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Personnel Policy and Procedures Manual 16. Salaries and Loadings |
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[? Search] [Top] [Contents]
[Prev: 15. Classifications]
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- 16.1. Salaries and Rates of Payment - Academic Staff
- 16.1.1. Academic Staff Salaries
- 16.2. Salaries and Rates of Payment - Professional Staff
- 16.2.1. Salary Scales for Full Time Professional Staff - Effective 04 April 2009
- 16.3. Loadings Associated with Office or Role, Differentials, Individual Loadings and Allowances for Academic Staff
- 16.3.1. Overview
- 16.3.2. Heads of Department Remuneration
- 16.3.3. Clinical Loadings
- 16.3.4. General Faculty Loading
- 16.3.5. Veterinary Clinical Centre Out-of-Hours Consultancy Loading
- 16.3.6. Service Differential
- 16.3.7. Loadings attached to Specific Positions
- 16.3.8. Academic Board Officers
- 16.3.9. Executive Assistant Loading and Titles
- 16.3.10. Professional Recognition Loadings
- 16.4. Flexible Remuneration Packaging
- 16.4.1. Overview
- 16.4.2. References
- 16.4.3. Policy
- 16.4.4. Impact of salary packaging on other entitlements
- 16.5. FRP Procedures, Guidelines and further Information
- 16.6. Meal and Kilometre Allowances
- 16.6.1. Overview
- 16.6.2. References
- 16.6.3. Policy
- 16.7. Agreed rates of pay
- 16.7.1. Eligibility
- 16.7.2. Policy
- 16.7.3. Procedure
- 16.8. Overpayments
- 16.8.1. Overview
- 16.8.2. References
- 16.8.3. Definitions
- 16.8.4. Policy
- 16.8.5. Procedures
(Updated: June 2009)
REFERENCES
Council Minutes - 4 October 1999
Council Minutes - 1 May 2000
Council Minutes - 4 September 2000
Council Minutes - 7 May 2001
The University of Melbourne Enterprise Agreement 2006
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** Any Level A Academic required to carry out full subject co-ordination duties as part of his or her normal duties or who upon appointment holds or during appointment gains a relevant doctoral qualification shall, as from 23 July, 1992 be paid a salary no lower than this salary point.
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*Note: this classification is for historical information only, used prior to the University of Melbourne Award and Classification Restructuring Agreement, 1993. It is not to be used for new appointments, nor is it an incremental point in the current professorial classification.
For further information on salary packaging see Section 16.4
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Full details of ARC salary and stipend rates can be found at http://www.arc.gov.au/applicants/salaries.htm.
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The salaries above are those currently paid by the University to staff on NH&MRC grants. For the NH&MRC salary scales to use in preparing budgets in grant applications, please refer to the Melbourne Research and Innovation Office, Ext.48143.
Entry points for NH & MRC appointments:
BSc, BNursing, Dip of Nursing, BAppSc(Nutrition) = RA1
BSc(Hons), BNursing (Hons), BAppSc(Occupational Therapy; Physiotherapy; Speech Pathology), BA/B Social Work, BA/BPsych and BPsych/BSocial Work, BEngineering = RA2
Post-Grad Dip (Dietetics) = RA2 or RA3 dependent 1 or 2 years course work
Post-Grad Dip (Occupational Therapy; Physiotherapy; Speech Pathology), BVSc = RA3
MPsych (Clin), MAppSc(Physiotherapy), MSocial Work and MASocial Work, MNursing, MVSc, MappSc((Dietetics), MEngineering, Msc, MPH = RA4
PhD, MBBS, BDS = RO1
R.Douglas Wright = SRO1 (by appointment only)
Salary Loadings for NH & MRC appointments: (see Table 74)
'Lecture' means any education delivery described as a lecture in a course or unit outline, or in an official timetable issued by the University.
A casual staff member required to deliver a lecture (or equivalent delivery through other than face to face teaching mode) of a specified duration and relatedly provide directly associated non contact duties in the nature of preparation, reasonably contemporaneous marking and student consultation shall be paid at a rate for each hour of lecture delivered according to the following table.
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*The hourly rate in a repeat lecture applies to a second or subsequent delivery of substantially the same lecture in the same subject matter within a period of 7 days, and any marking and student consultation reasonably contemporaneous with it.
Note: Full-time members of the Academic Staff of the University (other than staff in the Melbourne Business School) teaching in residential executive programs of the MBS may be paid a rate set by the MBS, for the particular course or part-course, up to a maximum of $2,000 per course.
'Tutorial' means any education delivery described as a tutorial in a course or unit outline, or in an official timetable issued by the University. A casual staff member required to deliver or present a tutorial (or equivalent delivery through other than face to face teaching mode) of a specified duration and relatedly provide directly associated non contact duties in the nature of preparation, reasonably contemporaneous marking and student consultation, shall be paid at a rate for each hour of tutorial delivered or presented, according to the following table:
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*The hourly rate in a repeat tutorial applies to a second or subsequent delivery of substantially the same tutorial in the same subject matter within a period of 7 days, and any marking and student consultation reasonably contemporaneous with it.
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'Musical accompanying with special educational service' means the provision of musical accompaniment to one or more students or staff in the course of teaching by another member of the academic staff in circumstances where the accompanist deploys educational expertise in repertoire development or expression for student concert or examination purposes, but does not include concern accompanying, vocal coaching or musical directing.
For musical accompanying the casual staff member shall be paid for each hour of accompanying as well as for one hour of preparation time for each hour of accompanying delivered:
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All marking other than that referred to in 16-1.1.2.1 - Casual Lectures, and 16-1.1.2.2 - Casual Tutorials, above shall be paid according to the following table, for all time worked:
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(a) 'Other required academic activity' shall include work that a person, acting as or on behalf of the University requires the staff member to perform and that is performed in accordance with any such requirement, being work of the following nature:
the conduct of practical classes, demonstrations, workshops, student field excursions;
the conduct of clinical sessions other than clinical nurse education;
the conduct of performance and visual art studio sessions;
musical coaching, reptiteurship, and musical accompanying other than with special educational service;
development of teaching and subject materials such as the preparation of subject guides and reading lists and basic activities associated with subject coordination;
consultation with students;
supervision; and
attendance at departmental and or faculty meetings as required.
Faculty of Architecture: technical instructor
Mathematics and Statistics Department: practice classes
The above list is not intended to be exhaustive, but is provided by way of examples and guidance.
(b) A casual staff member required to perform any other required academic activity as defined in clause 16-1.1.2.6 (a) above shall be paid at the rates in the table below for each hour of such activity delivered as required and demonstrated to have been performed.
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These are payments, per student per day, to school teachers employed by universities for the supervision of practice teaching . Payments should cover work involved in the making of written evaluations and assessments.
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(Updated: June 2009)
REFERENCES
Council Minutes - 4 October 1999
Council Minutes - 1 May 2000
Council Minutes - 4 September 2000
Council Minutes - 7 May 2001
The University of Melbourne Enterprise Agreement 2006
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All Professional Staff positions are classified within the 10 level Higher Education Worker (HEW) classification structure. All staff within this structure will be paid in accordance with the following salary scales.
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* Except for the base rate, the salaries presented here for HEW 10 staff are total package amounts, excluding annual leave loading.
* For further information on salary packaging see Section 16.4
When calculating HDAs, bonuses, annual leave payouts and long service leave payouts the Total Package amount is divided by 1.17 and then the payout or bonus is calculated from there.
For example, to calculate an annual leave payout for 30 days of annual leave for a staff member on HEW 10A:
(126,035÷1.17) x (30÷260.0893*)
*the average number of days worked each year.
or, to calculate an annual bonus of 5% per annum the calculation for a staff member on HEW 10A:
(126,035÷1.17) x 5%
As indicated in The University of Melbourne Enterprise Agreement 2006, a new employee undertaking the complete duties of a position will be paid the salary determined by the agreement, irrespective of age. New employees who require training and so do not perform the complete range of duties of a position may be paid a percentage of the full salary, which is based on the level of skill acquired and not age. Training positions shall only be classified at Higher Education Worker levels 2 or 3. In exceptional circumstances they may be classified at level 1.
Training positions should be classified at the same level as that of the position for which the trainee is being prepared and will occupy on completion of the training.
Rates of pay for Trainees are listed in the table above.
The policy to determine the rates of pay for positions for which two year's training is required is:
1st year in training position: 85% of HEW level point 1
2nd year in training position: 90% of HEW level point 1
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Apprentices will be paid at the following percentages of the relevant trade rate (relevant professional level classification).
1st year: 42% of base trade rate (professional level at increment step 1)
2nd year: 55% of base trade rate (professional level at increment step 1)
3rd year: 75% of base trade rate (professional level at increment step 1)
4th year: 88% of base trade rate (professional level at increment step 1)
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Please use the following figures as a guide for the payment of high school students between the ages of 13 - 21 years who are on work experience:
$5 per day;
70c per hour for less than a day
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There are three categories of Examination Supervisors. Supervisors are paid according to whether they supervise a two or three hour examination. The rates for Examination Supervisors are outlined in Table 60.
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Supervisor rates are based on the HEW1 casual hourly rate, Senior Supervisor rates are based on the HEW2 casual hourly rate and Supervisor-In-Charge rates are based on the HEW3 casual hourly rate. Examination rates for 2 hour examinations are calculated based on 3.5 multiplied by the relevant casual hourly rate. Examination rates for 3 hour examinations are calculated based on 4.5 multiplied by the relevant casual hourly rate.
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Salaries are determined by assigning jobs to classifications through a process designed to ensure that work of equal complexity and responsibility is rewarded equally. The emphasis of this process is measurement of the task, not the performance of individuals. The Cullen Egan Dell system of job evaluation is used to classify positions in the Senior Administrative Service (for further details see Section 4.9, Senior Administrative Service).
(Last amendment: April 2009)
Loadings and differentials may be paid to academic staff in certain circumstances. The loadings are additional to normal salary, are temporary and non-superannuable, and are paid in the following circumstances:
for clinical duties;
for the recognition of merit or outstanding national and international leadership in research and continued active contributions in research and research training;
to recruit and retain staff in 'market' sensitive areas.
Authority to approve loadings or additional payments rests with Council, the Vice-Chancellor and in certain circumstances, with Deans.
Temporary and/or non-superannuable loadings may be packaged in such a way to enable a sum (to be determined in individual cases) to be added to a staff member's normal superannuable salary and the remainder used to provide the University's employer's superannuation contribution of 14%.
In recognition of their additional responsibilities, Heads of Department receive a total remuneration package over and above rates set out in Section 16.1. In June 2002 the Remuneration and Employment Conditions Committee (RECC) (previously the Committee on Staff Salaries (COSS)) approved new remuneration arrangements for Heads of Department.
The arrangements are based on the size of the Department. The size will be determined according to the following model.
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For a Department to be sized as medium or large, two of the three criteria must be met.
The source of data is :
Academic Staff Numbers - The full time equivalent academic staff numbers reported by Genesys as at 31 March (This does not include casual staff).
EFTSU - The total department EFTSU (all sources) as reported by the University Planning Office based on figures as at 31 March census.
Budget - The Department budget, including student fee income, as provided by Finance.
Appendix C lists the current Department / School sizes.
The model will be updated in April each year. The staff and student data in the model will be as at 31 March, the budget data will be based on the current year.
If a Department moves up in size an adjustment will be made to the Head's remuneration effective from 1 April.
If a Department moves down in size the matter will be referred to the Dean for a decision. If a change in one of the factors impacts in a Department moving down a size, but it remains within 10% of the larger criteria, the remuneration arrangements may remain unchanged.
Heads will be informed in writing of any changes to their remuneration as a result of the review.
The following table lists the total remuneration package amounts for Heads of Department as at 04 April 2009
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Note: Professorial package is a Professor salary plus 17% employer superannuation.
Heads will automatically receive Enterprise Agreement adjustments. The increase will be applied to the total package figure. Heads have the normal options to salary sacrifice/package.
The package includes the employer superannuation component. As part of the package Heads can elect to set their salary for superannuation at one of two levels.
The minimum level is the salary rate set out in Section 16.1 for their substantive classification.
The maximum level is the total remuneration figure divided by 1.17.
As a default Heads will have their superannuation salary set at the minimum level.
It is recommended that Heads seek advice from Human Resources on this matter before changing.
The salary to be used for termination and other purposes will be the total remuneration divided by 1.17.
Where an employee is required to act as Head for more than three months the full remuneration should be paid.
Where an employee is acting for less than three months the Dean may approve a GFL as a loading to salary. The appropriate loading rates are:
Small 10%
Medium 17.5%
Large 25%
The GFL must be approved in the normal manner.
Clinical Loadings are paid on the advice of the Dean to Professors, Professorial Fellows, Associate Professors, Associate Professor and Readers, Senior Lecturers and Lecturers, who have either a medical or a dental qualification and who work in the following departments:
Medically qualified staff in clinical departments: Medicine, Surgery, Psychiatry, Radiology, Paediatrics, Rural Health;
Ophthalmology, Otolaryngology, Obstetrics & Gynaecology, General Practice;
Medically qualified staff in para-clinical departments: Microbiology, Pathology, Pharmacology;
Medically qualified staff in pre-clinical departments: Anatomy and Cell Biology, Biochemistry, Physiology;
Qualified dental staff in dental or medical departments.
Details of the payment amounts for Clinical Loadings are set out in Table 74
Clinical Loadings are not generally paid to medical practitioners who are employed as research staff, except where they are members of a clinical department and have patient-care responsibilities in the context of sessional services provided on behalf of the department to a teaching hospital. If research staff who are medical practitioners undertake clinical duties without direct remuneration, the Dean may approve payment of a clinical loading where funds have been made available for that purpose.
Clinical loadings are superannuable and payable while on annual leave, long service leave and termination. Clinical loadings are paid fortnightly as part of salary.
General Faculty Loadings (GFL) are available to all Faculties and may be paid to academic staff to recognise outstanding merit, to attract and retain staff, or for a variety of extra administrative or management responsibilities. All GFL's must be reviewed as part of a staff members' annual discussion under the Performance Development Framework (PDF), consistent with procedures set out below.
a) GFL to recognise outstanding merit
A GFL paid to recognise outstanding merit must be reviewed as part of a staff members' annual discussion under the Performance Development Framework (PDF). A staff member's performance must be assessed as outstanding in order to receive, or continue to receive, a GFL paid to recognise outstanding merit.
b) GFL to attract and retain staff
A GFL paid to attract or retain a key staff member must be reviewed as part of a staff members' annual discussion under the Performance Development Framework (PDF).
Where a GFL is paid to attract a new staff member, following that staff member's initial year of employment, his or her performance must be assessed as at least good each time it is annually reviewed under the PDF in order to continue to receive a GFL.
Where a GFL is paid to retain an existing staff member, his or her performance must be assessed as at least good each time it is annually reviewed under the PDF in order to continue to receive a GFL.
On reviewing an attraction and retention GFL, it may also be appropriate to review a staff member's key skills, knowledge and experience in the light of the current employment market to ascertain if the payment of the GFL remains appropriate.
c) GFL for a variety of extra administrative or management responsibilities
Other than in exceptional circumstances, approval shall not be given for a GFL to be paid for undertaking additional administrative duties if those duties are already encompassed in the staff member's role or duty statement or are recognised in the appropriate Position Classification Standards.
For continuing eligibility to receive a GFL for a variety of extra administrative or management responsibilities, a staff member's performance must be assessed as at least good each time his or her performance is annually reviewed under the PDF. The performance assessment under the PDF must take into account the staff member's normal duties AND the extra administrative duties OR management responsibilities which the staff member is undertaking for the GFL to continue to be paid.
GFL payments may be paid out of any general University funds which do not preclude such payments. Deans may be required to justify the source of funding.
Approval authorities are as follows :
General Faculty Loadings require the approval of the Dean.
if an amount is to be paid to a Dean, the GFL requires the approval of the Vice-Chancellor.
when it is proposed to recognise additional administrative duties and those duties are already encompassed in the staff members position description or in the appropriate Position Classification Standard, the GFL requires the approval of the Provost in addition to the Dean.
GFL's must be reviewed as part of a staff members' annual review under the Performance Development Framework consistent with the policy statement at Section 16.3.4.1.
Faculties will report to the Remuneration and Employment Conditions Committee (RECC) on an annual basis the details of staff in receipt of General Faculty Loadings.
The Department should forward approved GFL's to the Human Resources Department outlining the details of the payment, including the following information :
name and employee number of the staff member ;
reason for payment ;
the amount of the payment ;
the time frame of the payments ;
the account number against which funds are to be drawn.
The GFLs are superannuable and payable on annual and long service leave. GFL's are not included in termination payments.
GFLs are not included in termination payments.
GFLs are paid fortnightly as part of salary. However, if the GFL is a lump sum payment and the staff member has previously elected to salary package additional lump sum payments in accordance with ,Section 19.1.3.8 the GFL will be paid directly into the staff member's superannuation fund.
An out-of-hours clinical consultancy loading is paid to Lecturers, Senior Lecturers and Readers at the Veterinary Clinical Centre. This loading is non-superannuable. Details of the amount are given in Table 75. This allowance is not included in calculations for annual leave, and/or long service leave payouts on termination.
A superannuable loading is paid to Professors who had completed 13 years service as a Professor before 6 August 1990 and who were not in receipt of any other differential payment. As only one differential payment could be made the higher of the two was paid. This loading continues to be paid as a residual benefit to some Academic Staff, but is no longer being offered by the university see Table 76.
Loadings are paid to staff who have been formally appointed to the following positions :
Director of Creswick ;
Conciliator of Disputes ;
Co-ordinator of Field Studies, Department of Social Studies ;
Clinical Superintendant, Veterinary Clinic and Hospital ;
Executive Assistants, see Table 78.
Other details about loadings attached to specific positions are set out in Table 77.
The President, Vice-President and the Deputy Vice-President receive a special remuneration package in recognition of the responsibilities associated with their office.
Their nominated assistants receive a loading in recognition of their additional responsibilities, see Table 78. Loadings are not superannuable, are paid fortnightly as part of salary, are paid on annual and long service leave, but not included in termination payments.
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While some work undertaken by assistants is recognised in the base classification of the position, it does not always recognise the complexity, increased diversity and pace of work at senior levels of the University. Three levels of loading are available, determined by the office of the Senior Executive they are assisting, which will provide an indication of the level of additional duties that an Executive Assistant can be expected to carry out.
Staff must be employed as Assistant or Personal Assistant to a Dean, President and Vice-President of the Academic Board, or members of the Vice-Chancellor's senior executive team. Staff who cease to hold the position of Executive Assistant will no longer be paid the loading.
The title for assistants who receive the loading will be Executive Assistant.
The Head of the Budget Division may authorise the appointment as Executive Assistant and must provide written documentation to the Vice-Principal (Human Resources) confirming the staff member is required to undertake the additional duties as documented in Table 79. The level of the loading, within the parameters, must also be specified.
The appointment and level of remuneration of Executive Assistants is reported to the Committee on Staff Salaries.
(New Section: November 2007)
Professional Recognition Loadings (PRL) are available to all Faculties and Divisions and may be paid to professional staff to:
ensure the University of Melbourne can appropriately reward and recognise outstanding staff;
facilitate the recruitment of a new staff member in an area of demonstrated market demand and competition;
support the retention of an existing staff member in response to demonstrated market demand and competition;
recognise additional project responsibilities.
All PRL's must be reviewed as part of a staff member's annual discussion under the Performance Development Framework (PDF), consistent with the procedures set out below.
Continuing and fixed term professional staff are eligible for PRL's.
PRL's are discretionary and are paid for periods of up to 12 months at a time.
The salary loading does not affect the classification of a vacant or occupied position.
A loading may be applied to a vacant position to attract a suitable applicant if sustained and extreme market pressure in recruitment has been demonstrated through advertisement or benchmarking data.
PRL's should not be paid for the permanent assignment of continuing higher level duties. Compensation for continuing duties cannot be addressed through this recognition policy. If an employee's duties have been permanently altered to include higher level duties, contact Human Resources to determine options available.
Where a staff member who is in receipt of a salary loading has their position reclassified or they are promoted, any salary loading that was applicable ceases. If any new arrangements are to be negotiated, the normal process of approval and application of the criteria will apply to the new role.
Salary loadings must be reviewed on at least an annual basis as part of the PDF and may be removed in the case of disciplinary or unsatisfactory performance rulings, non-achievement of minimum PDF requirements, market demand decline or lack of the achievement of targets.
There are two categories of PRL available to professional staff:
a) PRL to attract and retain staff
A PRL to attract and retain staff may be paid when:
There are difficulties in attracting staff to particular positions; or
There is high turnover of staff and there is evidence of external salaries being a contributing factor; or
There is evidence of higher external salaries which the University cannot compete with for a vacant position.
A PRL paid to attract or retain a key staff member must be reviewed as part of a staff member's annual discussion under the Performance Development Framework (PDF).
Where a PRL is paid to attract a new staff member, following that staff member's initial year of employment, his or her performance must be assessed in the PDF as at least 'good' each time it is annually reviewed under the PDF in order for that PRL to be maintained.
Where a PRL is paid to retain an existing staff member, his or her performance must be assessed in the PDF as at least 'good' each time it is annually reviewed under the PDF in order for that PRL to be maintained.
On reviewing an attraction and retention PRL, it may also be appropriate to undertake a re-assessment of market demand, and review a staff member's key skills. knowledge and experience in the light of the current employment market to ascertain if the payment of the PRL remains appropriate.
b) PRL for project responsibilities
A PRL for project responsibilities may be paid where a staff member takes on a temporary responsibility for a project (e.g. to cover periods of training of new staff, or a specific one off project).
Other than in exceptional circumstances, approval shall not be given for a PRL to be paid for undertaking project responsibilities if those duties are already encompassed in the staff member's role or duty statement or are recognised in the appropriate Position Classification Standards.
A PRL for project responsibilities should only cover the period where a project is being undertaken.
For continuing eligibility to receive a PRL for project responsibilities, a staff member's performance must be assessed as at least 'good' each time his or her performance is annually reviewed under the PDF. The performance assessment under the PDF must take into account the staff member's normal duties AND the project responsibilities which the staff member is undertaking for the PRL to continue to be paid.
PRL payments may be paid out of any general University funds which do not preclude such payments. Deans may be required to justify the source of the funding.
Approval authorities are as follows:
PRL's require the approval of the Head of Budget Division;
If an amount is to be paid to a Head of Budget Division, the PRL requires the approval of the Senior Vice-Principal;
When it is proposed to recognise additional project duties and those duties are already encompassed in the staff member's position description or in the appropriate Position Classification Standard, the PRL requires the approval of the Vice-Principal (Human Resources)
In considering recommendations for a PRL, the Head of Budget Division will also take into account the existing distribution of PRL's within the Faculty or Division, the reasons for the loading and where relevant, any evidence of external industry salary standards.
Faculties will report to the Remuneration and Employment Conditions Committee (RECC) on an annual basis the details of professional staff in receipt of Professional Recognition Loadings. Reports shall include details of the PRL as a percentage of total salary.
The Head of Department/Department manager (or equivalent) completes a HR11P Professional Recognition Loading form, and forwards to the Head of Budget Division for approval.
Approved PRL's are then forwarded to the Human Resources Division for action.
The PRL's are non-superannuable, paid fortnightly as part of salary and payable on annual and long service leave. PRL's are included in salary for the purposes of calculation if paid at the time of annual leave loading. PRL amounts are not included in calculations for termination payments.
(Updated: July 2006)
The University recognises the value to staff of flexible remuneration packaging (FRP) which allows staff to receive at least part of their salary in a form other than take-home pay. All staff (excluding casuals) may salary package from a range of benefits.
The University of Melbourne Enterprise Agreement 2006
Flexible Remuneration Packaging Guidelines http://www.hr.unimelb.edu.au/benefits/salary_packaging.
Staff may package remuneration by dividing their current gross salary into two components : cash and benefits.
Where a staff member elects to access benefits, the staff member's take home pay will be reduced by the value of the benefit and any associated fringe benefits tax.
The resulting cash component of the remuneration then forms the basis for calculation of Pay as you Go tax and is the basis for the statement of salary component on the staff member's payment summary.
All staff (excluding casuals) that are covered by the University of Melbourne Enterprise Agreement 2006.
Staff may sacrifice up to 100% of gross annual salary;
Independent financial advice should be sought when considering salary packaging (the University does not provide financial advice to staff);
The University reserves the right to review the FRP and may amend aspects of the scheme at any time;
Should legislative or other changes result in an increase in the costs of FRP to the University, the University may elect to discontinue remuneration packaging from the operative date of that change, unless the staff member pays the additional cost, in which case the University will continue the remuneration packaging option;
An annual administration fee may apply on specific benefits.
Items that are either exempt from fringe benefits tax (FBT) or concessionally treated for FBT purposes are being offered. Unlike Hospitals and charitable organisations, The University of Melbourne is not exempt from FBT. The benefits will be reviewed from time to time.
The following are some of the benefits which may be packaged under FRP;
Work related self education at the University;
Car Parking (University Provided)*;
Child Care (University Provided)*;
Unisuper Employer Contributions;
Sports and Recreation Membership fees*;
Melbourne Theatre Company (MTC) Subscriptions*;
Additional Private Superannuation;
Motor Vehicles (Novated Leasing);
Lap top and portable computers;
Lease payment for printers and modems;
Mobile phones, electronic diaries, brief cases and calculators;
Book Shop*;
Subscriptions to trade magazines and professional journals;
Asialink Membership*; and
Ian Potter Museum*;
Note: asterisk denotes in-house benefit.
Staff may also request to package any additional lump sum payments, such as performance bonuses, any backdated remuneration increases and temporary loadings. Packaging in these circumstances will be limited to superannuation contributions. In order to package lump sum payments, staff must comply with the conditions outlined in Section 19.1.3.8.
A staff member who elects to package his or her salary will be regarded as having a gross salary as set out in Section 16.1 and Section 16.2 of the Personnel, Policy and Procedures manual and specified in their letter of appointment. That rate will be the rate referred to in discussions about promotion, classification, reclassification, increments and accelerated increments. It will also be used as the figure in relation to which the following entitlements are calculated:
termination payments, including superannuation, annual leave and long service leave entitlements;
severance payments including redundancy benefits and early retirement benefits;
annual leave loading; and
overtime and shift payments.
The salary shown on a staff member's payment summary, the gross salary, is the amount paid as salary (not benefits).
Guidelines on Flexible Remuneration Packaging are available at Flexible Remuneration Packaging Guidelines http://www.hr.unimelb.edu.au/benefits/salary_packaging and provide details regarding taxation implication, administrative arrangements, administration fees where applicable and how to apply.
Staff intending to package are encouraged to read these guidelines prior to electing to salary package.
To apply for Flexible Remuneration Packaging options, staff must:
complete the relevant form : http://www.hr.unimelb.edu.au/benefits/forms; and
send completed form to Human resources for action.
(Updated: June 2009)
The following entry provides detail regarding the payment of meal and kilometre allowances.
The University of Melbourne Enterprise Agreement 2006
Administrative Policies and Practices Group, February 2009
University Transport Policy
Australian Taxation Office, 'Claiming a deduction for car expenses using the cents per kilometre' website
http://www.ato.gov.au/individuals/content.asp?doc=/content/33874.htm
Administrative Policies and Practices Group, June 2009
The meal allowance rate will be paid under the following conditions:
Weekdays, when the staff member has worked overtime beyond the ordinary hours of work for 2 hours or more
Saturdays and Sundays, when the staff member has worked overtime for 5 hours or more
The meal allowance is not payable when a staff member so required to work can reasonably return home for a meal and then resume duty.
The meal allowance rate when working overtime is $12.50.
Staff using their own vehichles on approved University business may claim reimbursement at the rate set from time to time by the ATO and published on their website at: http://www.ato.gov.au/individuals/content.asp?doc=/content/33874.htm (Refer to 'Rates per Business Kilometre' table).
The kilometre allowance covers both proportionate costs directly related to the use of the vehicle (fuel, tyres, etc.) and proportionate fixed costs (registration, insurance, etc.) The latter includes the loss of any 'no claim' bonus if an accident occurs while the vehicle is being used for University business.
Where a staff member uses his or own vehicle and the kilometre allowance exceeds the cost of an economy air fare, the lesser amount will be paid.
Applications for a kilometre allowance are administered via Themis HR Self Service http://www.themis.unimelb.edu.au. Reimbursements for mileage paid to University staff members will appear on payment summaries.
Providing the arrangement complies with the principles set out at Section 16.7.2, an 'agreed rate' of pay may be made to a casual staff member employed to undertake work on a casual basis.
1. An 'agreed rate' is defined as the rate of pay that has been agreed upon by a staff member and the University.
2. The 'agreed rate' of pay when calculated on an hourly basis must not be less than the appropriate hourly rate as set out for the performance of the same duties in the University of Melbourne Enterprise Agreement 2006(the Agreement).
3. The 'agreed rate' of pay must be calculated at a set rate of $100 per unit. For example, an agreed rate of $1000 will be 10 units of $100.
4. Where an agreed rate is paid, written justification must be kept in the budget area for future reference, including evidence demonstrating that the 'agreed rate' is equal to or more than the appropriate hourly rate set out in the agreement.
5. The rate of pay must be agreed with the staff member before he/she commences a casual engagement with the University and the staff member should understand how the rate was determined.
6. The University will internally audit 'agreed rates' on a regular basis.
Timekeepers and eligible staff members may enter an 'agreed rate' at a set rate of $100 per unit via Themis. For example, an 'agreed rate' of $1000 would be entered into Themis as 10 units of $100.
(Date Created: May 2009)
This policy addresses the issue of overpayments in relation to University staff salaries and other payroll related payments, including one-off or cumulative overpayments, and outlines how such payment errors will be managed and recovered. This policy does not however preclude the University's legal right to pursue the recovery of any outstanding monies owed.
Workplace Relations Act 1996
Victorian Workers' Wages Protection Act 2007
University of Melbourne Finance Policy and Procedures Manual: www.unimelb.edu.au/FinPPM (Chapters 7.4 Debt Collection and 7.5 Bad Debts - General)
Australian Competition and Consumer Commission: www.accc.gov.au
Australian Taxation Office: http://www.ato.gov.au/businesses/content.asp?doc=/Content/16905.htm (PAYGW - calculation sheet - a guide for the repayment of overpaid amounts)
Administrative Policies and Practices Group, May 2009
Overpayment: A payment made to a staff member in error and to which the staff member has no entitlement. This payment is above the agreed salary and entitlement.
Debt recovery: The process initiated by the University to reclaim monies owed to the University. Where deemed appropriate the University may employ the services of a debt collection agency and may pursue legal action to recoup any outstanding debts.
The University has an obligation and legal entitlement to recover all debts and will take appropriate measures to do so. The University will attempt to recover all overpayments in a fair and reasonable manner.
There is a shared responsibility on the part of the staff member, the relevant department, Human Resources and the University to effectively resolve the issue and recoup the overpayment.
The Employee Remuneration and Benefits Team has a responsibility to continually monitor all processes and ensure all staff recieve correct entitlements. Any errors identified will be reported and rectified as soon as possible.
A staff member who has received an overpayment has a duty to report the error to Human Resources immediately irrespective of the sum involved and the cause.
Arrangements to recover any overpayments will be undertaken in consultation with the staff member. The University will take reasonable measures to recover all outstanding overpayments and will obtain the staff member's written consent prior to any recovery of overpayments. Refer to procedures - Section 16.8.5.2
Monies recovered within the same financial year are repaid as a net amount. As required by the Australian Taxation Office (ATO), repayments relating to the previous financial years will be recovered as a gross amount and inclusive of PAYG tax.
Prior to instigating the recovery of any monies owed, the University will contact the staff member by phone or by email informing them of the overpayment after which the staff member will recieve written notification. This will take the form of an 'Overpayment Notice' and will include the following:
the cause of the overpayment and pay period/s to which it relates
the amount
the repayment options, including the date, dates or period during which the University will make the proposed deductions
options available to the University in pursuing outstanding debts
If the staff member fails to contact the Employee Remuneration and Benefits Team within 14 days of the Overpayment Notice being issues, the University will issue a Reminder Notice.
The University will take fair and reasonable measures to recoup overpayments within a reasonable period of time. The method and rate at which the overpayment will be recovered is undertaken in consultation with the staff member, and only in accordance with the staff member's written authorisation. Depending on the circumstances and amount owed, staff members can elect to repay the overpayment:
by installment; or
a single payment in full
The funds can be paid to the University by way of salary deduction, cheque or electronic funds transfer.
Normally, one-off overpayments will be recovered by the University in the pay period immediately after which the overpayment is discovered.
A staff member should immediately contact the Employee Remuneration and Benefits Team, Human Resources if they wish to query an overpayment. The Employee Remuneration and Benefits Team will examine the overpayment in direct consultation with the staff member and attempt to resolve the matter at a local level.
If the staff member still wishes to contest / challenge the overpayment, they are required to notify the University in writing within 7 days of recieving the University's Overpayment Notice. Refer to Section 16.8.5.1.
A staff member or former staff member who has not agreed or entered into an arrangement to repay the outstanding monies will be referred to th University's Financial Operations Department. The Department will review the case and may commence debt recovery proceedings.
For further information refer to Chapters 7.4 Debt Collection and 7.5 Bad Debts - General, of the University's Finance Policy and Procedures Manual: www.unimelb.edu.au/FinPPM.
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Created: September 1995
Last Modified: 12 October 2009
Authorised by: Web & Administrative Officer, Human Resources.
Maintained by: Jo Barnes jo.barnes@unimelb.edu.au
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