18.1. Higher Duties Allowance

^{(Last amendment: November 2007)}

18.1.1. Overview

The Higher Duties Allowance (HDA) is used when a staff member covers the absence of another staff member, performing all or part of the duties of the position which is classified at a higher level. This temporary vacancy may have come about due to the restructuring of staff positions, leave arrangements, resignation, transfer, and other staff movements. This allowance is only available for Professional Staff members.

18.1.2. References

• Council Minutes - September 1999

• Council Minutes - March 2004

• Council Minutes - September 2004

• Human Resources Advisory Committee minutes - August 2007

18.1.3. Policy

18.1.3.1. Eligibility

The higher duties allowance (HDA) is one means of covering the absence, for whatever reason, of another staff member in the same Department. For the allowance to apply, the temporarily vacated position must be at a higher classification than the substantive position of the person who will receive the HDA. Where a vacancy appears in another Department, a temporary transfer at the appropriate level should be arranged.

18.1.3.2. Period of HDA

Payment of an HDA must be for a specified period. A minimum of 2 weeks performing higher duties is required (this must be 10 consecutive days of work, excluding University holidays). Payment is not normally made for a period of more than 12 months.

18.1.3.3. Payment of HDA

HDA payments are generally based on the difference between the staff member's normal salary and the base level of the salary of the higher position. The amount of the allowance will also be determined by the percentage of responsibility of the role undertaken.

If the higher duties are to be shared between two or more staff members, the HDA is based on a percentage of the difference according to the proportion of the additional duties being performed. The total responsibility will not exceed 100%.

Where a staff member continues to occupy his or her own position and take on additional duties that are located in a different organisational unit within the same Department, the 'host' unit will bear the cost of the staff member's HDA for the specified period.

HDA payments are non-superannuable. Staff can contact Human Resources- Remuneration and Benefits Section for further information regarding salary calculations.

18.1.3.4. Academic Staff

HDAs are not payable on academic classifications.

18.1.4. Procedures

Departments should check the appropriateness of a HDA allowance and eligibility of the staff member/s for the allowance. HR Consultants can provide assistance.

A HDA for professional staff HEW9 and below is submitted via Themis Supervisor Self Service.

For HDA's for professional staff HEW10, the HR6 Form (Employee Payroll Variation) must be completed detailing:

• period of the allowance;

• name, employee number and position number of the staff member/s to receive the HDA;

• percentage of responsibility for the staff member/s covering the vacancy;

• position number of the higher position to which the HDA is attached; and

• funding details.

The HDA is approved by those with a Level 2 delegated authority for all Professional Staff HEW9 and below. For HEW10 the HDA is recommended by those with a level 2 delegated authority and supported by those with level 3 delegated authority. It is then forwarded for approval by the Vice-Principal (Human Resources)

Once approved, it is actioned in Human Resources.

18.2. Community Relations Allowance

^{(Last amendment: September 2004)}

18.2.1. Overview

Community relations allowances are made available on an annual basis to certain officers of the university, to cover the cost of entertainment expenses incurred for official purposes. The general principles relating to the use of these allowances, eligibility, procedures for drawing on them, and the applicability of Fringe Benefits Tax (FBT) are set out below.

18.2.2. Policy

18.2.2.1. Eligibility

Generally, allowances are allocated to Deans of faculties, Heads of Departments, Professors (excluding Emeritus Professors, Professorial Fellows, etc.), and senior administrative staff. In some cases, an entitlement to spend existing departmental funds for community relations purposes is given, rather than an actual allowance.

Eligibility and particular amounts of community relations allowances are determined on an annual basis.

18.2.2.2. Management of Allowances

Community relations allowances are made available to Departments to cover the cost of entertainment incurred by senior staff for official purposes.

These allowances are to be treated as Departmental income rather than as an allocation to the individual. Departments are to manage and control the expenditures on community relations allowances.

18.2.2.3. Supplementation of Allowances

Supplementation of allowances is permitted up to a sum equal to twice the amount of the original allocation whatever the source.

18.2.2.4. Fringe Benefits Tax

The FBT applies to 'taxable' entertainment. To determine what is 'taxable', please refer to the following website:

http://www.unimelb.edu.au/FinPPM/11.html#11.3.2.

18.2.3. Procedures

18.2.3.1. Receipt of Allowance

Departments in receipt of community relations allowances are notified by Financial Operations, via e-mail, at the beginning and/or during the year to which the allowance applies.

These e-mail notifications which are forwarded to the Departmental Managers/Finance Officers include the following attachments;

• General principles;

• Fringe Benefits Tax (FBT) Entertainment Declaration Form.

As Financial Operations no longer notify individual recipients of community relations allowances, the e-mail advice to Departmental Managers/Finance Officers includes a request that Departments be responsible for this service.

18.2.3.2. Drawing on Allowance

A drawing is made on a community relations allowance by sending appropriate payment documentation, together with invoice/s or receipt/s, to the Accounts Payable Branch. This documentation should include:

• the account number/s to be charged;

• the signature of the authorising officer. In the case of reimbursements, this officer may not be the recipient;

• information on the form to apportion costs, when the function is held at a venue other than an in-house dining facility, and has a direct business connection.

18.3. Uniforms/Protective Clothing/Laundry Allowance

^{(Updated: July 2006)}

18.3.1. Overview

The duties of certain positions in the University are such that it is important for employees to wear uniforms and/or protective clothing.

Further information about the wearing of uniforms and protective clothing is available from Personnel Consultants.

18.3.2. References

• Administrative Committee Minutes Meeting 14/94

• Fringe Benefits Assessment Act 1986

• The University of Melbourne Enterprise Agreement 2006

18.3.3. Policy

Staff engaged in the following areas are issued with Uniforms and/or protective clothing:

• porters

• grounds staff

• Vice-Chancellor's driver

• traffic attendants

• building supervisors

• library attendants

• maintenance staff.

The wearing of uniforms and/or protective clothing is normally a condition of appointment. Staff in those areas are required to wear the uniforms and/or protective clothing issued. Where personal difficulties arise these should, in the first instance, be discussed with the supervisor.

Departments issuing uniforms should register the clothing with the Textile Clothing and Footwear Development Authority (TCFDA) which maintains the Register of Approved Occupational Clothing. It is the responsibility of the department issuing the uniform to apply for registration by 1 July, 1995. Such registration will ensure that the clothing does not attract Fringe Benefits Tax.

Registration will allow staff issued with uniforms to obtain a tax deduction for costs associated with the clothing (e.g. laundry, repairs, purchase, etc.)

18.3.4. Procedures

Upon appointment, staff will be issued with uniforms or protective clothing by the Department concerned.

Created: September 1995
Last Modified: 3 July 2008
Authorised by: Web & Administrative Officer, Human Resources.