Procedure

Relocation Procedure

No flights should be booked or other relocation arrangements confirmed until formal acceptance of the offer of employment and signed relocation agreement is provided to Human Resources and (if applicable) a working visa is granted by the Department of Immigration and Border Protection (DIBP).
 
The University has engaged the expert services of Grace Mobility to facilitate the relocation of new appointees from overseas and within Australia. Indicative costs of relocations for singles, couples and families are available from the appointee's Human Resources representative.
 
Grace Mobility can source comparable quotes from other companies; however Grace Mobility will always oversee the whole relocation (exclusive of flights and visa applications) in order to guarantee a seamless and successful relocation.  Appointees and/or Business Units should work with their Human Resources team to engage the services of Grace Mobility.

For further information regarding Grace Mobility's suite of services, please refer to the Relocation Support Services guide.
 
Grace Mobility website: www.grace.com.au
   

 

1. Booking airfares

The appointee should decide on the preferred travel dates and source suitable flights. Flight(s) must be one-way, economy class, via the most cost effective route.
 
The appointee can book and pay for the airfares directly and produce their receipt(s) for reimbursement upon commencement of employment.
 
Alternatively, the appointee can advise their Human Resources representative of the preferred dates of travel, together with the details of spouse/dependents travelling with them, and the Human Resources representative will liaise with the appointee's work unit to have the flights arranged via one of the University's preferred travel agents. In such cases the University will pay for the airfares directly and deduct the total amount spent from the appointee's relocation assistance amount.
 

2. Arranging relocation of personal effects

At the time of accepting the offer of employment, the appointee is required to provide their Human Resources representative with the following information:
  • Expected date of travel; and
  • Names, gender, citizenship, and date-of-birth of the accompanying family members.
  • Copy of the appointee and any accompanying family member passports 
Following acceptance of the offer (including the relocation assistance agreement), Human Resources will provide Grace Mobility with the new appointee's relevant details.
 
Grace Mobility will then arrange a pre-move interview to assess the appointee's needs and discuss uplift date, storage requirements, insurance options and other relevant matters.  A survey of the appointee's personal effects will take place and a quote provided to the appointee and their Human Resources representative.
 
Please note that Grace Mobility is unable to activate any relocation related activities until confirmation is received from UNSW Human Resources that the visa process has been completed and that the appointee is approved to enter Australia.
 
Grace Mobility will provide advice and assistance throughout the move. Once the removal is complete, Grace Mobility will invoice UNSW for the allowable costs associated with the move. Any additional expenses will be invoiced direct to the appointee.
 

3. Sourcing and booking temporary accommodation

It is the appointee's responsibility to source and book reasonable temporary accommodation, if required. UNSW normally considers reasonable temporary accommodation to be serviced/furnished apartments (or similar).
 
There are many companies which offer temporary accommodation solutions within Australia, so an internet search is often the best place to start. Some useful websites include:
 
Alternatively, appointees may wish to liaise directly with the administration staff within their new work unit at UNSW, who may be able to provide some information about sourcing temporary accommodation.  Grace Mobility can also source accommodation within a pre-defined budget should this be required. 
 
UNSW will only support temporary accommodation for up to 8 weeks from the date of arrival in Australia and up to a maximum of one (1) week prior to an appointee's departure from their home location. If temporary accommodation is required beyond these periods, the appointee will be responsible for all associated costs.
 
 Other Relocation Services
  • Airport transfer / meet and greet
  • City orientation
  • Rental home search
  • Partner career support services
  • Cross-Cultural briefing
  • School search
 For more information on these services, please refer to the Relocation Support Services guide.
 

4. Method of Payment

Appointees who are the recipient of relocation assistance may receive it in one of the following ways:
  • Direct payment: UNSW will pay pre-approved invoices on behalf of the appointee, within the agreed limits; or
  • Reimbursement: UNSW will reimburse, upon commencement and production of original receipts, pre-approved costs within the agreed limits; or
  • Some combination of the above.
Relocation assistance is not available in the form of cash payment(s). All payments associated with relocation assistance must be made within 12 months of the date of commencement, and are the responsibility of the work unit.
 

5. Repayment on Cessation of Employment

Where relocation assistance is provided to an appointee, and they leave the employment of the University prior to:
  • Completing three years (i.e. 36 months) of service; or
  • Before the cessation date of their fixed term contract if less than three years; or
  • Does not commence the employment with the University for any reason 
 
The appointee must repay to the University a portion of the relocation assistance provided. The sum of money to be repaid to the University will be calculated as follows:
 
Months of service before resignation/retirement effective:
=
a
Total cost incurred by the University:
=
b
Sum payable (in $AUD) by appointee:
=
(36 - a) x b
36
 
 
In cases where the employment of the appointee is terminated by the University, for any reason, within the first 36 months of the employment commencing, the required repayment of relocation assistance will be determined by the Vice President, Human Resources in accordance with the relocation agreement that the appointee has agreed to with UNSW.