Policies and procedures

Policy No.
Human Resources
Authoring Organisational Unit
Directorate - Human Resources
Date Approved
Next Review Date
Approving Body
Senior Deputy Vice-Chancellor And Registrar

The University of Western Australia

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University Policy on: Rural Clinical School of WA Family Friendly Travel Assistance

Overtype “Policy Name” with the name of the policy.  This must convey specifically, accurately and succinctly what the policy addresses eg Award of Honours, Study Leave.

Purpose of the policy and summary of issues it addresses:

In recognition of the impact that travel for work can have on family relationships and responsibilities, each ongoing or fixed term employee of the Rural Clinical School of WA (RCS) is eligible to receive a non-cumulative annual allowance to assist with expenses incurred for support and caring responsibilities when undertaking travel required by RCS.  This policy sets out the eligibility criteria and other conditions that apply.

This must be in Normal, Policy style.

Provide a brief summary of the reasons for the policy and issues it addresses.  This section is designed to stand alone.  The aim is to provide the reader with enough information to make a decision about whether or not this is the policy they are looking for.  It must not be longer than 200 words. 

Example 1

This policy defines the nature and purpose of study leave provisions for academic staff and sets out eligibility criteria and other conditions that apply.

Example 2

This policy seeks to rationalise the award of honours across the University by addressing such issues as: entry standards, course content and structure, supervision, assessment, examination, grades, classifications, benchmarking and the maintenance and provision of documentation relating to these matters.  It is based on resolutions of the Academic Board flowing from the 1999 report of the Honours Working Party.


“Employee” means a person employed by the University who has an ongoing, fixed term or casual contract under the terms of the following Staff Agreements (as amended or replaced from time to time): Academic Staff Agreement, Professional & General Staff Agreement, ELICOS Agreement and ChildCare Employees’ Agreement.


“Family” - UWA adopts an inclusive definition of family which encompasses a wide range of relationships which may include one or more of the following: blood, marriage, affinity, adoption and dependency. Family responsibilities therefore include care for older people, people with a disability, children, partners and responsibilities associated with extended families.


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Policy statement:

1.1 Eligibility


All ongoing and fixed term employees, of the Rural Clinical School of WA are eligible for Family Friendly Travel Assistance.


Approval for the expenditure and for the amount granted at each occasion must be gained from either the Head of School or Senior Administrative Officer prior to travel. To be eligible for the allowance, activities must:


· arise as a direct consequence of RCS required travel within Western Australia; and

· be related to the travel of an accompanying spouse or partner; or

· be related to the travel of a family member or carer who accompanies the RCS employee to be cared for or to provide care to a family member; or

· be related to the support or caring of family members of the RCS employee while that person is away (including nanny or child care expenses).


1.2 Quantum


The annual amount of the allowance will be determined by the following formulas:

Medical Coordinators                                               $1,000 per 0.1FTE

Academic Staff (non medical coordinators)          $500    per 0.1FTE

Administrative staff                                                   $250    per 0.1FTE


The entitlement at any time will be based on the FTE of the employee at the time of claiming the allowance.


New employees will be entitled to a pro-rata amount of the annual entitlement; calculated by reducing the full entitlement by an amount proportionate to the number of full weeks which the employee is expected to work over the calendar year.


1.3 Non-cumulative


The allowance is non-cumulative and any portion not spent within a calendar year cannot be credited to the next year or used for any other purpose.


1.4 Payment method


The Rural Clinical School will book travel and accommodation and pay related invoices, based on approval being sought and FBT assessed prior to the event.


1.5 Fringe benefits tax


Fringe Benefit Tax (FBT) liabilities will be deducted from the entitlement.  There will be an internal (UWA) FBT assessment conducted on each occasion Family Friendly Travel Assistance is approved.  The amount of the FBT will then be deducted from the employee’s remaining entitlement. 


This entitlement may result in a Reportable Fringe Benefit Amount being recorded on employees’ Pay As You Go (PAYG) payment summaries for taxation purposes.  This in turn can affect the income tests for the receipt and payment of a number of Government benefits, surcharges and tax offsets.  Employees are advised to seek independent financial advice to become aware of any affect the entitlement may have on their individual circumstances.



Policy or Procedure?

Policies are statements of the principles1 which govern decision-making.

Procedures are the functional steps used to implement policies.

1 Principles in this context are to be understood as being both broad and detailed.

The policy statement makes clear the intent of the policy.  It must be written in clear, precise and direct language.  Short sentences are preferable.  Any specialist words or acronyms must be defined at the beginning of the statement.  (A guide to writing styles will be available soon.)

If the policy includes procedural elements you will need to identify these as Procedures by including this word above the relevant text.  The procedures style from the styles drop-down list must be applied to the whole of the procedures text, including the word Procedures.  Note: Administrative procedures can be approved by the relevant Director.

Related forms: (Link)

Provide links to any forms associated with the policy (eg Approved Leave form) and/or to information on on-line submission.

Note: Forms are a means through which policy is processed, not made.  Forms must reflect policy and must not be used to create policy.

Policy No:  UP 11/4

This is the TRIM record number.  Note: This is not the TRIM file number.  If this is a new policy, apply for the policy number (contact [email protected]) after the policy has been approved by the relevant position or body and before it is submitted for storing in TRIM.


Approving body or position:

Senior Deputy Vice-Chancellor

Include the name of the body or position with responsibility for approving the policy.  This must be one of the following:


Academic Board/Council


Senior Deputy Vice-Chancellor

Deputy Vice-Chancellor (Education)

Deputy Vice-Chancellor (Research and Innovation)

Registrar and Executive Director (Academic Services) Executive Director (Finance and Resources)


Date original policy approved: 14th February 2011

Insert date of approval of original policy.  If this information cannot readily be ascertained insert “as per file”.


Date this version of policy approved:  14th February 2011

When the policy document has been approved by the relevant body or position insert date of approval.


Date policy to be reviewed:

1st February 2013

If the proposing body has not determined a date for review of the policy, a default date of ten years from the date of the latest revision approval will apply.  Enter the appropriate date.

Date this version of procedures approved: 14th February 2011

If the document contains procedures, include the date that these were last updated.  Procedures are approved by the relevant Director.


TRIM File No: F35269

Insert the appropriate TRIM file number.  All policies must have a TRIM file for storing information relating to policy development and other related information.  Note this is not the policy number.  Apply for a TRIM file number at http:/


Contact position:

Associate Director, HR Policy and Planning

State the name of the position that is to be contacted for any queries regarding the policy, eg University Secretary.  Note: As this will link through to the University’s Contact Directory, the position name must be given exactly as it appears in that directory.



Related Policies or legislation:

University Finance Manual

Provide details of, and, if appropriate, web links to, other policies, legislation or committee resolutions that relate to the subject of the policy, if known, eg Statute(s), University General Rule(s).  If unsure what these might be, try one or more of the following:

Conduct a search on TRIM.

Make an enquiry to Archives and Records.

Seek help from staff in the relevant section. 

If related policies are stored in University Policy format on the University Policies site, please provide the relevant policy number(s). 



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