TRAVELLING ALLOWANCE POLICY TELECOM
UPDATED TO: Policy was mainly replaced on 1-9-97COMMENTS: This is the Policy as published by Telecom. It is supposed to reflect agreement between Telecom and CEPU. However, some believe that this Policy does not reflect earlier agreements and decisions of the Industrial Relations Commission.
INDEX TO TRAVELLING ALLOWANCE (TA) TELECOM POLICY HR POLICY
INTRODUCTION B5/8/1 AUTHORITY B5/8/2 PRINCIPLE B5/8/3 ELIGIBILITY FOR TA B5/8/4 RESPONSIBILITIES OF DELEGATE B5/8/5 RATES OF TA B5/8/6 CAPITAL CITIES - DEFINITION B5/8/7 DAILY TRAVEL TO TEMPORARY STATION B5/8/8 INSUFFICIENT OR EXCESSIVE ALLOWANCE B5/8/9 REVIEW OF TA AFTER FIRST 21 DAYS B5/8/10 ASSESSSMENT OF THE REVIEW DATE B5/8/11 ASSESSMENT OF REVIEWED RATE OF ALLOWANCE B5/8/12 VARIATION OF LIVING CONDITIONS B5/8/13 PERIODICAL CHECKS B5/8/14 REVIEW RATE IN EXCESS OF SPECIFIED RATE B5/8/15 VARIATION OF REVIEWED RATE DATE B5/8/16 DEFINITION OF DEPENDANTS B5/8/17 TEMPORARY STATION ACCOMMODATION B5/8/18 RECEIPTS FOR ACCOMMODATION ON REVIEW B5/8/19 HEAD STATION FOR TA PURPOSES B5/8/20 ITINERANT STAFF B5/8/21 PROVEN COSTS FOR PERIOD AT HEAD STATION B5/8/22 REVIEW ESTABLISHMENTS IN METRO & COUNTRY B5/8/23 CASES WHERE TA IS NOT PAYABLE B5/8/24 MODE OF TRAVEL TO TEMPORARY STATION B5/8/25 DETERMINATION OF ALLOWANCE B5/8/26 SUPERVISORS CERTIFICATION B5/8/27 STAFF CLERK RESPONSIBILITIES B5/8/28 INACCURATE OR FRAUDULENT CLAIMS B5/8/29 COMPUTATION OF PERIOD FOR PAYMENT OF ALLOWANCE B5/8/30 TA ACCOM AT AIRLINE EXPENSE B5/8/31 TRAVEL ALLOWANCE WHERE MEALS LODGING PROVIDED B5/8/32 EMPLOYEES REQUIRED TO RESIDE SPECIFIC ACCOM B5/8/33 ADVANCE OF TA B5/8/34 RATES APPLY ONLY TO TRANSFERS WITHIN AUST B5/8/35 CLAIM FOR ADDITIONAL ALLOWANCE B5/8/36 UNFURNISHED RENTED ACCOMMODATION B5/8/37 REMOVAL OF PERSONAL EFFECTS B5/8/38 FAMILY TO TEMP STATION TRANSPORT LIVING COSTS B5/8/39 LEASEHOLD AGREEMENTS B5/8/40 ADVANCED PAYMENT FOR RENT DEPOSIT ON ACCOM B5/8/41 MEAL ALLOWANCES B5/8/42 OVERTIME MEAL ALLOWANCE PAYMENTS B5/8/43 WEEKLY RATE FOR MEALS - COOKING FACILITIES B5/8/44 INCIDENTALS COMPONENT B5/8/45 CONTINUING EXPENSES AT HEAD STATION B5/8/46 LIMITATION ON CONTINUING EXPENSES HEAD STATION B5/8/47 DECLARATION BY EMPLOYEE ON TEMPORARY TRANSFER B5/8/48 EMPLOYEE CONTRIBUTION SCALE OF LIVING COSTS B5/8/49 TEMPORARY TRANSFER TO HOME TOWN B5/8/50 CONTINUITY OF RESIDENCE B5/8/51 PAYMENT DURING WEEKENDS AND/OR PUBLIC HOLIDAYS B5/8/52 PAYMENT DURING ROSTERED DAY OFF OR FLEX DAY B5/8/53 MID-WEEK RETURN HOME PROVISIONS B5/8/54 MANDATORY NIGHTS IN TEMPORARY RESIDENCE B5/8/55 EMPLOYEES WITH DEPENDANTS - PERIODICAL RETURN B5/8/56 DEDUCTION FROM TRAVEL ALLOWANCE DURING LEAVE B5/8/57 PAYMENT DURING SICK LEAVE B5/8/58 PAYMENT DURING ANNUAL LEAVE (Incl LSL) B5/8/59 PAYMENT DURING SPECIAL LEAVE B5/8/60 CONTINUING EXPENSES DURING LEAVE B5/8/61 TRAVEL FROM REMOTE LOCALITY ON ANNUAL LEAVE B5/8/62 PROMOTED/PERM TRANSFER TO LOCATION OF TEMP XFER B5/8/63 DISTRICT ALLCE & TA NOT SIMULTANEOUSLY B5/8/64 REVIEW OF TA IN REMOTE LOCALITIES WHERE DA PAID B5/8/65 REMOVAL EXPENSES ON DEATH OR RETIREMENT B5/8/66 OVERSEAS SERVICE B5/8/67 GRATUITIES, PORTERAGE & INCIDENTALS B5/8/68 RECEIPT OF LIVING AWAY FM HOME HEAD STATION B5/8/69 NO ESTABLISHED MODE OF LIVING AT HEAD STATION B5/8/70 INFORMATION SHEET
The purpose of this sub-section is to specify the policy relating
to TA and to further clarify the application of the scheme by
inclusion of guidelines and procedures to be applied by employees
of Telecom whose responsibilities include the approval and payment
of TA.
A Determination under Sub-section 85 (1) of the Act.
Where an employee is absent from head station overnight whilst
travelling on duty or whilst temporarily on duty at another
station, with the expressed approval of their delegate, the
employee would be eligible to be paid TA to cover the costs of
accommodation, meals and other incidentals. Where difficulties or
uncertainties are experienced by delegates, the advice of their
Human Resources Manager should be sought.
TA may be authorised to an employee who is absent overnight from
both head station and also the residence occupied whilst working
at head station, when travelling on duty or working at another
station. Delegates approving a transfer under TA conditions must
also consider alternative arrangements as part of the resource
management process. The cost effectiveness of a TA payment
compared to daily travel arrangements must be considered. The
normal mode of travel is public transport where available. When
determining whether an employee would be required to be absent
overnight from headstation for operational reasons, a balanced
judgement should be made having regard to the period of absence
from home involving daily travel, and all other factors which may
include:
. normal period of absence from home and mode of travel at
headstation
. amount of additional travelling time involved
. the duration of the transfer
. traffic and road conditions
. health and safety of staff
. prevailing weather conditions
. the suitability/availability of temporary accommodation
. urgency of projects and operational requirements
Consistent with the principles outlined above, payment of an
allowance is not only based on satisfying the criteria for being
approved on overnight absence from headstation but on the
understanding that an absence and any associated costs are
actually incurred. Having regard to the impact of the factors
mentioned above, and provided unreasonable work or travel stress
does not result, staff on transfer may be expected to be absent
from home for up to 12 hours per day and absent overnight before
being eligible for TA. In special circumstances, daily absence
may exceed 12 hours, provided agreement is reached between the
transferee and the local delegate. Given the above, the following
locations for example would not normally meet eligibility criteria
to receive TA when travelling to or from respective Capital
cities:-
In the event of a disagreement at the local level as to whether an
employee should travel daily or take up residence under TA
conditions, which cannot be resolved after exploring all avenues,
the matter should be referred to their Human Resources Manager who
will seek a resolution by negotiation with the State Branch of the
staff organisation concerned but within agreed policy. When
determining normal travelling time at headstation and additional
travelling time which would be involved in daily travel to the
temporary station, public transport should be regarded as the
normal mode of travel where available. Where public transport is
not available or clearly not cost effective, the actual mode of
transport used, or that which is deemed appropriate by the
delegate in circumstances, should be used as the basis for all
calculations. Cost effectiveness is not only based on a comparison
of transport costs but a comparison of the total costs of any
arrangements or alternatives which are examined. In the case of
staff who have an approved headstation for TA purposes at other
than nominal headstation, normal travel is based on the time
involved in travel to and from the nominated "manned" telephone
exchange. ("Manned" means staffed on a full time basis B5/8/20f)
Section/Branch Heads who approve their staff being absent from
head station overnight under TA conditions must, before exercising
their delegated authority, be satisfied that eligibility exists
under the criteria specified in B5/8/4. Once satisfied that an
employee on transfer is eligible to transfer on TA conditions the
delegate must then sign the Movement Order Advice. This is the
authority for staff on transfer to enter into residence at the
temporary station and remains effective for the duration of the
transfer. The Movement Order Advice should be passed on to the
Staff Clerk who will arrange for the employee on transfer to be
advised formally of the temporary transfer details and make all
necessary arrangements. The above arrangements should be completed
at least one week prior to the commencement of the transfer,
whenever possible.
a. An employee on temporary transfer and eligible for TA is
entitled to payment at a fixed daily rate whilst travelling to the
temporary station and for the first 21 days in residence. The
amount of daily rate payable depends upon the maximum salary level
of the position occupied and the geographic location of the
temporary station, and is prescribed at item (a) of Appendix A in
this Sub-section.
a. The term "capital city" for the purpose of determining the rate
of TA payable includes the defined metropolitan area in each State
as set out below:
Melbourne - 50k radius from GPO
Sydney - 02 Telephone code
Brisbane - As defined by Brisbane city council
Adelaide - 08 Telephone code
Perth - 09 Telephone code
Hobart - Australian Standard Geographical Classification
b. Capital city rates are also applicable to Canberra and Darwin.
Where an employee travels daily to and from the temporary station
instead of taking up residence there, TA rates and conditions are
not appropriate. Alternatively, where an employee in residence at
the temporary station elects to travel daily for a period, TA is
to cease upon returning home. When resuming overnight residence
at the temporary station TA is again payable. However, a new
fixed daily rate period of 21 days is not applicable.
The allowance payable upon resumption is to be computed as though
there had been no break in residence (i.e. a reviewed rate is
payable from midnight on the 21st day after first arriving at the
temporary station and entering into residence).
a. Where the Company is satisfied that the daily rate of TA
payable to an employee under B5/8/6 is either insufficient to
cover, or in excess of, expenses which have been or may be
reasonably incurred, the Company may direct the payment of such
allowance, in lieu of that TA, as is necessary to meet those
expenses. Each claim for payment of increased TAs must be fully
supported by receipts. Such receipts must be carefully examined to
ensure that only relevant expenditure is taken into account.
Expenses of a private nature, such as telephone calls, meals apart
from breakfast, lunch and dinner, porterage etc., are regarded as
covered by the amount allowed for incidentals. Claims in respect
of taxi fares should be treated separately from TA. An employee
shall not be paid a higher rate of TA simply because a high rate
for board and lodging is paid during part of the absence.
The costs incurred over the full period for which daily rates are
payable must be greater than the amount of daily rate payable for
the same period in order to establish an eligibility for
additional allowance.
a. From midnight on the day of completion of 21 days
residence at any one temporary station, an employee shall be paid
a reviewed rate of allowance assessed in accordance with the
following policies and Appendix B. Special note should be taken
of the comments shown in Appendix B as maxima have been set for
amounts which may be paid for accommodation and meals.
a. Irrespective of the period involved in travel to the
temporary station, a reviewed rate of TA becomes payable from
midnight on completion of 21 days in residence at the temporary
station, in lieu of daily rate TA. The date of review is
calculated in accordance with the following example:
. an employee takes up duty at a temporary station on 1 July 1985
and goes into temporary accommodation from that date
. daily rate TA is payable from time of departure from head
station, for period involved in travel to temporary station up
until midnight on 22 July 1985
. a reviewed rate of allowance is to be paid from midnight on 22
July until the end of the temporary transfer; provided that
continuity is not broken by transfer to another temporary station
or back to headstation for a period in excess of one week.
a. Where it is known or anticipated that an employee will be
resident at a temporary station for more than 21 days, the Staff
Clerk will attach a Form 47 (Review of TA) to the movement order
to be given to the employee prior to commencement of the transfer.
The review form should be completed and submitted to the Staff
Clerk along with original receipts for accommodation as early as
possible, but within 14 days of arrival at the temporary station,
to permit assessment and prompt payment of a reviewed rate.
a. Staff who are entitled to a reviewed rate of allowance must
notify the staff clerk immediately any variation occurs to the
living conditions indicated previously on the review form
submitted, regardless of the probable effect on TA in monetary
terms.
From time to time, a percentage check will be made by supervisory
employees to verify that staff on temporary transfer are, in fact,
residing in the hotel, boarding house, etc., as claimed. Any
irregularity disclosed by the checks must be reported immediately
to their Human Resources Manager.
a. In general, the approved review rate should not exceed the
rate payable during the first 3 weeks of temporary transfer. It
should be noted that during the first 3 weeks an employee may
claim for an allowance in excess of prescribed daily rates in
accordance with B5/8/9.
a. Where a reviewed rate of TA is to be varied, the decision
shall take effect in the following manner:
i. where the rate is to be increased, it shall be increased from
midnight to include the date from which living costs or TA
entitlements were varied;
ii. where the rate is to be reduced, it shall be reduced subject
to (b), from midnight on the date of decision of the delegate.
a. For the purpose of assessing TA, an employee with dependants
shall include:
a. Employees on temporary transfer for more than 3 weeks at any
one location, or who reside in a temporary residence for more than
3 weeks under TA conditions, must provide full details of the
accommodation occupied (along with other living costs) to permit
the assessment of a reviewed rate of allowance.
a. All overnight absences in excess of 21 days, for which a
review rate is payable, must be supported by original receipts for
accommodation. Submission of receipts will permit continued
payment of TA. Receipts covering every night of absence must be
submitted to the Staff Clerk and contain the following details:
. actual nights in residence
. type of accommodation and services provided
. number of persons covered by the payment.
a. The head station for TA purposes is defined as "the place at
which an employee ordinarily performs duties or, in the case of an
employee who does not ordinarily perform duties at any one place,
the place at which the employee is ordinarily required to report
for duty".
a. Employees who usually perform their ordinary duties at
temporary stations and are seldom, if ever, required to work at
their nominal head station (e.g. Primary Works, Mechanical Aids,
Country Installation staff etc.) are regarded as itinerant staff.
a. The TA policy specifically precludes the payment of TA, but
does permit payment for proven expenses necessarily incurred,
where an employee is not required to be absent from head station
overnight. In accordance with this principle:
- an employee who has no home at head station and normally works
and resides at temporary stations, may be reimbursed proven
additional costs necessarily incurred whilst residing at head
station for a period of duty or training, irrespective of the
duration, in the manner specified in Appendix E to this Sub-
section; and
- an employee whose home at head station is closed during an
indefinite period of temporary transfer, may be reimbursed proven
additional costs necessarily incurred whilst residing at head
station during periods of duty or training not exceeding three
weeks, in the manner specified in Appendix E to this Sub-section.
This is on the basis that any periods of duty of less that 3 weeks
would not allow sufficient time for the connection and disconnec
tion of utility services.
a. employees proceeding on temporary transfer may choose
accommodation at the temporary station as they wish. Assessment
of the reviewed rate of TA will be based on reasonably priced,
suitable accommodation at the particular locality. However,
problems often occur in determining what constitutes reasonable
accommodation in localities where there is an array of accommoda
tion with a broad disparity of tariffs and residential comforts
and facilities.
TA is not payable in the following circumstances:
a. Employees on temporary transfer may be required to travel to
the temporary station by an appropriate means of public transport
(airline, bus, train, etc) or in a vehicle provided by Telecom, or
may apply to use their own private vehicle.
Whether an employee should be paid at "capital city" (which
includes the defined metropolitan area) or "elsewhere" rate for
periods of actual travel, should be determined separately for each
journey between consecutive places of overnight residence
according to the immediate destination of each unbroken journey
(i.e. the next place of OVERNIGHT residence), provided that:
Example 2: An employee leaves head station at the town of Stawell
on the first day and travels to the town of Seymour and stays
overnight - Payment shall be at "elsewhere" rates. The employee
leaves Seymour on the second day and travels to Melbourne and
stays overnight - Payment shall be at "capital city" rates.
The employee leaves Melbourne on the third day and travels to head
station in the town of Stawell - Payment shall be at "capital
city" rates.
a. Supervisors should be aware of their responsibilities in the
process of approving and payment of TA to staff under their
control who are on temporary transfer.
a. Upon receipt of the Movement Order Advice from the delegate
for approval, the Staff Clerk should issue the original to the
employee involved giving prior notice of the temporary transfer
and other relevant details. This advice should allow the employee
on transfer sufficient time to request, and obtain, an advance of
TA, if this is required.
a. It is the responsibility of administrative areas to ensure
that all information submitted on review forms and claims for
payment of TAs are closely scrutinised, and the employees
responsible must be fully satisfied as to their bona fides before
payment is authorised. Supervisors must also assist in clarifica
tion of any outstanding details as expeditiously as possible when
required.
a. i. The period for which TA may be claimed shall be
computed for the duration of the period away from head station
involving overnight absence. Eligibility will commence from the
scheduled time of departure of the train, ship or other conveyance
used (except aircraft) and will cease upon the arrival on return
of the appropriate means of transport.
ii. For the purpose of calculating the commencing and
finishing times of TA for staff who are authorised to travel by
air to other locations, the period of time that is currently
recognised in respect of travel to and from the airport at
Headstation will apply. In determining the allowable travelling
time, the point of embarkation such as a city terminal or Post
Office etc. should be observed. This period will apply to staff
irrespective of whether they travel by an available bus service or
by other means of transport authorised by the Department (eg.
official cars, taxis, private motor vehicles).
Where an employee travelling on official duty is provided with,
and uses accommodation arranged at the expense of an airline,
because of an alteration in the scheduled time of arrival of an
aircraft at a destination or at head station, TA in respect of the
period between the scheduled time of arrival and the actual time
of arrival shall not be paid at the daily rate. The employee
shall be paid the incidental component of the appropriate rate
specified in item (c) of Appendix A, plus any out-of-pocket
expenses necessarily incurred for the purchase of meals during the
period subject to the limits specified in item (d) of Appendix A.
a. Where, during a period in respect of which TA would be
payable to an employee, the employee is provided at the expense of
Telecom with: i. both meals and lodging; ii. meals only, not being
meals provided while travelling on a journey or iii. lodging only
the employee shall not be paid TA at the daily rate for that
period, but shall be paid an incidental allowance in accordance
with B5/8/45(b)iii plus the amount (if any) expended by the emplo-
yee on meals and lodging during that period, provided that:
i. the amount payable for meals shall not exceed the meal rates
specified in item(b) of Appendix A, and ii. the delegated employee
is satisfied that the amount for lodging is not excessive having
regard to the status of the employee and the purposes for which
the temporary transfer is approved.
Where an employee is required by Telecom to travel with and reside
in the same places of accommodation as other employees who are
entitled to higher rates of TA, that employee shall be entitled to
reimbursement of the incidental allowance specified at item (c) of
Appendix A for level 1 and above (see also B5/8/9).
a. Telecom may grant an employee who travels on duty or transfer
at public expense, an advance up to 100% of the amount payable for
TA in order to meet immediate accommodation costs. Procedures to
be adopted in respect of advances are contained in B5/8/41.
The rates of TA specified in this policy apply only within
Australia and the Territories of Australia. Employees travelling
to and from localities outside Australia or temporarily resident
in localities outside Australia shall be eligible for such
allowance as Telecom determines for overseas travel.
Applications for an increased allowance must be submitted by the
employee, with the following particulars, for assessment:
- Claimant's name, designation and location.
- Period of temporary transfer (show time and date of commencement
and time and date of cessation).
- Amount of TA already paid.
- Receipts for accommodation.
- Receipts for meals not included in accommodation tariff but
purchased separately.
- Whether claimant is defined as with dependants or without
dependants. If with dependants, whether maintaining a home at
head station.
- The amount of saving at head station where claimant is not
maintaining a home at head station.
The delegate will advise the applicant of the additional
allowance, if any, approved. A copy of the advice will be
forwarded to the Staff Clerk to arrange payment.
a. Approval may be given to an employee who is accompanied by
family to a temporary station to occupy unfurnished accommodation,
without affecting entitlement to payment of TA, where Telecom is
satisfied that:
i. suitable furnished accommodation is not available; and
ii. the temporary transfer is for a minimum period of three months
An employee proceeding on a long term temporary transfer may have
the removal cost for personal effects, up to a maximum of 2.3
cubic metres or 14 tea-chests, paid by Telecom. Temporary
transfers for an expected duration of more than 3 months are to be
regarded as long term. Such removals should be arranged by the
employee involved in accordance with the policy specified in Sub-
section B6/2, 3 and 4.
a. The cost of transporting an employee's family to a temporary
station will normally only be borne by Telecom if the temporary
transfer is likely to exceed 3 months. Similarly, the living
costs of an employee's family at temporary station should only be
borne by Telecom where the expected duration of the temporary
transfer is 3 months or more.
a. Where an employee on temporary transfer is obliged to accept
rented accommodation under a leasehold agreement proven costs for
professional charges, stamp duty and other necessary arrangements
may be met by Telecom.
a. Employees on temporary transfer may be reimbursed specified
expenses incurred as a result of entering into rented or leased
accommodation. These expenses may include a component for
accommodation for which a landlord/agent may require a bond to be
lodged against possible damage to the property, or a deposit
levied by the water, gas or electricity supply authority in
relation to the connection of a utility to the property.
Accordingly, monies may be advanced for reimbursable expenses
subject to the submission of evidence by the employee that the
payment is required by a landlord or appropriate authority.
a. In most cases, the cost of meals on temporary transfer is
taken into account when assessing the reviewed rate of TA payable
to an employee after 21 days in residence.
Where an employee is allowed the cost of evening meals as a
separate charge not included in the cost of board and lodging or
rent of house or flat at temporary station, care should be
exercised to ensure that double reimbursement is not made when the
employee performs overtime duty giving rise to eligibility for an
overtime meal allowance.
a. Employees who choose to reside in accommodation on temporary
transfer which is equipped with reasonable cooking and food
storage facilities enabling the cold storage of foodstuffs and the
preparation of some meals are to be paid a review rate with the
meal component limited to the maximum weekly rate for meals and
for food. Daily meal rate limits only apply where no reasonable
cooking facilities are provided and all meals are purchased
separately or in circumstances referred to in (b).
a. Employees on temporary transfer are entitled to an incidental
allowance to reimburse them for additional expenditure incurred on
a range of small cost items. The incidental component is payable
at a fixed rate depending on the status of the employee and covers
the cost of a wide range of items including fruit, newspapers,
postage, telephone calls, toiletries, medicines, laundry, etc.
Where an employee provides proof of expenditure of reasonable and
unavoidable continuing expenses at head station which are incurred
as a direct result of temporary transfer, or which can be clearly
established as a by-product of temporary transfer such continuing
expenses may be taken into account when reviewing the rate of
payment of TA, subject to the limitations specified in B5/8/47.
These principles may also be applied for such continuing expenses
incurred at temporary station where the employee is required for a
short period of duty at another station. While it is not
predictable to specify every item of expenditure for which an
employee may be reimbursed as a continuing expense, the main items
for which reimbursement may be claimed are as follows:
a. An employee cannot be paid continuing expenses for retention
of head station accommodation in excess of the amount allowed as a
deduction in the assessment of the reviewed rate (i.e. the amount
of employee contribution).
An employee on temporary transfer who enters into temporary
accommodation must make a declaration of accommodation and living
details on the Review of TA Form P47, in circumstances where:
i. the transfer is expected to continue for a period of at least
21 days (refer B5/8/31); or
ii. any of the details provided on a previous Form P47 have
changed (refer B5/8/32).
a. In certain cases, as outlined in Appendix B, a deduction
according to the Scale of Normal Living Costs is made when
assessing the reviewed rate of TA. The amount of deduction is
dependant on:
i. the annual salary of the employee, including higher duties
allowances;
ii. the type of accommodation occupied; and
iii. whether the employee is accompanied by dependants.
TA may be paid where an employee is temporarily transferred to the
employee's home town provided:
a. Where an employee in receipt of TA under this Sub-section is
required by Telecom to leave a temporary station, either for duty
at another temporary station or return to head station and the
employee returns to the temporary station after an absence not
exceeding one week, (i.e. 5 working days) residence at the
temporary station shall be deemed to have been:
i. unbroken if the employee was officially advised that
the absence from the temporary station would not exceed one week;
ii. broken if the employee was not officially advised that
the absence from the temporary station would not exceed one week.
a. Where an employee whose temporary transfer is arranged on the
basis of continuous residence at a temporary station, is absent
from the temporary station for the employee's own convenience for
a weekend and/or public holiday(s) without expense to Telecom for
conveyance, payment of TA may be continued for the period of the
absence from the temporary station subject to (b).
An employee who is absent from duty because of a rostered day off
or flex day granted whilst working at the temporary station may be
absent from the temporary residence for own convenience without
affecting the entitlement for continued payment of TA. Such an
absence is to be disregarded when considering whether an absence
during a weekend and/or public holiday exceeds four consecutive
days; refer to B5/8/55 (b).
a. Approval may be given to an employee in receipt of TA to make
a mid-week overnight visit home without expense to Telecom for
conveyance. Such an overnight absence from the temporary station
shall not affect payment of TA.
a. An employee on temporary transfer who returns home at
weekends and/or public holidays, during an approved mid-week
overnight visit home, or avails of an RDO or flex day is entitled
to TA for 7 days per week, provided that receipts indicate that
the temporary residence was occupied on other nights during the
week. It is Telecom policy that temporary transfers requiring
overnight absence from head station are to be arranged on the
basis of continuous residence at the temporary station. It should
be noted that both the Shorter Working Week and Flexible Working
Hours Scheme allow a maximum of only one approved RDO or flex-day
on average during any two week period. The following example
indicates the minimum number of nights mandatory stay in temporary
station accommodation during a two week period, where an employee
elects to return home on weekends, is granted approval for a mid-
week return each week, and avails of an RDO of flex day. In this
example, payment of TA is made for the full 2weeks, presuming that
the transfer will continue the following week commencing day 15.
Day In Residence
1 - Mon Temporary station
2 - Tue Temporary station
3 - Wed At Home (mid-week return)
4 - Thur Temporary station
5 - Fri At Home
6 - Sat At Home
7 - Sun At Home
8 - Mon At Home (RDO or flex day)
9 - Tue Temporary station
10 - Wed At Home (mid-week return)
11 - Thur Temporary station
12 - Fri At Home
13 - Sat At Home
14 - Sun At Home
An employee who is unaccompanied by spouse and family at the
temporary station may be permitted to visit home quarterly at the
expense of Telecom. The employee shall not be eligible for payment
of TA between the time of departure and the time of return to the
temporary station.
a. Except where otherwise provided in these policies, an
employee who, while on duty at a temporary station and in receipt
of TA, is granted leave of absence with or without pay, shall not
be paid TA in respect of the period of leave.
a. Where an employee unable to return home due to an illness may
be reimbursed proved medical costs not exceeding the amount of TA
that would have been payable had the employee been on duty for the
period involved.
a. Employees on temporary transfer would not normally be
expected to be granted annual leave unless the duration of the
absence from head station has been for an extended period.
Supervisory employees should consider whether suitable arrange
ments can be made to continue the work of the employee concerned
without involving significant additional expense to Telecom. In
any case, staff should not be permitted to take annual leave at
frequent intervals for short periods.
An employee who is granted special leave while on temporary
transfer, involving an absence from the temporary station, is not
eligible for payment of TA between time of departure and time of
return to the temporary station. However, proven reasonable costs
for the retention of temporary accommodation may be paid at the
discretion of the delegate upon application from the employee
involved.
Whilst TA is not payable during a period of leave with or without
pay, an employee may incur expenses for the retention of
accommodation during the period of leave. In these cases, the
employee should apply to the Human Resources Manager to be paid
these continuing expenses. Payment for meals and incidentals will
not be made during a period of leave.
Where an employee is travelling from a remote locality to the
nearest capital city to proceed on annual leave and at the
expiration of such leave returns to the former station for a
further term of service, the employee is not entitled to payment
of TA or reimbursement of accommodation expenses in either
direction.
a. Where an employee who is filling a position temporarily and
receiving TA is promoted to that position or to a position in the
same locality, payment of allowance shall cease at midnight on the
date of notification in the Gazette of confirmation of promotion.
Except as provided in B15/2/5, and employee temporarily stationed
in a locality in respect of which district allowance is payable
and in receipt of TA at the daily rate is not entitled to payment
of district allowance.
a. Employee on temporary transfer from a non-district allowance
locality to a district allowance locality. Assess allowance in
accordance with Appendix B as the case requires and add the amount
equal to the weekly equivalent of district allowance payable in
the locality.
a. Where the employee dies, and the family of the employee was
residing with the employee in the locality in which, immediately
before the employee's death, the employee was stationed, Telecom
may, as it determines, authorise payment of the whole or such
part, as Telecom sees fit, of the expenses incurred in the
conveyance of the body of the deceased, in the conveyance of the
employee's family, and in the conveyance of the furniture and
household effects of the family to the nearest capital city or to
such other place as Telecom, in any particular case, determines.
All enquiries and applications relating to employees required to
travel and reside overseas shall be directed to the Office of the
Corporate Secretary. The terms and conditions of overseas service
shall, unless otherwise determined, be as specified in the
document entitled "Determinations Relating to Overseas Service"
(DROS), which is administered by the International Section in the
Office of the Corporate Secretary.
TA is intended to meet all expenses for maintenance (i.e. bed,
breakfast, lunch and dinner and incidentals for personal extras
which would normally be provided at home e.g. laundry) and service
to which an employee may be subject when travelling and claims for
such items as gratuities for personal services, porterage, etc.
will only be reimbursed in exceptional circumstances.
Any living away from home allowance payable to an employee at head
station shall be suspended during a period of temporary transfer
for which TA is paid.
Employees with dependants who do not retain rented accommodation
at head station when moving into rented accommodation at a
temporary station shall be placed in the same category as
employees who, because of marriage just prior to or during
temporary transfer, have not had the opportunity to establish a
mode of living at head station. For employees in this category, a
rental contribution of one half of the relevant amount specified
in the 'Scale of Normal Living Costs' is deducted from the
allowance payable. Employees with dependants who rented premises
at head station at token rentals (e.g. in recognition of services
rendered such as caretaking) should also be regarded as having no
established mode of living at head station.
TA is paid at a fixed or daily rate for the period necessarily
involved in travel to the temporary station until midnight on the
21st day a reviewed rate of allowance becomes payable and is based
on the actual living costs incurred at temporary station in
respect of accommodation, meals and incidental items. Should you
require an advance payment of TA before commencing transfer to
meet immediate accommodation costs, you should contact the Staff
Clerk who will arrange payment.
Where it is expected that you will continue at the temporary
station beyond 3 weeks you must provide details of living costs to
allow a reviewed rate of allowance to be determined. A Form P47
(Review of TA) should be completed and promptly returned to your
Staff Clerk along with receipts for accommodation, within 14 days
of arrival at the temporary station, to permit assessment of a
review rate and avoid any delay in payment of the allowance due
from midnight on the 21st day. When preparing the Form P47, you
must ensure that all details are provided and the different
sections of the form are fully completed by the appropriate person
making the certification, i.e. you as claimant, and your
supervisor.
Incomplete or conflicting information may cause a delay in TA
payments.
All claims for payment are to be submitted on Form FAE 369 at
weekly or fortnightly intervals, depending on the regularity of
payment require. Claims for the period from midnight on day 21
(i.e. the review period) must be supported by receipts for
accommodation covering each night spent at the temporary station.
Receipts should be on official business forms and specify the
nights covered by payment, the services provided and the number of
persons for who payment is made.
Where any of the living conditions given on the Form P47 are
altered, a new review form must be submitted advising of the
changed details. The type of accommodation you should seek at the
temporary location depends on the duration of the transfer and
should comply with the following:
"Employees on short term temporary transfers (less than 3 months)
should endeavour to find suitable boarding or rented furnished
accommodation whereas employees on long term temporary transfers
are expected to rent furnished accommodation if available for the
duration of their transfer".
In general, the cost of transporting your family (if applicable)
to temporary station, and living costs at temporary station, will
only be borne by Telecom where the transfer is likely to exceed 3
months and approval is obtained. If you require further
clarification of any item mentioned above or have any other
problems relating to your transfer and entitlements under Staff
By-Law 83 please contact your Staff Clerk
TRAVELLING ALLOWANCE (TA) TELECOM POLICY HR POLICY
INTRODUCTION (B5/8/1)
AUTHORITY (B5/8/2)
PRINCIPLE (B5/8/3)
ELIGIBILITY FOR TA (B5/8/4)
Gosford (N.S.W.), Geelong (VIC) and Gold Coast (QLD).
RESPONSIBILITIES OF DELEGATE APPROVING TRANSFER (B5/8/5)
b. The daily rate ceases from midnight on the 21st day of
residence at the temporary station at which time a reviewed rate
of allowance becomes payable. This reviewed rate is to reimburse
an employee for costs incurred after the initial 21 day settling-
in period - refer B5/8/19.
c. The daily rate of TA should be paid for travel to and from a
temporary station, irrespective of the rate of allowance being
paid during residence at the temporary station. This provision
does not apply, however, in respect of an employee who is granted
leave (other than recreation leave and LSL), or who leaves the
temporary station for own convenience.
d. Notwithstanding (a), the TA payable to an employee who is a
member of the Consultative Council, and who is required to travel
in the course of duty as such a member, shall be at the capital
city rate shown in item (a)(i) of Appendix A in this Sub-section.
e. The provisions of B5/8/9 may be applied to staff travelling
on duty away from head station when they are required to travel
with and occupy the same type of accommodation as the following
senior Personnel: Minister, Visiting Dignitaries, Corporation
Staff on Boards and Managing Director or other holders of offices
subject to determination of the Remuneration Tribunal. It should
be noted that this provision does NOT apply to staff travelling
with other Corporation Staff entitled to higher rates of TA.CAPITAL CITIES - DEFINITION (B5/8/7)
DAILY TRAVEL TO TEMPORARY STATION (B5/8/8)
INSUFFICIENT OR EXCESSIVE ALLOWANCE (B5/8/9)
b. Employee with dependants maintaining a home at head station.
Where, during any computation period the amount of total
expenditure incurred by the employee on board and lodging, plus
expenditure necessarily incurred on meals not included in the
charges made for board and lodging, exceeds the specified daily TA
rate, less the incidental component of that rate, for that period,
an additional amount equal to that excess may be paid. For the
purpose of determining the additional amount, the incidental
component in the TA rate as specified at item (c) of Appendix A.
EXAMPLE: An employee with dependants eligible for TA at the rate
of $128.00 per day who is required, during the first three weeks,
to pay for accommodation and subsistence at the rate of $120.00
per day, would be entitled in addition to the daily rate amount of
$2688.00 (21 days at $128.00 per day) to TA computed as follows:
- Cost of accommodation and subsistence $2520.00
(21 days at $120.00 per day)
- Less daily prescribed rate, excluding incidental component
($128.00 less $10.75 = $117.25) (21 days at $117.25 per day)
$2462.25 Payment additional to prescribed allowance $ 57.75
c. Employee accompanied by family at the temporary station.
Where approval has been granted in accordance with B5/8/39 to
remove an employee's family to temporary station, and the cost of
accommodation of the employee and family during the first 3 weeks
exceeds the prescribed daily rate of TA, reasonable costs of
accommodation of the employee and family during that period may be
recognised for the purpose of calculating a claim for additional
allowance. The allowance payable should be assessed in accordance
with the principles to be followed when reviewing rates payable
after the first 21 days from the commencement of the temporary
transfer provided that, where the cost of accommodation and
subsistence, less the employee's contribution under the Scale of
Normal Costs for employee with dependants is less than the
specified daily rate for the first 21 days, the daily rate is
payable and the employee has no claim for an additional allowance.
EXAMPLE: In employee whose salary is $34,500 p.a. is accompanied
by family (spouse and 1 child) whilst on transfer. The employee,
who is eligible for $126.00 per day daily rate, incurs a cost of
$185.00 per day for accommodation & meals during the first 21
days. The additional allowance payable is computed as follows:
Cost of accommodation and subsistence $3885.00
(21 days @ $185.00 per day)
Less specified daily rate of travelling
allowance (21 days @ $126.00 per day) $2646.00
Less employee contribution from Scale of
Normal Living Costs, Appendix C i.e.
(21 days @ $354.00 per week) $1062.00 $3683.85
Payment additional to prescribed allowance $177.00
d. Employee with dependants - payment of allowance whilst
travelling. Accommodation and subsistence expenses incurred on
behalf of the family of an employee during the journey to and from
a temporary station may be admitted as expenses for the purpose of
a claim for additional allowance. In this case, reimbursement may
be made for the reasonable cost of accommodation and meals for the
employee's family as the daily rate of TA is only meant to cover
the cost of the employee's personal accommodation and meals.
EXAMPLE: Whilst travelling with family (spouse and 1 child) to
temporary station, an employee incurs costs of $440.00 for
accommodation and meals. As daily rate is payable to cover the
employee's personal costs, an additional allowance based on a
proportion of the total costs incurred is also payable to cover
the costs incurred by the employee's family on accommodation and
meals. The allowance payable is computed as: 2/3 x $440.00 =
$293.33 rovided that the additional allowance payable, when added
to the daily rate payable, does not exceed $440.00, being the
total cost incurred whilst travelling.
e. Employees with and without dependants who do not maintain a
home at head station. An allowance may be granted equal to the
amount by which total expenditure on board and lodging, plus
expenditure necessarily incurred on meals which are not included
in the charges made for board and lodging, plus half the
appropriate daily incidental component specified in paragraph (c)
of Appendix A, exceeds the total of:
i. the amount of daily rate TA paid; and
ii. the saving in normal expenditure on board and lodging at
head station for the period involved.
f. Meal Rates. When computing the allowance payable in
accordance with paragraphs (b), (c), (d) and (e) above, in those
instances where the employee has been able to secure bed or bed
and breakfast only, the applicable meal rates prescribed in para
(b) of Appendix A may be added to the accommodation tariff for the
purpose of determining the full cost of board and lodging.
However, an employee claiming reimbursement for meals taken at a
guest house or hotel, etc., which provides accommodation on a bed
or bed and breakfast basis only, may be reimbursed the cost of
such meals in lieu of the amounts specified in para (b) of
Appendix A in circumstances where the meals are charged for
separately. The amount of reimbursement which may be made under
this paragraph is limited to the standard or normal charge for
conventional meals at the establishment in which the employee was
temporarily residing. Care should be taken to ensure that double
reimbursement in respect of any meal is not effected when the
employee performs additional duty and is paid overtime meal
allowance. Where claims include costs for meals taken away from
the accommodation in high cost areas, higher meal allowances than
those prescribed may be used in calculating the appropriate
allowance subject to production of receipts.REVIEW OF TRAVELLING ALLOW AFTER FIRST 21 DAYS (B5/8/10)
b. Where it is expected that an employee will be resident
at a temporary station for more than 21 days, the employee shall
promptly furnish to the staff clerk evidence of living costs at
the temporary station to enable a review to be effected.
c. It is necessary that genuine receipts for accommoda
tion be submitted by employees on transfer to substantiate
accommodation costs and services provided and so enable a suitable
review rate to be determined by the delegate.
d. Where Telecom is satisfied that the amount expended on
accommodation and subsistence is excessive having regard to the
status of the employee and the purpose for which the temporary
transfer is authorised, an amount considered reasonable in the
circumstances shall be approved.
e. Employees should contact their Human Resources area in
the area to which they are transferring, to find out about their
entitlements in regard to TA before arranging for long term
accommodation.ASSESSSMENT OF THE REVIEW DATE (B5/8/11)
b. Under no circumstances should the daily rate be paid beyond
midnight on the 21st day. In the above example, even if the
employee elected to travel daily between 8 and 12 July rather than
stay overnight and receive TA, the review rate would be payable
from midnight 22 July 1985. This is because the temporary
transfer was arranged on the basis of continuous residence at the
temporary station, and residence was first occupied on 1 July
1985.ASSESSMENT OF REVIEWED RATE OF ALLOWANCE (B5/8/12)
b. When determining a reviewed rate of allowance, the delegate
should refer to the appropriate case in Appendix B attached to
this Sub-section. Some of the preliminary actions before assessing
the review rate are:
. determine the correct date of review
. obtain the appropriate accommodation guide
. ensure all details are fully completed on review form and
genuine receipts for accommodation are attached to Form P47
. check that alterations made on review form are initialled by
the person who completed that section
. determine the current allowance rates and specified limits
where applicable
. ensure that the supervisor certification has been completed
by the appropriate employee
c. After assessment of the review date by the delegate, the
Staff Clerk should advise the employee on temporary transfer of
the reviewed rate and the date from which payable.
d. Further information to assist the delegate when examining
details on the review form is provided under specific headings in
this Sub-section.VARIATION OF LIVING CONDITIONS (B5/8/13)
b. An amended Form P47 should be obtained and submitted to the
staff clerk who will reassess the rate of allowance payable and
advise the employee on transfer of the new entitlement.PERIODICAL CHECKS (B5/8/14)
REVIEW RATE IN EXCESS OF SPECIFIED DAILY RATE (B5/8/15)
b. Staff Clerks should carefully examine all claims for a
reviewed rate in excess of the daily rate, particularly when
claims for additional allowance have not been made during the
first 21 days of temporary transfer. Claimants wishing to receive
a review rate in excess of the daily rate must provide evidence
and documentation to substantiate their claims. The delegate must
be satisfied that the need for this expenditure is justified.
VARIATION OF REVIEWED RATE DATE EFFECT (B5/8/16)
b. In circumstances where an employee fails to advise promptly
any change in living conditions, the rate may be reduced from
midnight to include the date from which the reduced living costs
occurred.DEFINITION OF DEPENDANTS (B5/8/17)
. an employee whose spouse normally resides with the employee,
irrespective of individual income
. a widowed employee who receives child endowment for a dependant
child or children
. a widowed employee who, to the satisfaction of Telecom,
maintains a home in the normal sense for a dependant child or
children or dependant relatives
. an employee involved in a de facto relationship where
reasonable evidence is provided (e.g. a statutory declaration)
. a single parent or a separated/divorced employee who has
custody of a dependant child or children for whom child endowment
is paid
. a single parent or a separated/divorced employee who, to the
satisfaction of Telecom, maintains a home in the normal sense for
a dependant child or children or dependant relatives
b. For the purpose of assessing TA entitlements, the following
staff cannot be regarded as having dependants:
. an employee permanently separated from family, regardless of
the existence of a court maintenance order or an arrangement
whereby occasional custody of children is granted for short
periods
. an employee who contributes to the support of relatives but
does not maintain a home for them in the usual sense
. an employee who is widowed, divorced or separated or a single
parent who has children for which child endowment is paid to
another person.TEMPORARY STATION ACCOMMODATION (B5/8/18)
b. Employees on short term temporary transfers (less than 3
months) should endeavour to find suitable boarding or rented
furnished accommodation whereas employees on long term temporary
transfers are expected to rent furnished accommodation if
available for the duration of their transfer.
c. Employees on transfer must be made aware of the above
provisions and should endeavour to secure accommodation
appropriate to the duration of their transfer upon arrival at
their destination. Alternative accommodation may be necessary
during a settling in period. Staff on transfer may be required to
validate their efforts made to obtain suitable premises shown at
(b) above.
d. Employees on temporary transfer may choose accommodation at the
temporary station as they wish. However, the assessed review rate
will be based on reasonably priced, suitable accommodation at that
locality, provided such accommodation is available. Employees,
who are on long term transfer (3 months or more) and who choose
not to seek or take up residence in furnished rental accommodation
should be paid a reviewed rate of allowance based on the occupancy
of such accommodation, where it can be established that rental
accommodation was available.
e. Staff Clerks should be aware of the difference between "private
board" compared with "rented" accommodation. Employees who choose
to reside with friends or relatives are entitled to an allowance
based on an acceptable private board charge for non-commercial
premises, notwithstanding the production of receipts to the
contrary. The maximum amount payable in such cases is specified
in Appendix G for Boarding Accommodation. Should an employee
indicate on the review form that a house or flat is the temporary
residence, the Staff Clerk must determine whether the claimant is
actually renting or merely occupying a room on a boarding basis
with a friend or relative. To be regarded as renting the claimant
must be the principal lessee or co-tenant of the house or flat
nominated.RECEIPTS FOR ACCOMMODATION ON REVIEW (B5/8/19)
b. Staff Clerks must be satisfied that receipts submitted are
genuine. When commercial premises are occupied receipts should be
on official business forms or provide formal identification of the
establishment. The information shown must also agree with those
details previously submitted by the employee to determine the
reviewed rate of allowance on Form P47. When private board is
occupied, receipts produced must also contain the relevant
information contained in (a) above.
c. Staff who return home on weekends, during an approved mid-
week overnight absence, or whilst on a rostered day off or flex-
day, will not be able to produce a receipt covering these nights.
However, in keeping with established TA principles, payment based
on continuous residence should be made where receipts submitted
verify that the temporary residence was occupied on all mandatory
nights.d. Where receipts produced indicate that the residence
was not occupied on all mandatory nights because of leave or some
other reason, payment should be reduced accordingly. Further
details regarding mandatory nights are contained in B5/8/55.e.
It would generally be expected that receipts for accommodation
accompany claims for payment of TA on review.
However, in some instances this may not be possible and on these
occasions payment should not be delayed, although receipts must be
forwarded promptly when they become available. Where original
receipts are requested and are not provided within a reasonable
period, payment should cease and recovery of payment of non
receipted absence should occur.HEAD STATION FOR TA PURPOSES(B5/8/20)
b. In most cases, the place where an employee normally performs
duty or reports for duty is also the place where the "nominal"
position is located, and to fulfill the requirement to be absent
from head station overnight an employee must also be absent from
the usual residence occupied whilst working at head station.
c. Where an employee's normal position is located at a town
other than where the employee was engaged for employment with
Telecom, has a home and is required to work, approval may be given
by their Human Resources Manager for the town in which the
employee is required to work to be determined as head station for
TA purposes. In such cases, TA is payable when the employee is
required to perform temporary duty in the town where the nominal
position is located, and would cease upon return to the town
determined as head station.
d. Itinerant staff may also be granted approval to have a head
station for TA and excess travelling time purposes at a town other
than where the nominal position is located (refer B5/8/21).
e. Employees whose headstation for TA is changed are eligible
for transfer costs involved in the same way as employees who are
promoted or transferred in the public interest.
f. Where approval is given to have a head station for TA
purposes at a locality other than where the nominal position is
located, the nearest manned telephone exchange or line depot at
that centre shall be nominated as the head station. Normal
eligibility provisions based in this approved head station will
apply to TA.ITINERANT STAFF (B5/8/21)
b. Under certain circumstances, itinerant staff may be granted
approval by their Human Resources Manager to have a head station
for TA and ETT purposes at a town other than where their nominal
position is located. The purpose of establishing a head station in
a country town is to promote a normal domestic environment and
also to achieve cost effective operations. If an employee elects
to establish a permanent home in a country town, then that centre
may be approved as head station provided:
. there is a significant work requirement in the vicinity of
that location
. the address is not artificial or contrived (ie., postal
address or post office box number is not in its self proof of
usual residence
. the address is not artificially changed merely to maintain
a TA entitlement
. the head station is subject to review, taking into account
the purpose for which country head stations are allocated.
c. Itinerant staff who have an approved head station for TAs
purposes at a town other than where the nominal position is
located, may be paid TA when required to work at the centre where
the nominal position is located.
d. However, itinerant staff who have established a permanent
mode of living at a temporary locality and that locality has not
been deemed for TA and Excess Travelling Time purposes (eg. MOTHS,
refer b. above), the following principles shall apply:
. Where an employee in these circumstances performs a period
of duty at head station and receives proven costs for that duty
and is entitled to be paid continuing expenses for retention of
the accommodation at the temporary station, continuity of
residence will not be broken in accordance with the provisions of
B5/8/51 (d) (iv).
. Upon returning to the above temporary locality employees are
not entitled to the daily rate of TA for the first 21 days but are
entitled to the review rate that applied prior to the duty at head
station.
. It should be noted that employees who own a residence at a
temporary locality and are paid proven costs at head station,
would not be eligible to receive 21 days daily rate TA on
returning to that locality as no cost are incurred.PROVEN COSTS FOR PERIOD OF DUTY AT HEAD STATION (B5/8/22)
b. Payment of an allowance under (a):
- may be approved in addition to continuing expenses at temporary
station only where it is unavoidably necessary to retain
accommodation at the temporary station;
- shall not be made in respect of any overnight absences from head
station;
- shall, in all cases, be dependent on the accommodation being the
most economical available accommodation appropriate to the
circumstances and the status of the employee.
c. Payment of an allowance under (a)(i) shall not be continued
where the duties of an employee lose their itinerant nature.
d. All payments made under this section should be supported by
the production of receipts for all items and relate to the actual
costs incurred. Under no circumstances should payment be based on
notional weekly costs as for TA but should be restricted to the
monies necessarily expended on accommodation and other relevant
expenses.REVIEW ESTABLISHMENTS IN METRO & COUNTRY CENTRES (B5/8/23)
b. To overcome these problems at localities which have a number
of accommodation options, a joint review of the range of motel-
style accommodation available will be carried out in metropolitan
and significant country locations. Representatives of Telecom and
appropriate staff organisations will be involved. Preferred
accommodation, including lodgings without cooking facilities, will
be nominated from those establishments which provide a reasonable
standard in services and tariffs.
c. Under the direction of the Human Resources area in each State
specific motel-style accommodation will be selected and approved
as review establishment. Staff likely to be on transfer for more
than 21 days should be advised of the review establishment(s) at
the transfer locality, and details of these may be obtained by
contacting their Human Resources Manager.
d. Where possible, survey staff should review establishments in
towns other than where they live, as local staff tend to have a
different perspective to these matters than would visitors. The
nominated review establishments will be reassessed from time to
time as the need arises and will be replaced where considered
appropriate.
e. When an employee elects to reside in accommodation where
charges are less expensive than at the review establishment for
that locality, the reviewed rate of TA should be based on the
actual costs incurred in the premises occupied.
f. When an employee elects to reside in accommodation where the
charges are greater than at the review establishment, the review
rate of TA will be based on the charges at the selected review
establishment. There may be exceptions to this principle which are
to be justified on the special merits of individual cases, e.g. no
vacant accommodation at the review establishment.
g. In localities where the review establishment is unavailable
or where no review establishment has been determined the Staff
Clerk should be guided by information contained in accommodation
guides issued by the appropriate automobile club or other
reputable body, regarding the suitability and prices charged by
accommodation houses.
NOTE Appendix "H" sets out hotel, motel accommodation used in
setting daily rates of TA. These should be used as appropriate
guides in setting review establishments.CASES WHERE TA IS NOT PAYABLE (B5/8/24)
a. Where an employee is:
i. temporarily transferred for own convenience (except where
selected as a result of applications being invited for the
position);
ii. travelling on permanent transfer to take up duty where the
transfer has been approved at own expense.
b. Where an employee is temporarily transferred with a view of
permanency and is informed both of this fact and that no TA will
be payable after the date of arrival at the new station.
Note 1: This provision should be applied only when there is a
vacancy at the temporary station to which a transfer may be
effected.
Note 2: An employee transferred under this provision may be
entitled to claim an allowance under other provisions, for
example, Living Allowance.
c. Where an employee is temporarily transferred for an indefinite
period and Telecom pays the cost of transport of family,
furniture and effects.MODE OF TRAVEL TO TEMPORARY STATION (B5/8/25)
b. Where an employee is given permission to use a private
vehicle, the TA payable while travelling must be based on the
actual travelling time involved, provided that the amount payable
does not exceed the amount which would have been payable had
public transport been used.
c. Where an employee's period of duty at a temporary station
involves continuous residence at that station for more than 3
months, permission may be granted for the employee to use a
private vehicle to travel to the temporary station. Where such
permission has been granted the vehicle will be accepted as the
normal mode of transport for the journey. Travelling times and
costs shall be based on the circumstances in which the journey
will be undertaken, i.e. distance, road surface conditions,
seasonal influences, etc. and not on public transport.
d. The above provisions also apply to temporary transfers from
Tasmania where ferry charges may be reimbursed for transporting a
motor vehicle.DETERMINATION OF ALLOWANCE WHILST TRAVELLING (B5/8/26)
a. for a journey from a capital city which was the employee's
last place of overnight residence to a capital city or country
town where head station is located, payment shall be at "capital
city" rates; and
b. for a journey from a country town which was the employee's
last place of overnight residence to a capital city or country
town where head station is located, payment shall be at
"elsewhere" rates; and
c. travel between Adelaide and Darwin or Darwin and Adelaide
shall be considered as unbroken, notwithstanding breaks in the
journey involving overnight residence at intermediate localities,
provided such breaks are not of the employee's own choice or for
the performance of duty. Because the journey is considered to be
unbroken, payment for the whole of such journey from Adelaide to
Darwin or Darwin to Adelaide shall be "capital city" rates.
Example 1: An employee leaves head station in Melbourne on the
first day and travels to Adelaide and stays overnight - Payment at
"capital city" rates. The employee leaves Adelaide on the second
day and travels to the town of Horsham and stays overnight -
Payment shall be at "elsewhere" rates. The employee leaves Horsham
on the third day and returns to head station in Melbourne -
Payment shall be at "elsewhere" rates.SUPERVISORS CERTIFICATION (B5/8/27)
b. In circumstances where a supervisor has reason to doubt the
information provided on review forms or claims for payment further
enquiries should be made or arrangements instigated to verify the
authenticity of the information to hand.
c. In every case, the supervisor must be fully satisfied with
the bone fides of claims submitted before certifying the
correctness of information provided by claimants.STAFF CLERK RESPONSIBILITIES (B5/8/28)
b. The relevant information should be extracted from the
Movement Order Advice and entered in the TA Movement Register and
Record of Advances and allocated the next approval number. (NOTE:
Claims must be endorsed with this Movement Order number).
c. A separate TA file should be created for each staff member
and contain copies of Movement Orders, details of advances paid,
claim forms, review forms and other relevant information. Papers
relating to TA matters should not be held on personal or leave
files.
d. Where an advance is requested the Staff Clerk should arrange
payment, note the amount in the Record of Advances register and
ensure that the advance is recovered from the first available
claim submitted.
e. Where a transfer is to be for a period of time involving
payment of TA by another staff clerk area, all papers should be
forwarded to that area involved. That area will then be
responsible to recover any advance paid and notify the originating
area that monies have been recovered.
f. Where a temporary transfer is likely to extend beyond 21
days, the staff clerk should attach a form P47 (Review of TA) to
the original Movement Order Advice issued to the employee on
transfer.
g. For transfers exceeding 21 days duration, a reviewed rate
should be promptly assessed by the Staff Clerk to facilitate
prompt payment after 21 days in residence. Where review details
have not been received within 14 days of commencement of transfer
the staff clerk must endeavour to obtain them immediately, as no
payment can be made until a review rate is struck.
h. When assessing the reviewed rate of allowance, a number of
general points should be closely monitored:
. accommodation guides should be used as an indicator to
check the tariffs charged by hotels and motels.
. use of correction fluid is not acceptable, and any
alterations must be initialled by the person who completed that
part of the form.
. claimant and supervisor details must be completed by the
appropriate person.
. where a number of staff reside at the same residence the
extent of sharing should be determined.
. contradictory details on claim forms, receipts, review
form, etc. should be clarified before authorising paymentINACCURATE OR FRAUDULENT CLAIMS (B5/8/29)
b. When apparent discrepancies are revealed upon examining all
the documentation submitted the following action should be taken:
i. Details of a minor nature are to be verified by contact
with the claimant's supervisor.
ii. If the discrepancy is of greater magnitude the claim
should be promptly returned to the claimant through the supervisor
together with a covering minute outlining the matters requiring
clarification.
iii. A written record of all factors investigated should be
retained on the appropriate TA file.
iv. Any case which cannot be clarified or where there is
evidence to suggest improper practices should be referred to the
Human Resources Manager without delay.
v. Pending the outcome of any investigation, the Staff
Clerk should assess a rate which is considered reasonable in the
circumstances.
c. Payments should not be processed unless delegates are
satisfied with the authenticity of documents provided and the
details contained therein. However, care must be taken to ensure
that anomalies associated with claims are finalised quickly and do
not impose undue financial hardship on temporary transferees.COMPUTATION OF PERIOD FOR PAYMENT OF ALLOWANCE (B5/8/30)
b. The time of day used for the purposes of (a) shall be the
standard time and date at the place of departure and destination
respectively.
c. Payment of TA at the daily rates for periods in excess of or
less than, 24 hours shall be at the rate of 1/24th of the
applicable daily rate for each hour computed to the nearest hour.
For this purpose, any broken portion of an hour being less than
one half hour is to be disregarded and any portion of an hour
being one half hour or more is to be regarded as one hour. These
principles shall also be applied for payment of the total
travelling time to and from the temporary station, irrespective of
the rate of allowance being paid at the temporary station.
d. Payment at the daily rate shall cease as from midnight on the
21st day of residence at one particular location, whether working
at that centre or at a number of temporary stations in close
proximity to that centre.TA ACCOM AT AIRLINE EXPENSE (B5/8/31)
TRAVEL ALLOWANCE WHERE MEALS & LODGING PROVIDED (B5/8/32)
b. Where an employee is travelling on a journey extending
overnight and the fare paid in respect of the journey includes
payment both for meals and sleeping accommodation, the employee
shall not be paid TA at the daily rate in respect of that period
but shall be paid an incidental allowance in accordance with
B5/8/45 (b)iii.EMPLOYEES REQUIRED TO RESIDE IN SPECIFIC ACCOM (B5/8/33)
ADVANCE OF TA (B5/8/34)
b. An advance of TA is to be recovered from the first available
claim submitted by an employee on transfer.
c. In case where the accommodation costs at a temporary station
are known in advance and it can be clearly demonstrated by an
employee that the daily rate of TA payable is insufficient to meet
these costs, the employee may apply for and be granted by Telecom
an advance of the whole of the anticipated level of TA that would
be payable after assessment of the additional allowance under the
provisions of B5/8/9.RATES APPLY ONLY TO TRANSFERS WITHIN AUSTRALIA (B5/8/35)
CLAIM FOR ADDITIONAL ALLOWANCE (B5/8/36)
UNFURNISHED RENTED ACCOMMODATION (B5/8/37)
b. Where an employee is given approval to occupy unfurnished
accommodation at a temporary station and the employee has not
availed of the cost of removal of furniture and effects, the cost
of hire of necessary furniture may be accepted and added to the
rental charge for the purpose of assessing TA, provided the total
cost does not exceed the specified maximum rental that may be
imposed for furnished accommodation in accordance with Appendix G.
Where the total cost exceeds the specified maximum the employee
shall bear the additional cost.
c. Where approval is given for an employee to occupy unfurnished
accommodation at a temporary station, the cost of removal of
furniture and effects may be paid by Telecom (B5/8/38). However,
having regard to the expected duration of the temporary transfer,
the availability of suitable furniture for hire, and the cost of
such hire, as compared with the cost of removal of the employee's
own furniture, approval may be given for hire of furniture in lieu
of removal.
d. Where an employee entering into unfurnished accommodation
hires furniture, the hire of a television receiver may also be
admitted as a charge for TA assessment provided that, where the
employee owns a receiver at head station, Telecom is satisfied
such hire would be more economical than removing the employee's
receiver to the temporary station.
e. Where an employee's furniture is removed to the temporary
station at Corporation expense, no approval shall be given for
hire of furniture.REMOVAL OF PERSONAL EFFECTS (B5/8/38)
FAMILY TO TEMP STATION TRANSPORT & LIVING COSTS (B5/8/39)
b. Approval may be granted for an employee to be accompanied by
family to the temporary station for shorter periods, where the
transport and TA costs for employee and family do not exceed the
costs which would reasonably be payable to the employee if not
accompanied by family. It must be noted that the living costs for
employee accompanied by family take account of the reduced family
costs at head station.
c. Where approval has been granted for an employee to be
accompanied by family, and Telecom is satisfied that:
i. it would be more economical than returning the family home and
transporting it at a later date to another temporary station; or
ii. expenditure for accommodation of the family at former
temporary station is continuing and unavoidable because suitable
premises at the present temporary station is unavailable; the
expenditure for such accommodation may be met by Telecom in
addition to the TA payable to the employee.LEASEHOLD AGREEMENTS (B5/8/40)
b. Where an employee is forced to vacate leased premises before
the end of the lease and is required to make financial settlements
in respect of the unexpired portion of the lease, payment of
necessary charges for advertising, re-letting and/or breaking of
the leasehold agreement will be approved.
c. Rental costs for temporary station accommodation is a
contractual matter between the employee as tenant and the
landlord. Any relief from excessively high rentals should be
sought from the landlord and not Telecom, unless the locality is
an accepted high cost area. The specified rental maximum
specified in Appendix G shall be applied.
d. Delegated employees may approve of an employee entering
rented accommodation which involves the signing of a leasehold
agreement for a period longer than the expected duration of
temporary transfer provided that:
. no other suitable alternative is available
. the duration of transfer will be at least 3 months
. the cumulative costs for entering into and breaking the
leasehold and the ongoing payments of TA to the employee would be
likely to represent an overall saving to Telecom compared to
alternative arrangements.ADVANCED PAYMENT FOR RENT OR DEPOSIT ON ACCOMMODATION (B5/8/41)
b. Employees may also be paid their TA in advance to meet
advance payments for rent. Where rent is paid fortnightly or
monthly in advance an appropriate payment for the respective
period may be made, and should be arranged through the Accounting
SRU.
c. The following policies are to be adopted in respect of
advances for bonds or security deposits:
- Advances for bonds and connection deposits will be recorded in a
separate Advances Register in the Accounting SRU.
- Form FAE 367 (Movement Order/Advance Paysheet) shall be adapted
and used for advance payments. The word BOND, GAS, WATER or
ELECTRICITY should be included alongside the words
Postmaster/Accounts Section in the receipt portion of the form.
- The delegated employee certifying the account correct for
payment must be satisfied that the applicant qualifies for the
advance and must sight evidence that the advance is required.
- The employee applying for an advance shall be advised that
repayment in full must be made within fourteen days of vacating
the premises or the conditions of the transfer ceasing to apply.
- Any loss or partial loss of bond monies through damage to the
property is the applicant's responsibility. Similarly, partial or
complete forfeiture of deposit for a utility connection is the
responsibility of the applicant.
The applicant shall also be advised that if the full amount of the
advance is not repaid within the above time limit, action shall be
taken to recover the amount from the employee's first available
pay entitlements. Repayments of this nature must not be deducted
by instalments except where there is insufficient net pay
available to recover the total amount from one pay.
- The Accounting SRU shall on three occasions each year - e.g.
March, July and November, confirm that outstanding advances are
still required. A time limit of 7 to 10 days could be shown on
the advice for return to the Accounting SRU. The date of dispatch
and return of the advice should be noted on the FAE 367, or Book
Register if this type of Register is preferred to the loose leaf
system. Where the confirming advice is not returned, urgent
follow-up action shall be taken.
- Staff Clerks should be advised that although responsibility to
repay the advance is with the employee concerned, they shall
initiate recovery action when it is known that the bond/connection
deposit conditions no longer apply or are to cease.
- If any doubt exists on the validity of advancing money for
bond/deposit payments, the HR Manager should be contacted.MEAL ALLOWANCES (B5/8/42)
b. An employee who resides in accommodation on a full board and
lodging basis with all meals provided is not entitled to any
additional amount for meals.
c. An employee who resides on a board and lodging basis, not
including all meals, may claim the cost of separately purchased
meals at that residence, provided the cost does not exceed the
amounts for meals as specified in item (b) of Appendix A.
d. Employees on review are entitled to payment for the cost of
meals based on continuous residence in temporary accommodation
even though the residence may not be occupied 7 days a week
because of midweek, weekend or other approved absences.
e. Allowance for meals on review should be for the actual amount
claimed up the limits specified in item (b) of Appendix A.
Maximum amounts specified are not to be paid unless the maximum or
more is actually incurred and claimed.
f. When maximum rates specified for meals are increased, the
approved review rate is not to be adjusted until such time as the
employee incurs increased costs and submits details of same on a
new review form.
g. When appropriate, meal rates for children under the age of 10
years are half of the specified adult limits.OVERTIME MEAL ALLOWANCE PAYMENTS (B5/8/43)
WEEKLY RATE FOR MEALS - COOKING FACILITIES (B5/8/44)
b. An employee who is required by the unavailability of
alternatives to occupy accommodation equipped with reasonable
cooking facilities, and who undertakes not to use those facilities
but instead to purchase all meals separately, will be paid daily
meal rates upon the production of receipts indicating that meals
are purchased separately.
c. The weekly rate for meals has been set at a level to cover
the cost of food purchased for the preparation of some meals plus
a component for meals purchased elsewhere. The maximum amount
payable for the purchase of food used to prepare meals and for
separately purchased meals is specified at item (f) of Appendix A.
d. Employees who reside in a house, flat or caravan or who
choose to reside with friends or relatives are to be regarded as
having access to cooking facilities and therefore entitled only to
the weekly rate for meals. Staff who reside in other establish
ments in which exist reasonable cooking and refrigeration
facilities providing for the storage of foodstuffs and the
preparation of some meals are also to be limited to the maximum
weekly rate for meals subject to (b) above.
e. Under no circumstances are daily meal rates to be applied
where employees occupy accommodation where there exists reasonable
cooking facilities and alternative accommodation without such
facilities is available. In such cases the meal component of the
review rate is to reimburse the actual cost of food purchased and
meals purchased separately, subject to the limit provided by the
weekly rate.INCIDENTALS COMPONENT (B5/8/45)
b. The incidental component is automatically payable to
employees on temporary transfer:
- as an in-built component of the daily rate payable during the
first 21 days,
- as an add-on component when assessing the weekly review rate
payable, as specified in item (h) of Appendix A, or
- as a separate daily payment when neither the daily rate nor a
review rate is payable, in cases where accommodation and meal
costs are not incurred such as live-in seminars or training
courses. Daily rate for incidentals is specified at item (c) of
Appendix A.
c. The daily rates of incidental allowance payable in (b) (iii)
above, for periods in excess of or less than 24 hours, shall be at
the rate of 1/24th of the specified rate for each hour computed to
the nearest hour. The period involved shall be computed from time
of arrival until departure from the residence occupied, and the
daily rate TA is payable for periods spent in travel to and from
the residence.
d. In cases where specified rates are increased, approved review
rates for TA should be automatically adjusted to reflect any
increase to item (h) of Appendix A. The adjustment would not
require the submission of a new review from employees affected.
e. In circumstances where an employee is accompanied by family
at the temporary station and no laundry facilities are available
at the temporary residence, reasonable expenses incurred on
laundry may be admitted on the approval of the delegate.CONTINUING EXPENSES AT HEAD STATION (B5/8/46)
a. Rent for retention of head station accommodation provided the
residence has not been let.
b. Expenditure for storage of goods and personal effects which
cannot be removed to a temporary station, when an employee has
relinquished accommodation at head station.
c. Expenses for caretaking, maintenance of grounds, inspection
fees, etc., at head station provided the home or rented accommoda
tion has not been sub-let.
d. Other direct expenses incurred when an employee is
accompanied by family to a temporary station and the home is
closed for an extended period, e.g. connection and disconnection
of utility service.
e. Where warranted by length of temporary transfer, charges for
redirection of mail and transfer of telephone account.
f. Where transfers exceed three months, reasonable costs for the
removal of pets (e.g. freight costs plus hire of pet packs) not to
exceed in total $20. Expenses for the maintenance of pets and
other costs associated with their removal will not be met.
g. Insurance loadings required by insurance companies in respect
of accommodation left vacant.
In other cases Staff Clerks etc. should seek the guidance of the
Human Resources Manager where there is any doubt as to whether an
amount claimed is reasonable or may be appropriately regarded as a
continuing expense directly related to a transfer.LIMITATION ON CONTINUING EXPENSES AT HEAD STATION (B5/8/47)
b. A claim for continuing expenses by an employee who resides
with parents or close relatives may only be admitted where the
parents or relatives:
i. operate a recognised boarding house;
ii. let rooms on a commercial basis;
iii. would otherwise let the room(s) to some other person if the
employee did not contribute; or
iv. are dependant on the employee for financial support.
c. Claims for expenses such as land rates, land tax, insurance
etc. which are normally paid while resident at head station shall
not be approved because they are neither a direct result nor a by-
product of temporary transfer.DECLARATION BY EMPLOYEE ON TEMPORARY TRANSFER (B5/8/48)
EMPLOYEE CONTRIBUTION SCALE OF LIVING COSTS (B5/8/49)
b. The rate of employee contribution is based on the size of the
family unit. For this purpose, all dependant members of the
family unit residing as part of the unit beforehand and continuing
to reside as part of the unit at the temporary station are to be
included in the assessment of employee contribution.
c. Where the employee is the only adult in the family unit, the
contribution should be determined from the scale according to the
relevant "employee without dependants" plus an amount for each
child from the Scale of Normal Living Costs.
d. Where the family unit does not include a "spouse" in the
conventional sense but does include a dependent adult, the
employee and adult should be regarded as "employee and spouse" for
the purpose of determining the contribution applicable.
e. Where the family unit includes adults in addition to spouse
(e.g. dependent mother, aged father or other dependent relative)
the employee contribution in respect of each additional adult
should be calculated as one half of the rate specified for
"employee and spouse" according to the Scale of Normal Living
Costs.TEMPORARY TRANSFER TO HOME TOWN (B5/8/50)
a. the home town has not been determined as "head station" in
accordance with B5/8/20; and
b. the official duty performed in the home town requires the
employee to be absent overnight from both head station and the
place where the employee usually resides while working at head
station.CONTINUITY OF RESIDENCE (B5/8/51)
b. Where an employee in receipt of TA under this Sub-section is
required by Telecom to leave a temporary station, either for duty
at another temporary station or return to head station and the
employee returns to the temporary station after an absence
exceeding one week, continuity of residence at the temporary
station shall be deemed to have been broken.
c. Where in (a) or (b) continuity of residence is deemed to have
been broken, the employee shall commence a new period of temporary
transfer for the purposes of TA.
d. The provisions of (a), (b) and (c) above do not apply to an
employee who:
i. is required to perform the duties of the position at the
temporary station which require work within a specified district;
or
ii. is absent from the temporary station on approved leave;
or
iii. is unaccompanied by spouse and family and returns home
periodically at the expense of Telecom; or
iv. is entitled to be paid for continuing rent whilst absent
from temporary station at the same rate as received on review.
In such circumstances, any period of absence does not break
continuity of residence.
e. Where continuity of residence is unbroken, the period(s) of
absence from the temporary station shall not be counted as
residence for the purpose of computing the period for which the
daily rate of allowance is payable. The periods of actual
residence shall be aggregated and payment at the daily rate made
to midnight on the 21st day of residence during the total period.
f. An employee who plans the itinerary does not have to be
officially advised that the absence from the temporary station
would not exceed one week.
g. An employee who elects to travel daily for a period after
having entered into accommodation at the temporary station is not
deemed to have broken continuity upon resuming residence at the
temporary station, regardless of the time involved in daily travel
for personal reasons.PAYMENT DURING WEEKENDS AND/OR PUBLIC HOLIDAYS (B5/8/52)
b. Except as provided in (c), payment of TA shall not be made:
i. on any day(s) the employee is absent on approved leave with or
without pay; or ii. during a weekend and/or public holiday(s) when
the number of consecutive days involved exceeds four.
c. During the Christmas/New Year and Easter holiday periods, an
employee referred to in (a) may continue to receive payment of TA
for weekends and public holidays occurring during that period, but
not for any day(s) of absence on approved leave with or without
pay.
d. The definition of expense to Telecom for conveyance referred
to in (a) relates to direct payments for the use of private
vehicles for a specified journey, reimbursement of fares as well
as the use of vehicles owned or hired by Telecom.PAYMENT DURING ROSTERED DAY OFF OR FLEX DAY (B5/8/53)
MID-WEEK RETURN HOME PROVISIONS (B5/8/54)
b. Staff Clerks will maintain a "Register of Mid-week Return
Home Approvals" in which is entered the following details in
respect of each return home:
i. Approval number in sequence
ii. Name of employee on temporary transfer, and
iii. Date of return home.
c. Requests for approval to return home during any week should
be made through the supervisor who will contact the Staff Clerk
and obtain a sequence number, if appropriate. The supervisor will
then advise the employee and also ensure that the sequence number
is noted on the employee's claim for payment.
d. Supervisory employees should observe the following criteria
before requesting an approval for return home for one of their
staff:
i. No cost will be incurred by Telecom in conveying staff
to home address. This includes the payment of overtime, use of
Corporation vehicles, travel in Corporation time, payment of fares
etc.
ii. The effective operations of Telecom will not be
impaired.
iii. The health and safety of the employee will not be
unduly affected.
iv. The employee has been in residence at the temporary
station on the night immediately before mid-week return home.
v. The employee is expected to be in the temporary
residence on the night immediately following the return home.
vi. The time involved in travel should generally not
exceed 2 hours each way.
e. A separate approval number must be requested for each mid-
week return home involved and the Staff Clerk will ensure that the
details on claim forms submitted agree with the information
recorded on the register of approvals.MANDATORY NIGHTS IN TEMPORARY RESIDENCE (B5/8/55)
b. When an employee elects to return home on any night when it
would be otherwise expected that the temporary accommodation be
occupied, then the minimum number of nights mandatory stay for
that week cannot be achieved. In the above example, mandatory
stay would be on nights 1, 2, 4, 9 and 11; plus nights 3 and 10 if
no mid-week approval was granted; plus night 8 if no RDO or flex
day was appropriate.
Where the temporary residence is not occupied on any one of these
"mandatory nights" then payment for that week, ending at midnight
Sunday, will only be made for those periods involving absence from
head station address. Where the minimum absence has not been
achieved then no payment will be made for any period where an
employee is not resident overnight in temporary station accommoda
tion.
Example
Consider days 1-7 above, involving mid-week absence. Mandatory
nights in residence are 1, 2, 4. Employee returns home on night
4, without approval. Payment for week would be from time of
departure from head station on Monday (day 1) until time of return
to head station after work on Wednesday (day 3). Payment for
following week is not affected by the reduction made from the week
involving days 1-7.EMPLOYEES WITH DEPENDANTS - PERIODICAL RETURN (B5/8/56)
DEDUCTION FROM TRAVEL ALLOWANCE DURING LEAVE (B5/8/57)
b. Where a deduction from TA payment is to be made because of
leave of absence with or without pay, the deduction is to be at
the rate of 24 hours' TA for each day of absence from duty. No
deduction should be made in respect of any absence from duty of
less than one day.PAYMENT DURING SICK LEAVE (B5/8/58)
b. "Proved costs" of illness include cost of medical attention,
medicine, hospital fees and maintenance if the employee is not
hospitalised, but not the amount recoverable by the employee for
medical expenses under accident leave provisions. This amount
shall be taken into account for the purpose of determining the
extent of an allowance payable.
c. Payment of TA may be continued, in lieu of (a), where an
employee takes sick leave or accident leave for not more than one
week, provided the employee remains at the temporary station and
continues to pay board and lodging on the same basis as before the
taking of leave. Periods in excess of one week should be referred
to their Human Resources Manager.
d. Where an employee returns home while on sick leave, payment
of TA shall cease from time of departure from temporary station.
e. Where staff are granted accident leave and become eligible
for the payment of medical expenses under accident leave
provisions, care should be taken to ensure that a payment is not
made in accordance with (b) above.PAYMENT DURING ANNUAL LEAVE (Incl Long Service) (B5/8/59)
b. An employee on temporary transfer is eligible to be paid
fares to return to head station to commence a period of annual
leave provided the period of leave applied for is at least one
week. An employee who returns home at own expense during a period
of annual leave of less than one week is not eligible for payment
of TA between time of departure and time of return to the
temporary station.
c. An employee granted at least one week of annual leave while
on temporary transfer who returns to head station or home to
commence the leave shall be regarded as on duty whilst travelling
and paid TA, provided that where the employee returns home, the
amount paid to the employee shall not exceed the amount that would
have been paid had the employee travelled to head station to
commence the leave. Similar payment shall also be made in respect
of the return journey to the temporary station, where necessary.
The reviewed rate of allowance should be ceased from the time of
departure and the employee paid at the daily rate for the period
of travel involved.
d. An employee with no established mode of living at head
station, or who has relinquished rented accommodation at head
station, who continues to reside at the temporary station during
recreation leave may be reimbursed an amount equivalent to the
actual additional proven costs for accommodation at the temporary
station during the period of annual leave.
e. Where Telecom is satisfied that an employee who is
accompanied by a family at the temporary station is required to
remain there during a period of annual leave because of pressing
family reasons, the employee may be paid an allowance as in (d).
f. Where an employee's spouse &/or family accompanies the employee
to head station or home to avail of annual leave the cost of fares
for the employee's spouse &/or family will not be borne by TelecomPAYMENT DURING SPECIAL LEAVE (B5/8/60)
CONTINUING EXPENSES DURING LEAVE (B5/8/61)
TRAVEL FROM REMOTE LOCALITY ON ANNUAL LEAVE (B5/8/62)
PROMOTED/PERMANENT TRANSFER TO LOCATION OF TEMP XFER (B5/8/63)
b. Where an employee is permanently transferred to the location
at which temporarily performing duty, TA payments shall cease as
from midnight on the date of issue of the written official advice
that the permanent transfer has been approved.
c. Any claim for expenses incurred after the dates referred to
in (a) and (b) shall be dealt with under Living Allowance or
Living Away from Home Allowance as the case may be.DISTRICT ALLOWANCE & TA NOT SIMULTANEOUSLY PAYABLE (B5/8/64)
REVIEW OF TA IN REMOTE LOCALITIES WHERE DA IS PAID (B5/8/65)
b. Employee on temporary transfer from one district allowance
locality to another. Assess allowance in accordance with Appendix
B as the case requires and add a weekly amount equal to the amount
(if any) by which district allowance prescribed for the temporary
station exceeds district allowance payable at head station.
Continue independently the payment of district allowance for head
station.
c. Employee on temporary transfer from a district allowance
locality to a non-district allowance locality. Assess allowance in
accordance with Appendix B as the case requires and the payment of
district allowance for head station should be determined in
accordance with B15/2/5.REMOVAL EXPENSES ON DEATH OR RETIREMENT (B5/8/66)
b. Where an employee who is performing duty temporarily in
another locality dies, Telecom may, as it determines, authorise
payment of the whole or part, as Telecom sees fit, of the expenses
incurred in the conveyance of the body of the deceased, in the
conveyance of the family of the deceased and in the conveyance of
the furniture and household effects of the family to the locality
in which the employee was permanently stationed, or to such other
place as Telecom in any particular case determines.
c. Where an employee who is performing duty temporarily in
another locality dies, Telecom may, as it determines, authorise
payment of the whole or part, as Telecom sees fit, of the expenses
incurred in the conveyance of the body of the deceased, and of the
employee's furniture and personal effects (if any), to the
locality at which the employee was permanently stationed, or to
such other place as Telecom in any particular case determines.
d. Where a member of the family of an employee who is performing
duty in a locality dies, Telecom may, as it determines, authorise
payment to the employee of the whole or part, as Telecom sees fit,
of the expenses incurred in the conveyance of the body of the
deceased to the locality at which the employee is permanently
stationed, or to such other place as Telecom in any particular
case determines.
e. Where an employee retires or is retired from the Service and
the employee's family resided with the employee in the locality in
which, immediately before retirement, the employee performed duty,
Telecom may, as it determines, authorise payment of the whole or
part, as Telecom sees fit, of the expenses incurred in the
conveyance of the employee and the employee's family and furniture
and household effects to the nearest capital city or to such other
place as Telecom, in any particular case, determines.
f. Where an employee without dependants dies, retires or is
retired from the Service Telecom may, as it determines, authorise
payment of the whole or part, as Telecom sees fit, of the expenses
incurred in the conveyance of the body of the deceased, or in the
conveyance of the retired employee, as the case requires, and in
the conveyance of the employee's furniture and household effects
(if any) to the nearest capital city or to such other place as
Telecom, in any particular case, determines.OVERSEAS SERVICE (B5/8/67)
GRATUITIES, PORTERAGE & INCIDENTALS (B5/8/68)
RECEIPT OF LIVING AWAY FROM HOME ALLCE AT HEAD STATION (B5/8/69)
NO ESTABLISHED MODE OF LIVING AT HEAD STATION (B5/8/70)
INFORMATION SHEET
TRAVELLING ALLOWANCE (TA) FOR STAFF ON TEMPORARY TRANSFER
Telecom provides for an employee who is absent from head station
overnight whilst travelling on duty or whilst temporarily on duty
at another station to be paid a TA to cover the costs of
accommodation, meals and other incidentals. Comprehensive details
of your obligations and entitlements are contained in Sub-section
B5/8 of the Human Resources Policy Manual, however, the following
information specifies a number of factors which you should be
aware of. If you are required to work away from head station or
travel on duty you may be entitled to payment of TA where: your
Section or Branch Head has signed a Movement Order Advice
authorising you to reside in accommodation at the temporary
station at the expense of Telecom; and you decide to go into
residence at the temporary station which involves overnight
absence away from your usual address.
 | Database |