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					    REMOTE HEALTH ATLAS – Section 28: EMPLOYMENT MATTERS                                    RELOCATION




                                REMOTE HEALTH ATLAS
                                    RELOCATION


1.        General Information
Reimbursement or assistance with the costs of relocation may be met by Remote Health
Branch on behalf of employees. This may apply to initial relocation on commencement of
employment, relocation for transfers during employment, or relocation to a home base on
completion of contract.
This Atlas item details processes to be followed and responsibilities that apply, in managing
relocation assistance. The accompanying information sheet Relocation Allowances indicates
the agreed levels of assistance that management should use, and employees can expect, to
ensure fair and equitable assistance is applied. Relocation allowances apply equally to all
staff types (except administrative officer stream on appointment only) and include both town
based and remote based positions, and differ only in regard to the length of tenure or
number of dependents.
With regard to relocation allowances for personal effects, it should be noted that Remote
Health accommodation is kitted out with basic items of furniture. The relocation of large
furniture items that essentially duplicates provided furniture is discouraged. See also
Accommodation & Furnishing Standards.
This information is in all ways subject to the NT Public Sector Employment and Management
By-laws 27, 28 and 51, and approvals must always be made in accordance with applicable
levels of delegation. See section 2.3 of the Human Resource Management Delegations.

2.        Definitions
Dependent: (as per By-law 26) an employee's spouse, and children under the age of 18
years, who permanently reside with the employee and who are not in receipt of income in
excess of the weekly minimum adult wage or any other person approved by the
Commissioner for that purpose.

3.        Responsibilities
3.1       Prospective Employees (where applicable)
     Discuss and clarify relocation allowances with supervisor
     Obtain quotes as required
     Maintain receipts for any payments made against authorised relocation costs
3.2       Remote Health Branch Employees (where applicable)
     Be familiar with allowances relating to relocation / clarify uncertainties with managing
      supervisor prior to initiating relocation
     Obtain quotes as required
     Submit claims using relevant forms, to supervisor, as soon as all receipts available
3.3       Area Service Manager / Town-based Line Manager / Regional Manager
     Provide advice to employees consistent with Branch expectations
     Approve payments according to delegation



Developed by: Quality & Safety Team & Nursing Director     Page 1   Reviewed: May 12,
Endorsed by: Remote Executive Leadership Group
Release Date: May 2009                                              Next Review: May 2015
    REMOTE HEALTH ATLAS – Section 28: EMPLOYMENT MATTERS                                                   RELOCATION

3.4       Director, Remote Health Branch
     Arbitrate on exceptions to these guidelines, maintaining fair merit principles
     Approve / reject applications within delegation
3.5       Finance Officer / Travel Officer
     Facilitate bookings / payments as directed and approved by managers

4.        Procedure
4.1       Application of Allowance
The agreed levels of relocation allowances applicable to Remote Health employees are
detailed in the information sheet Relocation Allowances.
In the case of two partners both being employed by Remote Health, the allowances that
apply will be as for an ‘employee with dependent/s’, not a duplication of benefits. Where an
employee relocates with a partner who is also being employed by another employing
agency, it is anticipated that costs will be shared equally between agencies.
          4.1.1    Commencement of Employment
Prospective employees (excepting administrative stream) who are appointed from a location
different to where they will reside to carry out employment duties, are eligible to access
relocation assistance to the levels indicated in Relocation Allowances.
If an employee later extends employment with a new contract that is of greater duration than
the original, then applicable allowances for the new contract would apply for additional
relocation of personal effects, if required. Where an extension is of a lesser duration, the
original relocation allowances remain in effect.
Overseas recruits are eligible for relocation assistance from the point of entry to Australia.
Where costs are continuous between overseas and domestic transit, a pro rata (by distance)
principle will apply.
Travel of the employee to commence duties occurs prior to paid employment. Exception to
this is where a new employee attends orientation in a location other than their ongoing work
location. In this case, travel from the orientation location to the workplace location will be
during paid employment.
          4.1.2    Relocation During Employment
Employees who are requested by Remote Health Branch to relocate during the course of
employment are eligible for assistance. Increased quantity allowances may reasonably apply
where the staff member has accumulated additional personal goods (eg grocery stock). This
applies to all staff including Administrative stream officers. Relocation may occur as part of
normal work hours, but will not in itself attract overtime or penalty payments.
Employees who request a transfer for personal reasons will generally be expected to incur
all costs associated with relocation.
          4.1.3    Exiting Employment
All employees who complete their contract are eligible for relocation assistance as applicable
in Relocation Allowances1. Relocation will be to the original location where the employee
was recruited from. Negotiation regarding relocation to another location is acceptable only
where costs to Remote Health Branch are less than or equal to the original location.
If an employee fails to honour a contract and termination occurs prematurely, there is an
expectation that original relocation expenses incurred by the Branch will be repaid by the
employee on a pro rata basis for the proportion of the contract that has not been fulfilled.

1
  Note: when staff are employed on a five year contract and exit employment without completing the contract period, provided
they have completed a minimum of two years or longer staff may be eligible for relocation allowances.

Developed by: Quality & Safety Team & Nursing Director         Page 2      Reviewed: May 12,
Endorsed by: Remote Executive Leadership Group
Release Date: May 2009                                                     Next Review: May 2015
  REMOTE HEALTH ATLAS – Section 28: EMPLOYMENT MATTERS                                            RELOCATION

This may occur through a withholding of separation payments.
Where an employee needs to terminate employment due to unforeseen and non elective
reasons (eg family illness), a pro rata level of relocation assistance may be contributed by
Remote Health Branch.
If termination of services occurs due to dismissal, no relocation allowances apply.
See also Completion of Service Checklist and Resignation.
4.2      Arranging Relocation
Any arrangements pertaining to relocation must first receive the assent of the relevant
delegated supervisor, or costs may not be covered by Remote Health.
         4.2.1     Travel
The Travel Request Information Processing System (TRIPS) should be used to authorise
any travel component of employee relocation. Interstate recruits are generally expected to
utilise air travel to relocate to the NT.
Personal (and dependent) travel arrangements may be made by either the employee or
Remote Health, although it is preferred that Remote Health Travel staff will provide this
service. Where an employee arranges travel, the supervisor must initially agree, and fares or
other costs must essentially match the most reasonable fares available. Where an employee
elects to use a higher cost option, reimbursement will be to the value of the current
discounted applicable fare/s.
Where a new employee brings a vehicle and uses that to transport self and/or dependents
and/or personal effects refer to section 4.3.
         4.2.2     Personal Effects
Where relocation of personal effects is applicable, the employee is responsible to obtain 3
quotes from reputable removalists. Quotes must include insurance. The relevant supervisor
must authorise the accepted quote before the removalist’s services are engaged. If a
supervisor considers submitted quotes as not appropriate, the manager may suggest
alternate options for relocation of personal effects and should then facilitate that other
arrangement.
If quotes include additional size or inclusions to those allowances detailed in Relocation
Allowances, a pro rata reimbursement will be made to the level of the applicable allowance.
Managers and employees should note the principle of avoiding the relocation of large
furniture items that duplicate what is routinely provided in departmental accommodation.
Note: A reasonable approach should be made with the use of removalist companies to transport personal effects
to a remote location. For example, particularly in Central Australia, it may often be much more cost effective to
have personal effects transported to Alice Springs, and then use departmental vehicles to transport to the remote
site.

Relocation of pets is not covered by Remote Health. Employees wishing to relocate pets will
need to cover costs separately, and should carefully consider the suitability of the pet in the
new location before moving. Note that animals are not to be transported in Departmental
vehicles.
         4.2.3     Vehicles
Where indicated on the Relocation Allowances information sheet, one vehicle may be
relocated. The vehicle must be suitable for use in the location it is being relocated to. As
above, 3 quotes with subsequent approval processes, are required.
The decision to relocate a vehicle cannot be made retrospectively. That is, the decision to
relocate a vehicle during recruitment of a new employee will be made at time of appointment,
not as a later decision to acquire or relocate.
Use of a vehicle to facilitate relocation of both employee and dependents, and personal

 Developed by: Quality & Safety Team & Nursing Director   Page 3    Reviewed: May 12,
 Endorsed by: Remote Executive Leadership Group
 Release Date: May 2009                                             Next Review: May 2015
 REMOTE HEALTH ATLAS – Section 28: EMPLOYMENT MATTERS                                     RELOCATION

effects, will often be a cost effective mechanism, but should not otherwise exceed combined
costs of alternate mechanisms of relocation. See section 4.3 below for other details.
4.3     Use of Private Vehicles during Relocation
Use of a private vehicle for relocation by a new employee is acceptable only when approved
prior to travel. Proof of comprehensive insurance is required. Actual fuel and maintenance
costs for the vehicle and reasonable accommodation tariffs (at intervals not less than
600kms/day) only are eligible for reimbursement. Invoices and receipts of all fuel and
accommodation costs for travel should be kept and provided to the Line Management for
approval and processing.
When receipts are not kept a Relocation Transport Declaration – By-law 27 Form should be
completed and given to the Line Manager to progress payment.
A similar allowance will apply at end of contract relocation.
Where Remote Health Branch requests relocation during employment, the use of a private
vehicle will require the use of By-law 32, where the employee will receive a kilometre
allowance for use of the private vehicle.
4.4     Reimbursement or Payment of Relocation Costs
Where utilised, payment of travel arrangements made by Remote Health officers allows
direct payment to vendors to occur.
For all other instances where an employee has personally incurred costs for components of
an authorised relocation, the employee must submit original invoices and proof of payments
attached to an appropriately completed Payment / Refund Approval Form.
Personal bank account details must also be provided where reimbursement claims have not
been lodged previously. These details are notified via the use of the NTG GAS Payment
Details – Individuals / Non Business Form.
The supervisor approves reimbursement and forwards to the Remote Finance Officer for
processing.
4.5     Relocation Allowance – Permanent Employees
A monetary relocation allowance may apply to permanent employees only. See By-law 28.
The value of this allowance is set by the Commissioner for Public Employment in
Determination 1 each year.
The Line Manager should initiate this allowance using the Relocation Allowance – By-law 28
form.

5.      Forms
NTG GAS Payment Details – Individuals / Non Business Form
Payment / Refund Approval Form
Relocation Transport Declaration – By-law 27
Relocation Allowance – By-law 28

6.      References and Supporting Documents
Related Atlas Items:
    Accommodation and Furnishing Standards                    Resignation
    Completion of Service Checklist                           Use of Private Vehicles
Public Sector Employment and Management Act
PSEMA By-laws 27, 28, 32 and 51


Developed by: Quality & Safety Team & Nursing Director   Page 4   Reviewed: May 12,
Endorsed by: Remote Executive Leadership Group
Release Date: May 2009                                            Next Review: May 2015

				
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