Procedure to be followed for Visiting Academics (residents of Australia)

The process for invitation and payment of an Australian Visiting Academic is as follows:

Initial invitation and paper work

Step 1 - Recommendation to invite/appoint a Visiting Academic

The Head of Department/School, Faculty may decide to recommend that an invitation be extended to an academic who is a resident of Australia. The visitor will be offered either an invitation to visit or a temporary appointment.

At least 6 weeks prior to commencement the Faculty is to complete the 'Request Visiting Academic form' [Word] [PDF] and forward to Human Resources Division. This form includes details such as Remuneration, period of stay, duties to be performed, expenses to be paid, etc.

To help complete this form you will find information with regards to Remuneration and expenses on this site. If you have any further queries, please visit ask.monash.

Step 2 - Human Resources to send letter & form/s to visitor

Human Resourceare to forward the following to the visitor (where applicable):

• Confirmation of commencement of appointee [Word] [PDF]
• TFN Form
• Banking details [Word] [PDF]
• Living away from home (FBT) declaration [Word] [PDF]
• Claim for use of private vehicle [Word] [PDF] (Reimbursement for Relocation Travel Allowances)

Step 3 - Visitor to sign letter & form/s

The visitor is to sign the following and forward to Human Resources at least 2 weeks prior to commencement (where applicable):

• Acceptance of Letter of Invitation/Appointment
• TFN form
• Banking details [Word] [PDF]
• FBT Declaration/s
• Living away from home (FBT) declaration [Word] [PDF]

Step 4 - Human Resources to advise Faculty of acceptance

Human Resources are to advise Faculty of acceptance from the visitor.

Step 5 - If FBT is to be paid, Human Resources are to advise Corporate Finance Division

Human Resources are to send to the Taxation Officer Corporate Finance a copy of the Letter of Invitation/Appointment where:

• Benefits other than reasonable LAFHA, and relocation travel are paid, and
• A completed FBT Declaration is not received with the signed returned Letter of Invitation/Appointment and benefits are to be provided

Step 6 - Faculty to confirm commencement date

The Faculty is to complete a 'Confirmation of Commencement Date form' and forward to Human Resources at commencement.

This will initiate access into Monash’s IT system.

Step 7 - Visitor to collect Staff Card from Human Resources

The staff card is a photo ID that allows visiting staff to have access to Monash’s buildings and facilities.

The visitor is to present a copy of the Letter of Invitation/Appointment to Human Resources to receive their Staff Card.

Payment of Remuneration & expenses

The Visiting Academic has the choice to receive payment from Monash University using one of the following methods:

Option 1 - Home University to invoice Monash University

The visitor may choose to have their home University invoice Monash University directly for services provided.

Election of a payment invoiced by the home University is likely to be exempt from a variety of taxes and employment related oncosts. A complying tax invoice must be issued.

The invoice is to be forwarded to Corporate Finance for payment, see Corporate Finance for more details.

Option 2 - Visitor to invoice Monash University

A visitor who is a resident of Australia for taxation purposes may invoice the University provided they are able to supply:

• a complying tax invoice
• an ABN, and
• assurances about relevant insurances

The visitor will need to complete an appropriate Corporate/Non-Corporate Consultancy Agreement.

Option 3 - Standard payment process

Payments will be made through payroll as indicated below:

Payment

Automatic Payments through Payroll

The applicable forms to initiate the automatic payments would have been returned to payroll at the initial invitation and paperwork stage. Where there is occasional teaching, the 'Visiting Academic occasional teaching payment' [Word] [PDF] is to be completed.

The monies will be payable in terms of the period of the visit ie. a short stay may be a single payment and a longer stay a regular payment for the period of the visit.

When the final payment to a visitor falls outside the University pay cycle the individual must notify Human Resources, Human Resources at least 3 weeks prior to their final day with the University to arrange a timely final payment. If less than 3 weeks notice is provided any fees and charges associated with the processing of the final payment will be the responsibility of the Department/School, Faculty.

Ad Hoc Payments through Payroll

For reimbursement of motor vehicle travel, you will need to complete the Claim for Use of Private Vehicle. You will need to visit the Corporate Finance web site for payment & procedure details.

Payments through Corporate Finance

For reimbursement of airfare and travel costs, the Claim Form is to be completed and forwarded to Corporate Finance with the following attached: (where appropriate)

• A properly authorised claim form with original proof of payment
• Complying tax invoice (if the visitor is from Australia)
• A copy of the Letter of Invitation/Appointment

Other than relocation travel, no other expenses should be paid on a reimbursement basis.

End of Visit

Faculty to complete Termination Form

On termination, the Faculty is to complete a 'Notice of resignation or request for early release' [Word] [PDF]