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

Parent Policy

International Staffing and Staff Mobility Policy

Preamble

The procedures and associated guidelines are designed to provide a framework for decision making and subsequently supporting the international assignment of current staff from Monash University Australia and follows on from the International Staffing and Mobility Procedures - Recruitment, Appointment and Assignment to International Vacancies Managed from Australia.

International assignments can be costly particularly for the receiving campus. Therefore careful planning by the receiving campus and also the staff member is critical to ensure that the experience is positive and that costs and expectations are managed effectively and responsibly.

This procedure should apply to issues that are common for all international assignments from Monash Australia to ensure uniformity for employees throughout the University’s global network. However, in order to provide due support to staff, the policy affords flexibility and sensitivity to the local conditions of each country where Monash assigns staff.

Definitions

Accompanying family - Members of the family who, by agreement with the University, live with the staff member at the overseas location.  ‘Accompanied’ and ‘unaccompanied’ are to be interpreted accordingly. 

Business trip - An assignment which is less than 90 days is considered a business trip.

Children - Natural and adopted children of the international assignee and/or partner who normally live with the international assignee as dependants and have not reached either their nineteenth birthday or the end of secondary schooling.  This age limit does not apply to a child who, through physical or learning difficulties, is unable to live independently. 

Family - The international assignee, his/her partner and any children. 

Financial disadvantage - Where the staff member will be financially out-of-pocket as a result of the assignment.

Home Country - The country in which the international assignee normally resides when not on assignment to host country. 

Host Country - The overseas country to which the international assignee is assigned.

International Assignee - Staff member employed on terms and conditions of Monash University Australia who is assigned duties at one of the University’s operations requiring a period of residence outside of their normal country of residence and work. 
The term international assignee is not used to describe staff who undertake visits of less than 90 days to offshore operations in the course of business or staff undertaking Outside Studies Program work at an offshore site.  Nor does the term describe staff who are directly employed by separate entities such as Monash South Africa or Sunway Campus. 

International assignment service - The company or companies engaged by the University to provide designated international assignment administration services for international assignees. 

Letter of Offer – for the purposes of this procedure, means an offer of an international assignment or a variation to contract of employment, to assign a staff member to duties at a Monash campus or centre, which is located outside of Australia. 

Long-term assignment - An assignment to a host country for a period greater than 12 months and less than five years.  The relocation to the host country will involve the staff member and, where applicable, accompanying family members.*

Partner - The international assignee’s partner, to whom the staff member is legally married or has shared an equivalent relationship. Defacto relationships, including interdependent (same sex) relationships are included under this definition.   

Short-term assignment - An assignment to a host country for a period greater than 90 days and less than twelve months.  For the purposes of this policy, the relocation to the host country involves the staff member only.*

* There are income tax implications in home and host countries based on the period of the assignment to an international location as provided under 23 AG of the Income Tax Act 1986.  The above definition of short- and long-term assignment should not be equated to the period of assignment and subsequent taxation treatment of remuneration in home and host countries applying under section 23AG. Taxation information should be sourced through International HR and Visa Management (HR Operations), Monash HR.

Section 1. Length of the assignment

Also refer to Reason for the International Assignment Opportunity - International Staffing and Mobility Procedures - Recruitment, Appointment and Assignment to International Vacancies Managed from Australia.

Prior to the appointment of an international assignee, it is important to establish a clear purpose and duration of assignment to deliver the business objectives. Where an international assignee is used for the specific purpose of filling a skills gap, it is important that one of their key objectives is providing appropriate training and skills transfer to other host country staff members, such that the host campus does not become reliant upon the assignee, prohibiting a timely repatriation. Objectives of the assignment with clear deliverables should be included in the Letter of Offer.

Section 2. Structuring Remuneration and Benefits

Structuring an international assignee remuneration and benefits package involves selecting a benefits model to suit the staff member’s personal circumstances and the overall objectives of the international assignment. The level of remuneration offered to an international assignee will be agreed by the Director, HR Operations or delegate and detailed in the staff member’s letter of offer. Generally for short and long-term assignments the home country base salary will be maintained and adjusted consistently with pay rates in the home country. In addition, various assignee allowances and benefits may be paid. 

The specific details of the package may be determined after consideration of the following:

• the cost of living in the host country;
• the additional responsibilities that the staff member will undertake at the offshore location;
• demands of working abroad and the nature of the host country;
• to enable the staff member to maintain a lifestyle as comparable as possible to what they would experience if they remained in the home country; and
• assessment of any potential for financial disadvantage to staff as a direct result of accepting an international assignment.

Section 3. Relocation and Repatriation Support

The University is committed to provide seamless service and support to facilitate the transitions associated with relocating and adjusting to the host country and then to return and readjust to Australia at the end of the international assignment.

Like remuneration, relocation and repatriation benefits that are offered to an assignee may vary subject to such individual considerations as the location and number of accompanying family members.

Pre-Departure Arrangements

There are a number of arrangements that need to be coordinated prior to departure for an international assignment. The University will provide some assistance to staff preparing to relocate, although staff are expected to be active in preparing for the move and fulfilling the requirements that are necessary to live and work at the offshore location. Assistance generally provided includes: reasonable tax advice, assistance from a relocation service provider, cultural briefing etc.

Letter of Offer

Staff members who undertake an international assignment will be provided with a letter of offer, which details the particular entitlements and the terms and conditions of the international assignment.  The staff member will be provided with a thorough explanation of the terms and conditions of employment and expectations of the assignment by Expatriate and Senior Payroll Services, Monash HR and appropriate faculty/division personnel. A summary of specific deliverables for the period of assignment will also be included in the letter of offer.

Valid passport and visas

Every offer of international assignment is conditional upon the staff member and accompanying family member(s) holding valid passports (valid for at least 12 months beyond the expected period abroad), satisfying immigration requirements and being declared medically fit and appropriately vaccinated to live and work in the overseas location. It is the staff member’s responsibility to ensure that each of these requirements have been met prior to commencing an assignment.

Relocation support

Expatriate and Senior Payroll Services, Monash HR will undertake a detailed needs analysis with the staff member and family to identify specific requirements and concerns associated with moving to and living in the new location. From this, they will coordinate a program with a local representative and appropriate personnel at the host location to assist the family with adjusting to the new environment.

Guidelines for Terms and Conditions Monash Australia Staff undertaking an International Assignment at another Monash Campus or Centre lists the relocation benefits that may be offered to staff undertaking both long- and short-term international assignments based on the needs analysis.

Resignation and Reimbursement

In the event that a staff member who is provided with relocation assistance resigns before completing the assignment, a proportionate refund of the relocation assistance provided shall be made by the staff member.

If the staff member does not require any or all of the relocation assistance offered, there will be no cash equivalent made available.

Shipment

The University may provide for the shipment of household effects up to an approved volume. This will be coordinated through the University’s preferred removals management provider.

During assignment support

The University seeks to offer HR services to its international assignees that are supportive and flexible and facilitate staff in carrying out their work.

Workplace Induction

An international assignment also involves transition to a new work environment, which may be quite different to the environment to which the staff member is accustomed.  Therefore host campus induction to assist the staff member adjust to the new setting is imperative.  The staff member’s host supervisor and the human resources staff in the host country should ensure that induction into the host campus work unit takes place. The commencement of the induction process should coincide with the commencement of the assignment.  Supervisors can obtain information and suggestions on the induction process from the Supervisors Guide to Inducting Staff.

Payment of Salary

The university’s international assignment service provider administers an international payroll for their international assignees. Representatives are available to discuss queries in relation to payroll, tax and related matters with assignees. Normally, assignees will be paid fortnightly in Australian dollars in accordance with their letter of offer. In certain circumstances, assignees may be paid in the host country currency.

Leave and Public Holidays

Annual and sick leave entitlements for international assignees will be in accordance with existing annual leave entitlements in their letter of offer. However the time of taking annual leave must be approved by the Pro Vice-Chancellor/Director/Dean of the host campus. Other forms of leave, including leave in the case of a domestic emergency in the home country may be granted at the discretion of the Pro Vice-Chancellor/relevant Deputy Vice-Chancellor and Dean/Divisional Head.

International assignees will recognise the public holidays observed in the host country. Assignees at a location that observes more public holidays than in the host location will enjoy the benefit, and those at a location that observes fewer public holidays will receive the shortfall as extra days of annual leave.

Staff Development and Performance Management

International assignments represent outstanding staff development opportunities in themselves.  It is important to provide clear objectives and measurements for assignee performance, consistent with the goals of the staff member, the host campus and the University. This should be clearly incorporated into plans and objectives as part of the relevant Performance Development Process.

Performance planning and assessment should be conducted jointly by the home and host location supervisors. In developing the annual performance plan the supervisors need to ensure that they incorporate the assignment deliverables as included in the letter of offer of assignment and there is alignment with the assignee’s career development objectives specifically related to the mobility experience to enable delivery of an effective mobility outcome.

Meetings and regular communication

An international assignee should continue to be included in home faculty/division events and critical meetings in order to maintain networks and links across borders, e.g. attend major faculty and team events such as a planning conference in the home location.

Expatriate and Senior Payroll Services, Monash HR will contact the international assignee to discuss their progress with adapting to their new environment and ensure any concerns are addressed.  Expatriate and Senior Payroll Services will also encourage the home faculty supervisor/mentor to engage in regular career counseling discussions with the international assignee. These are a useful means of monitoring and discussing career objectives, at the same time assisting with managing the assignee’s expectations

Career path coordination should be commenced with home country management at least twelve months prior to end of the assignment.

Completion of assignment and repatriation

Planning

The University recognises that returning home and readjusting after an international assignment can be a difficult task.  Repatriation begins in the pre-departure phase through the appointment of a home country mentor and a communication plan with the relevant faculty/division management.

Twelve months prior to the end of the assignment the home country mentor, relevant management representative and  Expatriate and Senior Payroll Services commence planning for the return of the staff member from international assignment.

Physical relocation

Repatriation continues for the months immediately following the assignee’s return to the home location, involving not only the physical relocation of the assignee and accompanying family back to Australia, but also the provision of support services, to assist the staff member readjust to life in Australia and the home campus work environment.

The University’s international assignment services provider will assist (to a reasonable extent) the staff member with the physical relocation and re-entry to their home location property if relevant, eg. reconnecting utilities etc. 

Reintroduction to the workplace

Where applicable, the reintroduction of the staff member back to their former work environment is the responsibility of the staff member’s work area. The wider University community can benefit from the staff member’s international experience, which should be recognised as a source of valuable information for the University, for the purposes of mentoring, planning and policy development for international activities. For example, the returning international assignee may be offered the opportunity to present to their colleagues on their international experience, from both a personal and professional perspective. Recognition of the staff member in this way will also assist with readjustment to work life in Australia.

Post-assignment interview with Monash HR staff

A staff member from Expatriate and Senior Payroll Services, Monash HR,  will meet with the staff member upon their return from assignment to determine the strengths and development opportunities for the support provided throughout their international experience. The skills of the international experience are documented and retained in the community. 

Related Procedures

• International Staffing and Mobility Procedures - Recruitment, Appointment and Assignment to International Vacancies Managed from Australia

Related Documents

• Guidelines for Terms and Conditions Monash Australia Staff undertaking an International Assignment at another Monash Campus or Centre
• Performance Management at Monash
• Global Equal Opportunity Policy
• Guidelines for Ensuring Equal Opportunity in Selection of Staff