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

The process for invitation and payment of a Visiting Academic from overseas 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 non-resident of Australia. The visitor will be offered either an invitation to visit or a temporary appointment.

At least 8 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, Visa type, 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.

NB. The Head of Department/School, Faculty MUST seek expert Visa advise from the University’s preferred supplier for immigration support services. The Monash preferred supplier is Hamilton Watts Migration Services. The contact person is Jacinta Tangey (03) 9804 8887.

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

Human Resources are to forward the following to the visitor (where applicable):

• Letter of Invitation/Appointment
• Visa Information
• TFN Form
• Banking details [Word] [PDF]
• Living away from home (FBT) declaration [Word] [PDF]
• Country of origin declaration [Word] [PDF]
• IMAN health care application [Word] [PDF] (Authority to deduct IMAN health Insurance Cover)
• Claim for use of private vehicle [Word] [PDF] (Reimbursement for Relocation Travel Allowances)
• Contract
• ATO form

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
• Copy of Visa
• TFN form
• Banking details [Word] [PDF]
• Living away from home (FBT) declaration [Word] [PDF]
• Country of origin declaration [Word] [PDF]
• A statement to acknowledge return to country of origin within period appropriate to Visa
• A statement confirming that reciprocal tax agreement conditions are met
• Evidence of IMAN health insurance
• IMAN health care application [Word] [PDF] (Authority to deduct IMAN health Insurance Cover)
• Details of next sponsoring institution or visiting Visa arrangements – if staying in Australia after leaving Monash University.
• Contract
• ATO form

Step 4 - Human Resources to advise Faculty of Acceptance

Human Resources are to advise Faculty of acceptance from the visitor. If contract, advise Corporate Finance

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

Human Resources are to send to the Tax Account, Corporate Finance Division 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 & provide a copy of Visa

The Faculty is to complete a 'Confirmation of commencement of appointee form' [Word] [PDF] 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

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 - Single Payment

Where a foreign visitor is to be paid a single payment (not invoiced through their University) they are required to send a memo to Human Resources Division authorised by the Dean requesting payment. The memo should include the visitors overseas address and a copy of their 'Confirmation of commencement of appointee form' [Word] [PDF].

This payment will be made through the payroll and will be available to the visitor through the Disbursements Manager in Corporate Finance Division. Human Resources are to provide a copy of the signed Letter of Invitation/Appointment to the Disbursements Manager.

The Visiting Academic can contact the Disbursements Manager to ascertain when the cheque will be ready and arrange a pickup time during business hours. The Visiting Academic can cash the cheque at the Bank of Melbourne branch on the Clayton Campus and exchange it for cash after showing their letter and passport to the bank teller.

Option 3 - Regular Payment

Regular payments will be made through payroll or Corporate Finance as indicated below:

Option 4 - Contractor

Where the foreign visitor is an eminent person invited to the University to provide seminars for a period of up to one week, and the visitor holds a Business Short Stay Visa (Class 456), the visitor may elect to enter into a contract with the University to provide a service. This provision is not available to foreign visitors whose activities would be defined by the ATO as those of an employee (e.g. teaching, research).
Foreign contractors unable to provide an ABN or ACN will be required to provide the appropriate completed ATO form in addition to the Consultancy B agreement.

*Hence those who visit for a period of longer than a week regardless of whether they hold a Business Short Stay Visa (Class 456) payments will be processed through payroll.

• Contract
• ATO Form

Payment

Automatic Payments through Payroll

When the Visiting Academic is to receive a regular payment they will need to establish a bank account in Australia using the Letter of Invitation/Appointment and their passport.

The applicable forms to initiate the regular 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 form' [Word] [PDF] is to be completed.

When the final payment to a visitor falls outside the University pay cycle the individual must notify Human Resources, Human Resources Division 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 form' [Word] [PDF]

You will need to visit the Corporate Finance web site for payment & procedure details.

Payments through Corporate Finance

Payroll will advise Corporate Finance of any FBT costs

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