|Monash home | About Monash | Faculties | Campuses | Courses | Contact Monash|
|Staff directory | A-Z index | Site map|
Workforce Management Procedure – University Visitors
Title of Parent Policy
This procedure facilitates the engagement of Visitors from Australian and international universities, other education sectors, government and industry to contribute to the scholarship, research and teaching at Monash.
The procedure seeks to ensure that the University and Visitors understand and comply with applicable Australian immigration laws and tax requirements. Further information is available via the websites for the Australian Government - Department of Immigration and Border Protection and the Australian Taxation Office.
The purpose of this procedure is to clarify the responsibilities of staff members in the hosting department who are accountable for:
The procedure outlines the process for inviting a Visitor to the University and applies to all Monash University Visitors, as defined below.
This procedure applies to Visitors who meet the following criteria:
If none of the above criteria are applicable, the visit will be administered directly by the hosting department via the Short Stay Visitor Process. Please refer to the Short Stay Visitor Process for the details.
Hosting department: the department within Monash that is requesting the visit and accountable for bringing the Visitor to the University.
Monash HR's Global Mobility Team: the centre of expertise (CoE) within Monash HR that is accountable for the development, maintenance and implementation of best practice procedures concerning the attendance of Visitors at Monash University campuses. This includes ensuring that Monash University complies with all relevant employment, tax and immigration laws.
Rex: Recruitment Express, the University's online recruitment system. Rex is used to manage the end-to-end recruitment and appointment process for all Monash employees and Visitors. Rex is also used to manage the on-line application process for other University programs and initiatives.
Visitor: generally an individual from another domestic or international institution (including an occupational trainee) who meets the following criteria:
The following categories of individuals are excluded from the Visitor definition for the purpose of this procedure:
The following is a step-by-step process for inviting a Visitor to the University.
Step 1: The hosting department completes a Visitor request in Rex
The hosting department completes a Visitor request in Rex and includes the following information:
Once all the information has been completed in Rex, the hosting department obtains the appropriate approval by the delegated authority electronically. The Visitor request is then forwarded to the Global Mobility Team via Rex.
Step 2: The Global Mobility Team assesses the visit request
The Global Mobility Team will review the visit request in Rex and determine the details to be included in the letter of invitation, including, where applicable:
In confirming the above information, the Global Mobility Team may liaise with the hosting department contact (included on the Rex Visitor job request) to understand what has been discussed with the Visitor.
Ensuring that Visitors obtain the correct visas and are paid/reimbursed appropriately is critical to maintaining the University's compliance with Australia's employment, immigration and tax laws. It is the responsibility of the hosting department to ensure that the instructions given by the Global Mobility Team in this regard are carried out fully and correctly.
The hosting department is encouraged to consult the following guidelines on commonly used visas and payment/reimbursement arrangements:
These guidelines provide general information only, and the hosting department must seek specific advice from the Global Mobility Team for each visit.
Step 3: The Global Mobility Team issues the letter of invitation and Visitor acceptance
The Global Mobility Team will issue the letter of invitation to the Visitor electronically through Rex, and will also provide a copy to the hosting department.
Once the invitation is accepted online, the Visitor must:
If the visa is a University-sponsored visa, then the Global Mobility Team will liaise directly with the Visitor to commence the application process. Alternatively, for non-sponsored visas, the Visitor will need to apply for his/her own visa as outlined in the letter of invitation. Visitors must not apply for a Business Visit or Tourist visa in place of the visa specified in the letter of invitation.
The hosting department will:
Step 4: The hosting department completes the Confirmation of Commencement notification through Rex
The hosting department advises the Global Mobility Team that the Visitor has arrived by completing the Confirmation of Commencement notification in Rex on the day that the Visitor first arrives on campus. The hosting department should also attach a copy of the passport and visa details to the Rex record.
The Global Mobility Team will check the visa details and facilitate the relevant payment process (if required).
Step 5: Payments to Visitors
5.1 Taxable fee or fortnightly allowances
The Global Mobility Team will facilitate payment of a Visitor's taxable fee or fortnightly allowance through payroll. This process will be triggered upon receipt of the Confirmation of Commencement notification through Rex. If the Visitor has not obtained an appropriate visa (as stipulated in their letter of invitation) potential immigration and taxation compliance risks may prevent the Visitor from commencing activities for the University and prevent the University from being able to arrange payments. Payments and reimbursements should only be made to Visitors where this is specified in the signed letter of invitation.
5.2 Expense reimbursement and payments made directly by the hosting department
The hosting department is responsible for administering the Visitor's expense reimbursements and payments made directly by the hosting department including airfares, accommodation, travel expenses and meal expenses.
Expense reimbursements are made by attaching applicable tax invoices to a claim form signed off by the delegate for the facilitating cost centre and fund.
Payments made directly by the hosting department should be managed via the University's TMS (travel management system).
Additional information - changes to the details of a visit
The hosting department must contact the Global Mobility Team to seek advice if there are any significant changes to a planned visit, including but not limited to:
The hosting department
The hosting department is responsible for:
Global Mobility Team
The Global Mobility Team is responsible for:
The Visitor is responsible for: