Relocation Assistance Policy

Intent

This Policy outlines the principles and conditions under which assistance may be offered to prospective appointees and existing staff members required to relocate for their employment with James Cook University (JCU; the University).

Scope

This Policy applies to new, existing continuing and fixed-term staff members of JCU Australia. This Policy does not apply to casual staff, or honorary appointments. This Policy does not apply to the Singapore campus of JCU, or to JCU Brisbane.

Definitions

Except as otherwise specified in this Policy, the meaning of terms used are as per the Human Resources Policy Glossary.

Policy

1. Principles

1.1 Relocation assistance is not an entitlement, and will be offered on a case-by-case basis at the discretion of the University.

1.2 Consideration of taxation obligations for the University associated with provision of relocation assistance (for example, fringe benefits tax) must be given prior to approval of any relocation assistance.

1.3 Prospective and existing staff members are responsible for seeking individual financial advice prior to accepting relocation assistance from JCU.

1.4 Staff members may be required to repay a portion of the relocation assistance costs in accordance with the Relocation Assistance Procedure.

1.5 JCU will engage relocation services providers to facilitate removals and other relocation services on behalf of the appointee/staff member. Staff members will not be directly reimbursed for any expenses incurred with the relocation of belongings, motor vehicles and pets.

1.6 Insurance for the removal of the appointee or staff member’s effects will be provided by James Cook University. Insurance for motor vehicles or belongings exceeding the policy amount is the responsibility of the appointee/staff member.

1.7 Insurance for the removal of the appointee or staff member’s household goods and personal effects, whilst in transit and up to 30 days in storage, will be provided by the University. Should insurance cover be required for special items in addition to cover provided under the JCU insurance policy, this will be discussed with the staff member prior to booking the relocation. In the event of a claim, a policy excess will be applicable.

2. Relocation Assistance

2.1 Relocation assistance may include, but is not limited to, the relocation of personal belongings and effects, storage, travel, immigration or sponsorship, relocation of one motor vehicle or motorcycle (refer to clause 2.4), relocation of pets (refer to clause 2.4), and orientation, transition or settling in support services.

2.2 Relocation assistance does not include the sale or purchase of property or motor vehicles, vacating or leasing a rental property, disconnection or connection of utilities, or payment of school fees for dependent children.

2.3 All aspects of relocation assistance provided by JCU are facilitated through JCU’s preferred suppliers via the Human Resources Directorate.

2.4 International relocation assistance does not include costs associated with:

a. Motor vehicles;

b. Pet relocation (other than transportation costs) i.e., boarding, kennelling, insurance, quarantining, animal health and safety compliance requirements.

3. Travel and Temporary Accommodation Assistance

3.1 JCU may offer travel assistance to the prospective appointee/staff member, their partner and any dependent children to the city where they will be relocating to commence employment.

3.2 Travel assistance may include transportation (flights or other modes of transport, including fuel reimbursement), accommodation (at the existing and new location or during transit), car hire and transfers. Travel assistance excludes excess baggage fees, meals, groceries, laundry costs, inflight entertainment and other miscellaneous expenses associated with travelling.

3.3 Fuel reimbursement will be capped at the equivalent value of one-way economy class airfares.

3.4 Temporary accommodation at the new location may be provided for a period of up to four weeks to support the appointee/staff member to secure housing in their new location. Preference will be given to self-contained accommodation where the stay exceeds one week.

3.5 Storage of furniture and effects may be provided for up to four weeks either in their existing or new location.

3.6 Temporary accommodation and storage assistance exceeding the timeframe specified above will be considered in extenuating circumstances at the discretion of the Head of Work Unit.

3.7 Travel assistance may include additional accommodation where the appointee or staff member is required to undertake mandatory quarantine in accordance with Government regulations.

Related policy instruments

Relocation Assistance Procedure

JCU Enterprise Agreement

Financial Delegations Register

University Management Sub-delegation Register

Schedules/Appendices

Nil

Related documents and legislation

Administration

NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.

Approval Details

Revision History