Part E – Other conditions

Temporary relocation assistance

  1. Where employees are required to work in a different geographic location for three weeks (i.e. 21 days) or less, a Travelling Allowance will be paid as per clauses 171 - 174.
  2. Where employees are required to work in a different geographic location for a period up to 13 weeks, a Travelling Allowance will be paid as per clauses 171 - 174 for the first three weeks (i.e. 21 days) from the day work commenced at the new location. The Director-General may agree with the employee an agreed package of assistance for reasonable transport, removal, temporary accommodation costs, and out of pocket expenses for the remaining period (four to 13 weeks).
  3. For periods of temporary relocation exceeding 13 weeks, the Director-General may agree with the employee an agreed package of assistance as provided at clause 194.
  4. Where claims for reimbursement of expenses for temporary relocation are not approved, the employee will be provided with the reasons why the expense was considered inappropriate or unreasonable, in writing.
  5. Employees who temporarily work in another geographic location at their request may receive temporary relocation assistance at the discretion of the Director- General.
  6. Further information can be found in the Archives’ Travel and Relocation Policy.

Relocation assistance

  1. Employees who relocate on an ongoing reassignment, movement or promotion to a different geographic location will receive reimbursement or payment of reasonable relocation costs and two days leave to relocate from the employee’s existing residence to their new residence, where applicable and will receive reimbursement or payment of reasonable relocation costs for:
    1. transport, removal and disturbance costs (as agreed);
    2. temporary accommodation costs (as agreed) at the new location; and
    3. education costs (as agreed) incurred in avoiding serious disruption to the final two years for their child/children’s secondary education.
  2. In addition, to the above costs reimbursement for reasonable costs associated with:
    1. the sale and purchase of a home); and
    2. stamp duty for registering one motor vehicle or motor cycle owned by the employee at the new location and associated establishment fees for the transfer of a driving licence and the registration.
  3. Where claims for reimbursement of expenses relocation assistance are not approved, the employee will be provided with the reasons why the expense was considered inappropriate or unreasonable, in writing.
  4. An employee who asks to be reassigned to a different locality may be paid the expenses referred to in clause 199 and 200 at the discretion of the Director-General.
  5. Approval may be given by the Director-General for the reimbursement or payment of reasonable transport, removal and temporary accommodation costs to an APS employee or a prospective employee who relocates to take up employment with the Archives from a different geographical location.
  6. Further information can be found in the Archives’ Travel and Relocation Policy.

Domestic air travel

  1. Unless otherwise approved, economy class travel will be used where employees are required to travel by air within Australia on official business.
  2. Corporate membership to an airline lounge may be provided to employees who fly regularly on official business.

Overseas air travel

  1. Business class air travel (or recognised equivalent) will be used for the international segments, where the employee is required to travel overseas on official business. Where the journey involves travelling time of more than 12 hours, the employee will not be required to attend work before having had a reasonable opportunity to recuperate, either at the destination or en route. The employee is considered to be at work during this rest period. The rest period should not exceed:
    1. 48 hours for travel to Europe, the Middle East, Africa, the Americas or the West Indies; or
    2. 24 hours in any other case.
  2. Consistent with clause 213, unless covered by insurance, the Archives will reimburse an employee for loss of luggage and personal effects while travelling overseas on official business.

Excess travelling time

  1. Where an employee below the APS Level 4 classification is required to work temporarily away from their usual place of work in the same geographical area and this involves excess travelling time (ETT) of more than 30 minutes in excess of normal travelling time, the employee will receive TOIL for this ETT at the rate of single time. Payment for ETT will be authorised where it is unlikely that the employee will be able, or has been unable, to take TOIL within three months of the ETT having occurred.
  2. Where an employee below the APS Level 4 classification is relocated as a result of the transfer of their work function from one location to another in the same geographical area, the employee will be entitled to ETT in accordance with clause 209. Under this clause, eligibility for ETT will be for a maximum of three months and cannot be paid as a lump sum in advance.

Excess fares

  1. An employee below the APS Level 4 classification will be entitled to reimbursement of excess fares where temporarily performing work at a place other than their usual place of work in the same geographical area, when the cost of travel to and from the temporary place of work is greater than the cost of travel to and from the usual place of work. Excess fares are not reimbursed where the employee is receiving Travelling Allowance or, subject to clause 212, has moved in anticipation of a permanent move.
  2. Where an employee below the APS Level 4 classification is relocated as a result of the transfer of their work function from one location to another in the same geographical area, the employee will be entitled to reimbursement of excess fares in accordance with clause 211. Under this clause, eligibility for reimbursement of excess fares will be for a maximum of three months and cannot be paid as a lump sum in advance.

Other payments

  1. An employee will be reimbursed for reasonable costs for loss or damage to clothing or personal effects which occurred in the course of their work.

Copyright National Archives of Australia 2018