Title of Supporting Procedure

International Staffing and Mobility Procedures – Short and Long Term International Assignment Procedure for Monash Australia Staff

Guidelines for terms and conditions for Monash Australia staff undertaking an international assignment at another international campus or centre

These guidelines have been developed to standardise the benefits and support which may be provided to a Monash staff member undertaking an international assignment at another Monash Campus or Centre.

An International Assignment normally refers to a vacancy at an international campus or location to which a current Monash University staff member is assigned for a for a fixed period of greater than ninety (90) days duration. Note any international trips for a duration of less than 90 days will be considered ‘business trips’ and the relevant provision should apply as outlined in the International Travel Procedures and Guidelines.

These guidelines would normally not include instances where a staff member initiates or voluntarily chooses to undertake work at an international campus or centre. Although they can be used as a guide for the range of matters that the staff member should consider from a personal perspective prior to making a final decision to depart their home country for an extended period.

Definitions

Long Term Assignment	Short Term Assignment
An assignment where a staff member works in a host country for a period of 1-5 years. Family would normally relocate. The assignee is expected to return to the home location at the conclusion of the assignment.	An assignment that is for a duration of greater than 90 days and up to 12 months. Family would not normally relocate. Although, provisions may be made for more frequent home visits. The assignee is expected to return to the home location at the conclusion of the assignment.

Long Term Assignment

Short Term Assignment

An assignment where a staff member works in a host country for a period of 1-5 years.

Family would normally relocate.

The assignee is expected to return to the home location at the conclusion of the assignment.

An assignment that is for a duration of greater than 90 days and up to 12 months.

Family would not normally relocate. Although, provisions may be made for more frequent home visits.

The assignee is expected to return to the home location at the conclusion of the assignment.

Employment relationship

Long Term Assignment	Short Term Assignment
Home country. Contractual arrangements remain with the Monash home location until such time as they return or convert to local contract. Staff member placed on Monash international payroll	Home country. Contractual arrangement remains with the Monash home location. On-charging of staff members costs or benefits may have taxation implications. Assignments will need to be examined on a case-by-case basis to determine individual and corporate tax liabilities.

Long Term Assignment

Short Term Assignment

Home country.

Contractual arrangements remain with the Monash home location until such time as they return or convert to local contract.

Staff member placed on Monash international payroll

Home country.

Contractual arrangement remains with the Monash home location.

On-charging of staff members costs or benefits may have taxation implications. Assignments will need to be examined on a case-by-case basis to determine individual and corporate tax liabilities.

Remuneration

Base Salary

Home country. Additional allowances may be incorporated in consideration of the additional responsibilities that the staff member will undertake at the offshore location (e.g. head of school allowance, head of discipline allowance etc). These will be provided in line with home country rates.

Performance Pay

Any reference to performance pay arrangements as detailed in the current employment contract will be upheld in the host location.

Superannuation

University superannuation contributions will be maintained as per current home country entitlements. Please note the potential tax benefits that arise through superannuation salary sacrificing may not apply in the host country. As such, any superannuation salary sacrificing arrangements will be ceased from the commencement of assignment.

Benefits

Optional assignment-related allowances *

The following provides a range of cash allowances and benefits. A selection of allowances from this list may be incorporated into an international assignee compensation package depending on the individual circumstances of the assignee. Please note that prior to any negotiations taking place, HR must be consulted to ensure a fair, equitable and tax effective approach is applied.

Long Term Assignment	Short Term Assignment
Relocation allowance Housing Allowance or provision of housing and utilities (capped and location dependent) Expatriate allowance (location dependent) Schooling (capped and location dependent) Living Away from Home Allowance Cost of living adjustment Location allowance Special allowance	Living Away from Home Allowance Assistance with accommodation Utilities (capped and location dependent) Cost of living adjustment

Long Term Assignment

Short Term Assignment

Relocation allowance
Housing Allowance or provision of housing and utilities (capped and location dependent)
Expatriate allowance (location dependent)
Schooling (capped and location dependent)
Living Away from Home Allowance
Cost of living adjustment
Location allowance
Special allowance

Living Away from Home Allowance Assistance with accommodation
Utilities (capped and location dependent)
Cost of living adjustment

Note: Some allowances may be deemed benefits depending on circumstances and country and therefore assessable for tax. The individual’s overall tax position may vary depending on which Monash entity bears the costs of these allowances and benefits.

Medical

Long Term Assignment	Short Term Assignment
Expatriate medical insurance Pre and post departure medicals Vaccinations if required	Expatriate medical insurance (depends on duration, as Business Travel Insurance may be appropriate) Pre and post departure medicals Vaccinations if required

Airfare

Long Term Assignment	Short Term Assignment
Return airfares for staff member from home country on commencement and return from host country on completion of assignment will be provided in accordance with the home country travel policy. Note: all flights provided to accompanying family members will be economy class.	Return airfares for staff member from home country on commencement and return from host country on completion of assignment will be provided in accordance with the home country travel policy.

Long Term Assignment

Short Term Assignment

Return airfares for staff member from home country on commencement and return from host country on completion of assignment will be provided in accordance with the home country travel policy.

Note: all flights provided to accompanying family members will be economy class.

Return airfares for staff member from home country on commencement and return from host country on completion of assignment will be provided in accordance with the home country travel policy.

Motor Vehicle & associated running costs *

Home country policy generally applies (may also be location and case dependent).

Optional Communications *

Mobile phone and associated bills: - host country policy (generally capped)

Home Security (Host location) *

Home security may be provided (location dependent)

Tax

Reimbursement of reasonable costs associated with personal taxation advisory services.

Amount to be negotiated and will be country dependent

Visa/Work Permit and Passport

Monash will provide assistance with the visa and work permit application process, as required. Monash requires international assignees to fully comply with all immigration laws. Travel must not be undertaken without the necessary documents. Assignees are to liaise with HR Operations to ensure visa and contract terms are coordinated.

It is the international assignee’s responsibility to ensure they (and any accompanying family members) have a passport, valid for at least 12 months beyond the anticipated assignment end date. All costs associated with obtaining and/or renewing passports are the international assignee’s responsibility.

Relocation

Storage of goods *

Long Term Assignment	Short Term Assignment
Reimbursement of reasonable storage expenses of personal belongings. Some exclusions apply eg. boats/cars etc	Individual responsibility

Orientation visit *

Long Term Assignment	Short Term Assignment
Depending on the length of the assignment and subject to negotiation on orientation visit may be approved for the staff member and their partner.	N/A

Temporary Accommodation *

The University has developed the following three principles with regard to selecting accommodation:

The accommodation should provide a safe and secure environment
The accommodation should be within reasonable proximity to the place of work
The accommodation provides value for money spent in the relevant country. In many countries, this means that accommodation will be at the 3 – 4 star level. However, it is recognised that in some areas 5-star level accommodation will be required.

Long Term Assignment	Short Term Assignment
Up to one month temporary accommodation may be paid.	Host country determines most effective method of providing accommodation.

Permanent accommodation *

Long Term Assignment	Short Term Assignment
House hunting support available through preferred provider. An ongoing contribution to the cost of permanent accommodation in the host country may be provided, up to an agreed amount.	Host country determines most effective method of providing accommodation.

Long Term Assignment

Short Term Assignment

House hunting support available through preferred provider.

An ongoing contribution to the cost of permanent accommodation in the host country may be provided, up to an agreed amount.

Host country determines most effective method of providing accommodation.

Transportation of personal effects

Long Term Assignment	Short Term Assignment
Reimbursement of reasonable expenses for the removal and airfreight/sea freight of personal effects at commencement and completion of assignment. The following may be used as a guide to determine what constitutes ‘reasonable’ volumes of goods for transportation, dependent upon the assignee’s circumstance: Airfreight – up to 250 kgs per adult, 100 kgs per child Sea freight – 20 ft container for singles & couples, 40ft container for families 15% variance on volumes allowable at repatriation Competitive quotes for a door-to-door service and insurance will be sought through the University’s preferred removals management supplier. The insurance covers all household items except jewellery. Items of particular value, e.g. collectable items, such as wine, antiques, may need to be insured separately and need to be brought to the attention of the removalist during the quotation process. Any additional cost of insuring items will be borne by the staff member. The cost of anything additional to the approved volume will be borne by the staff member and payment of this must be made direct to the removal service provider. Note no goods should be shipped until any required visa/work permit documentation is obtained.	Where approved, the international assignee may be reimbursed (on presentation of receipts) for any shipping costs (including transit insurance). The following may be used as a guide to determine what constitutes ‘reasonable’ volumes of goods for transportation to the host country. Airfreight – up to 250 kgs 15% variance on volumes allowable at repatriation The assignee may be required to source competitive quotes for transportation of their personal effects. Dependent on the length of the assignment, air freight may be the only appropriate mode of transportation. The assignee can select any provider of their choice (subject to budget constraints and obtaining competitive quotes) and are responsible for ensuring their insurance coverage meets their needs. Note no goods should be shipped until any required visa/work permit documentation is obtained.

Long Term Assignment

Short Term Assignment

Reimbursement of reasonable expenses for the removal and airfreight/sea freight of personal effects at commencement and completion of assignment. The following may be used as a guide to determine what constitutes ‘reasonable’ volumes of goods for transportation, dependent upon the assignee’s circumstance:

Airfreight – up to 250 kgs per adult, 100 kgs per child
Sea freight – 20 ft container for singles & couples, 40ft container for families
15% variance on volumes allowable at repatriation

Competitive quotes for a door-to-door service and insurance will be sought through the University’s preferred removals management supplier.

The insurance covers all household items except jewellery. Items of particular value, e.g. collectable items, such as wine, antiques, may need to be insured separately and need to be brought to the attention of the removalist during the quotation process. Any additional cost of insuring items will be borne by the staff member. The cost of anything additional to the approved volume will be borne by the staff member and payment of this must be made direct to the removal service provider. Note no goods should be shipped until any required visa/work permit documentation is obtained.

Where approved, the international assignee may be reimbursed (on presentation of receipts) for any shipping costs (including transit insurance). The following may be used as a guide to determine what constitutes ‘reasonable’ volumes of goods for transportation to the host country.

Airfreight – up to 250 kgs
15% variance on volumes allowable at repatriation

The assignee may be required to source competitive quotes for transportation of their personal effects.

Dependent on the length of the assignment, air freight may be the only appropriate mode of transportation. The assignee can select any provider of their choice (subject to budget constraints and obtaining competitive quotes) and are responsible for ensuring their insurance coverage meets their needs. Note no goods should be shipped until any required visa/work permit documentation is obtained.

Security/ Language training/ Cross-cultural training/ Orientation

Depending on the location, length of the assignment and subject to approval security briefings, language training and cross cultural training may be undertaken in the home location prior to departure, provided by the University’s preferred provider. An orientation briefing may also be provided upon arrival in the host location. Cultural training is highly recommended.

The extent of information provided is dependent on familiarity with host country.

Repatriation

Assistance with departure formalities

Assignee must comply with all local laws and regulations. Host country to provide advice when required.

Host country accommodation

Assignees responsibility to secure bonds, etc. and ensure accommodation left in a high standard of cleanliness etc.
Assignee to have secured their personal accommodation back in their home location.

Leave

Public Holidays

As per host country

Annual leave/Long Service Leave/Sick Leave

As per home country entitlements

Emergency leave

Paid trip for staff member/family in case of sickness/death of home based immediate family.
Bereavement leave provisions of home country apply plus travel time.

Relocation/Repatriation leave

Long Term Assignment	Short Term Assignment
Up to one week’s paid leave of absence may be negotiated at commencement and conclusion of assignment.	Travel time and one business day to settle in at commencement and conclusion of assignment. Up to one week’s leave of absence may be negotiated at commencement and conclusion of assignment. This would be dependant on the length of the assignment.

Long Term Assignment

Short Term Assignment

Up to one week’s paid leave of absence may be negotiated at commencement and conclusion of assignment.

Travel time and one business day to settle in at commencement and conclusion of assignment.

Up to one week’s leave of absence may be negotiated at commencement and conclusion of assignment. This would be dependant on the length of the assignment.

Travel

Approval processes

Approval to undertake travel whilst located at the host campus will be in accordance with the host campus travel policy and procedures. The appropriate delegate must approve each element of the arrangements.

Insurance

All staff members whilst travelling are to have the appropriate Monash Travel Insurance.

Travel bookings

Travel bookings at the commencement and completion of the assignment will be in accordance with the home country Travel Procedures.

Whilst on assignment staff will comply with the host country Travel Procedures.

Travel time

Long Term Assignment	Short Term Assignment
Time spent travelling is considered time worked and the staff member is entitled to re-location/repatriation leave on arrival.(see relocation/ repatriation leave).	Time spent travelling is considered time worked and staff member is entitled to one additional business day to settle in (see relocation/ repatriation leave).

Travel class

Travel class at the commencement and completion of the assignment will be in accordance with the home country Travel Procedures.

Whilst on assignment staff will comply with the host country Travel Procedures.

Security warnings

The Australian Department of Foreign Affairs and Trade's Smart Traveller site links to the latest security warnings. The assignee must check the latest security warnings prior to undertaking travel. If uncertain about any security warning contact the University’s Security Manager.

Personal Accountabilities

Travel plan, approval and documentation

As per home country travel policy

Financial arrangements

Staff must organise their own personal financial matters to be able to manage effectively on arrival in the host location.

* can be negotiated by the staff member and the receiving Campus (host location)

NOTE:

Excluded from the above guidelines are instances where a staff member travels internationally to undertake OSP, attends a conference, or those instances when a staff member travels overseas to undertake a research fellowship.
Any fringe benefit tax imposed by law to any benefits provided whilst located in the host country is the staff member’s’ responsibility and the University will not reimburse such costs.