and non-metropolitan campus may receive reimbursement of relocation expenses.
4Staff members who resign after less than 3 years of employment at the University may be required, at the discretion of the Executive Director, HRD, to refund all or part of reimbursed onboarding expenses.
5Newly appointed staff may be eligible for onboarding expenses as outlined in Schedule A: Reimbursement of Travel, Relocation/Onboarding Expenses.
Study support – General staff
6Staff 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:
a)a receipt of HELP payment or tuition fees paid;
b)evidence of successful completion of each semester/trimester’s course of study;
c)proof that the course being undertaken at an external institution, is not available at Deakin. (Refer to Deakin undergraduate and postgraduate courses.)
7Continuing or fixed term staff with appointments of greater than 12 months may be eligible for reimbursement of fees (pro-rata for part-time staff).
8The head of the organisational area can approve reimbursements where:
a)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;
b)a receipt of HELP payment or tuition fees paid is supplied;
c)prior approval of course of study was obtained; and
d)evidence of successful completion of each semester/trimester’s course of study is supplied.
See the Professional Development (General Staff) Procedure for more information and the Supervisor’s Assessment Tool in the Study Support form to help determine an appropriate level of support.
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
9Staff 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.
10The process for claiming reimbursement for safety glasses can be found on the Health and Wellbeing website.
Professional Association Fees
11General 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
12Senior 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
13Staff 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
14The cost of car parking other than on a Deakin campus, will be reimbursed when required for business purposes.
15Staff 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.
16Senior 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
17Staff 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.
18Use of private or hire vehicle must be approved in advance of use by the Manager wherever possible.
19Staff will be reimbursed at a rate of 65 cents per kilometre.
20Claims for reimbursement must be submitted through StaffConnect or TEMS and approved by the staff member’s manager.
21The use of a private vehicle for travel between the Burwood and Warrnambool Campuses is not permitted.
Personal use of Corporate mobile communication device
22Staff 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
23Where 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.
24The staff member must obtain in principle approval from the relevant manager prior to incurring the costs.
Claim for Reimbursement
25To claim for reimbursement of expenses, staff members should follow the process outlined on the Financial Services Division (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, HRD.
ASSOCIATED INFORMATION

Corporate Mobile Communication Devices Procedure
Credit Card Use Policy
Employment of Staff Policy
Flexible Work Arrangements Procedure
Guideline for Use of University Vehicles
Health and Wellbeing website
Professional Development (General Staff) Procedure
StaffConnect
Study Support - UG Course Guide (General Staff)
Study Support - PG Course Guide (General Staff)
Supervisor’s Assessment Tool in the Study Support
Travel Procedure



Printed copies of this document may not be current. Please refer to The Guide for the most recent version.
Deakin University 2015