Relocation Assistance Procedure

Intent

This Procedure details how relocation assistance is managed for prospective appointees and existing staff members who are required to relocate for their employment with James Cook University (JCU; the University) Australia.

Scope

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

Definitions

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

Procedure

1. General

1.1 The Head of Work Unit will determine, in consultation with the Human Resources Directorate, what relocation assistance will be provided by the University, including the type and amount of relocation assistance to be provided and consideration of the benefit to the University, during the appropriate stage/s of the recruitment and selection process.

1.2 Human Resources will provide the offer of relocation assistance in writing for the prospective appointee/staff member’s acceptance and acknowledgement as part of their offer of employment or employment arrangements documentation.

1.3 JCU’s preferred suppliers will liaise directly with the prospective appointee/staff member to facilitate the end-to-end relocation process in conjunction with Human Resources and the Hiring Manager, or their delegate, and will provide an invoice upon finalisation of this process for payment by the University through the appropriate procurement and accounts payable processes.

1.4 Where the total cost of relocation assistance exceeds the approved amount, the supplier will invoice the appointee/staff member directly. Should JCU agree to cover this excess, written approval will be required from the Head of Work Unit.

1.5 Any relocation assistance must be approved in advance and must be finalised within six months of the new staff member commencing at JCU. Extension of this time frame may be considered on a case-by-case basis (for example, international relocations) at the discretion of the Head of Work Unit.

2. Travel Assistance

Travel bookings must be facilitated by the Division/College/Directorate/Centre as relevant using JCU’s preferred travel provider and booking system and must align to with JCU’s travel guidelines.

3. Quotes and Estimates

3.1 The Head of Work Unit will determine the maximum amount of relocation assistance offered as part of the appointment approval process or relocation negotiation (for existing staff members). Human Resources can provide estimates to assist with determining reasonable assistance amounts.

3.2 Upon acceptance of employment, Human Resources will confirm the actual relocation costs prior to booking the relocation, for approval by the Head of Work Unit.

3.3 Where the costs exceed the pre-approved maximum amount, further approval is required prior to confirming the booking with the provider.

a. If JCU is to cover the additional amount, approval is required from the Head of Work Unit.

b. If the appointee/staff member is to cover the additional amount, they will be notified in advance either through Human Resources or JCU’s preferred supplier

4. Reimbursement

Where the prospective appointee/staff member is approved to drive their motor vehicle as part of their relocation, fuel reimbursement must be claimed through the University’s financial processes within 6 weeks of commencement of employment.

5. Repayment of Relocation Assistance

5.1 Where a continuing staff member ceases employment within three years of receiving relocation assistance, they will be required to repay a portion of the total relocation assistance provided on a pro-rata basis.

5.2 Where a fixed-term staff member ceases employment prior to the end of their contract, their repayment will be calculated on the number of total calendar months served against the total length of their contract.

5.3 If a staff member (continuing or fixed-term) transfers to another position within JCU (excluding JCUS and JCUB) during their first three years of employment, the Head of the original Work Unit may negotiate with the Head of the new Work Unit contribution to the relocation costs for the remainder of that period.

5.4 Where a staff member’s position is made redundant or their employment is terminated by the University, there will be no requirement to repay the relocation assistance provided.

6. Fringe Benefits Tax

6.1 The Hiring Manager must contact their Finance and Business Services representative to understand the fringe benefits tax implications for the University prior to approving relocation assistance.

6.2 JCU will not provide other assistance which would result in JCU incurring fringe benefits tax.

Related policy instruments

Human Resources website

Relocation Assistance Policy

Financial Sub-delegations Register

University Management Sub-delegations Register

Claiming approved Travel Allowances

Schedules/Appendices

Nil

Administration

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

Approval Details

Revision History