Part D – Allowances
Payments for temporary reassignment of duties
- Where employees are assigned duties at a higher level for a continuous period of 10 working days or more, they will be paid a temporary reassignment allowance at a rate consistent with the work level standards of the higher level work for the whole of the period of temporary reassignment.
- Where employees are temporarily assigned duties at the Senior Executive Service (SES) level for 10 working days or more, they will be paid a temporary reassignment allowance for the period of temporary reassignment of duties. The Director-General will determine the amount to be paid within the SES Band.
- Progression through the pay points for employees on temporary reassignment will be subject to the performance requirements set out in their Performance Agreement being met and the period of temporary reassignment being for at least six months or certified by the Director-General as being expected to be for at least six months, subject to clauses 249-253, and the employee receiving a minimum rating of 'Fully Effective'.
- Subject to clause 227, where broken periods of temporary reassignment of duties are performed, the pay point that has been attained under clause 166 will be retained for future temporary reassignment of duties performed at that classification level.
- Employees will continue to receive payment for temporary assignment of duties while on paid leave and during public holidays for the period that the temporary assignment would have continued but for the leave or the public holiday.
First Aid Allowance
- Where an employee possesses a first aid certificate and a continuing ability commensurate with that qualification and the employee has first aid responsibilities for a continuous period of four weeks or more, the employee will be paid an allowance in accordance with Table 2 within Appendix D. Further information can be found in the First Aid Policy.
- An employee will continue to be paid the allowance while on paid leave and during public holidays provided the employee would have been entitled to the allowance for the period of leave or the public holiday.
Domestic Travelling Allowance
- All travel must be organised to ensure maximum value to the Commonwealth with no personal expense, monetary gain or other type of benefit to the employee. In requiring travel for business purposes, managers will consider an employee’s family responsibilities, personal circumstances, and work health and safety factors that may affect an employee’s ability to travel and where possible make alternate arrangements for the travel.
- Unless otherwise agreed by the employee, an allowance will be payable to an employee who travels on official business and is away from home overnight. The allowance, which is payable in advance, is to meet the cost of accommodation, meals and any incidental expenses incurred by the employee while travelling on official business and will be calculated in accordance with reasonable rates. The Director-General will determine the most reasonable rates as available during the life of this Agreement.
- Where an employee is provided with either accommodation or meals, or both, at the Archives’ expense, the employee will not be paid for those components of Travelling Allowance in respect of any accommodation or meals provided.
- Upon the presentation of receipts, an employee will be reimbursed for reasonable additional costs for alternate care purposes incurred as a direct consequence of their travel on official duty. For this clause to apply, the employee must have primary caring responsibility for an immediate family or household member who is dependent on their care and support.
Domestic Travelling Time
- Where an APS Level 1-6 employee is required to travel on official business during the normal bandwidth they are entitled to record flex time for the time spent travelling.
- Where any employee (APS Level 1 – EL2) is required to travel on official business outside the bandwidth the manager and employee will discuss a reasonable period of time off in lieu and the timeframe in which it should be taken recognising both the operational requirements of the Archives and the personal commitments of the employee.
Reimbursement of fares
- Where an employee becomes critically or dangerously ill while travelling on official business and a member of the immediate family travels to visit the employee, the Archives will, where requested and supplied with satisfactory medical evidence, reimburse the family member for reasonable travel costs.
Overseas Travelling Allowance
- Where an employee is approved by the Director-General to travel overseas on official business, the employee will be:
- provided with a corporate credit card to meet acquittable costs, e.g. accommodation and any unforeseen work-related expenses, where these expenses cannot be directly billed to the Archives;
- paid Overseas Travelling Allowance for meals and incidental expenses, to be calculated in accordance with the rates as determined by the Director-General; and
- provided with an acquittable cash advance to cover projected expenses likely to be incurred in the course of their work, e.g. interpreter fees.
- The Director-General may, subject to the presentation of receipts or other satisfactory evidence, authorise an additional payment in circumstances where an employee has incurred reasonable costs in excess of the Overseas Travelling Allowance calculated under clause 178.
- Where assistance of an emergency nature is required and the Comcover arrangements are not effective in these circumstances, an employee may use their corporate credit card to ensure any necessary medical or hospital treatment.
- Approval will be given, upon the presentation of receipts, to reimburse an employee for reasonable additional costs for alternate care purposes incurred as a direct consequence of their overseas travel on official duty. For this clause to apply, the employee must have primary caring responsibility for an immediate family or household member who is dependent on their care and support.
Motor Vehicle Allowance
- Where it is considered to be cost efficient approval may be given for an employee to use a private vehicle for the Archives’ official purposes and receive a motor vehicle allowance in accordance with the Australian Taxation Office Determination or the cost of alternative car hire or economy airfare, whichever, is the lesser.
Overtime Meal Allowance
- A Meal Allowance is payable to an employee in accordance with Table 3 in Appendix D who:
- works overtime after ordinary duty for the day, to the completion of, or beyond, a Meal Allowance period without a break for a meal; or
- is required to work overtime either before or after ordinary duty for the day and who breaks for a meal, but is not entitled to overtime payment for that break; or
- is required to work on a Saturday, Sunday or public holiday (in addition to normal hours of duty) extending beyond a Meal Allowance period, provided the employee takes an unpaid meal break.
- A Meal Allowance period means the following periods:
- 7.00 am to 9.00 am
- 12 noon to 2.00 pm
- 6.00 pm to 7.00 pm
- midnight to 1.00 am
Disruption / Disturbance Allowance
- A disruption/disturbance may exist where there are detrimental effects on the working conditions of office-based employees caused by factors including, but not limited to, one or more of the following: dust, noise, fumes, heat, vibrations, cold, wet, dirt or loss of amenities.
- The Archives will take reasonable steps to ensure that employees' working conditions are not adversely affected by the factors mentioned in clause 185. Such steps may include, but not be limited to, moving the employee to temporary accommodation, allowing short breaks away from work, directing employees to proceed on Other Paid Leave or temporarily providing equipment or facilities to improve conditions.
- Where a disruption/disturbance still exists, the Archives will recompense each affected employee in accordance with Table 4 in Appendix D. If employees are relocated, they will be reimbursed for any additional costs associated with that relocation but will not receive the recompense for the disruption.
- Where an employee is recalled to duty to meet an emergency, and no notice of the recall was given to the employee before ceasing ordinary duty, the employee will be paid for such emergency duty at the rate of double time. The time for which payment will be made will include time necessarily spent in travelling to and from duty. The minimum payment under this clause will be two hours.
- Where the Director-General directs an employee to be contactable and to be available to perform extra duty outside the number of hours and minutes in a Standard Working Day, the employee will be paid Restriction Allowance as set in Table 1 in Appendix D.
- Where the employee is recalled to the workplace, the time spent on duty and time spent travelling to and from the workplace will be included in the determination of the amount of overtime payment. The minimum payment is two hours.
- Where an employee is contacted but not required to attend the workplace, the minimum payment is one hour.
- An employee cannot be paid Restriction Allowance for the period where the overtime payment provision applies.