Section I - Allowances and reimbursements

Updated: 6 December 2016

43 Retention payment

43.1 Eligible Employees who may receive a retention payment in respect of an Electoral Event are:

  1. ongoing employees engaged under paragraph 22(2)(a) of the PSA; and
  2. non-ongoing employees engaged under paragraph 22(2)(b) of the PSA for consecutive a period (with no breaks in service) of 12 months or longer,

who, subject to clause 43.3, work for the duration of the Qualifying Period.

43.2 For the purpose of this clause:

  1. an 'Electoral Event' means:
    1. a National Election conducted under the Commonwealth Electoral Act 1918;
    2. a national plebiscite conducted under Commonwealth law; or
    3. the holding of a referendum in accordance with the Referendum (Machinery Provisions) Act 1984.
  2. a 'Qualifying Period' commences from the issue of writs and ends on the last date of the return of the writs (in accordance with the Commonwealth Electoral Act 1918 and/or the Referendum (Machinery Provisions) Act 1984), and is the later date in the case of a general election and referendum being held at the same time. In relation to a plebiscite, in the absence of any prescribed period, an appropriate Qualifying Period will be determined by the Electoral Commissioner.

43.3 During the Qualifying Period, an Eligible Employee may take:

  1. up to a total of two weeks of approved paid leave without affecting the qualifying period or the calculation of the retention payment; and
  2. approved unpaid leave, however, each day of approved unpaid leave will reduce the amount of the retention payment payable in accordance with clause 43.5.

43.4 Subject to clause 43.6, Eligible Employees who are on paid and/or unpaid leave for the entire Qualifying Period are ineligible to receive a retention payment in respect to that Electoral Event.

43.5 The retention payment for an Electoral Event is:

  1. $3 500 gross for Eligible Employees at the APS 5 to EL 2 Classifications and
    $2 600 gross for Eligible Employees at the APS 1 to 4 Classifications;
  2. calculated based on the Qualifying Period and is paid:
    1. on a pro-rata basis for:
      1. part-time Eligible Employees based on their ordinary hours worked; and/or
      2. Eligible Employees who have periods of approved unpaid leave,
      during the Qualifying Period; and
    2. at the rate applicable to the higher classification, if an Eligible Employee is on any paid period of higher duties allowance during the Qualifying Period; and
    3. no later than the second payday after the end of the Qualifying Period.
  3. only paid once to an Eligible Employee, if a National Election, plebiscite or referendum is held at the same time.

43.6 The Electoral Commissioner may, in exceptional circumstances, authorise payment of the retention payment, in full or in part, to an employee who does not meet the qualifying criteria in this clause.

44 Multiple divisional site management payment

44.1 Subject to clause 44.2, where an Employee is directed by the Electoral Commissioner to perform the full duties of a Divisional Office Manager for two or more divisions at two or more locations for more than four continuous weeks, the Employee will receive a total gross payment of $106.00 for each completed ten days of work.

44.2 Unless the approval of the Electoral Commissioner is obtained, each day of paid or unpaid leave will not count as a day of work for the purpose of calculating this payment.

45 Higher duties allowance

45.1 Temporary reassignment of duties at a higher Classification will only occur in those situations where the Electoral Commissioner determines that it is essential for particular duties to be performed.

45.2 An Employee who is temporarily reassigned duties for ten working days or more at a higher non-SES Classification will be paid a higher duties allowance at the minimum pay point at the higher Classification, unless another rate is determined by the Electoral Commissioner, including where there are broken periods of temporary reassignment. For the avoidance of doubt, the payment of higher duties allowance will commence from day one of the temporary reassignment for ten working days or more.

45.3 The payment for temporary assignment of duties at a higher level will be the difference between the Employee's substantive pay point and the pay point determined at the higher classification.

45.4 An Employee, who receives payment at a higher pay point, and is granted paid leave or observes a public holiday, will continue to receive higher payment during that absence, to the extent that it would have continued had the Employee remained on duty. The allowance will not be paid for paid leave or a public holiday that extends beyond the date for which the temporary assignment of duties at the higher level allowance was granted.

45.5 In order to be eligible for salary advancement in accordance with clause 10.4, an employee who has been temporarily reassigned duties to a higher non-SES classification will need to have been at a particular pay point (or higher) for a cumulative period of 12 months or more.

46 First aid allowance

46.1 Subject to clause 46.2, an Employee who possesses a current appropriate first aid qualification and who is designated by the Electoral Commissioner as a first aid officer to undertake first aid responsibilities within the AEC will be paid a fortnightly allowance of $25.00.

46.2 The first aid allowance is not payable to a first aid officer where they are absent for the full fortnight during which the allowance would otherwise be paid.

47 Health and safety representative allowance

47.1 Subject to clause 47.2, an Employee who is properly elected as a health and safety representative (HSR), and who has successfully completed a recognised training program approved by the Electoral Commissioner will be paid a fortnightly allowance of $21.00.

47.2 The HSR allowance is not payable to a HSR where they are absent for the full fortnight during which the allowance would otherwise be paid.

48 Relocation assistance

48.1 The Electoral Commissioner may approve reasonable relocation assistance for:

  1. A new engagement or ongoing reassignment; and
  2. A temporary reassignment of duties greater than 13 weeks.

New Employees

48.2 A new Employee who relocates to take up engagement with the AEC will only be reimbursed for:

  1. transport costs that the Electoral Commissioner considers to be reasonable;
  2. removal costs that the Electoral Commissioner considers to be reasonable; and/or
  3. temporary accommodation costs at the new location.

Reassignment of duties or promotion

48.3 An Employee who is directed by the Electoral Commissioner to relocate to a different locality to perform a position permanently or temporarily for a period in excess of 13 weeks on either reassignment of duties or promotion will receive reasonable assistance through a relocation allowance.

48.4 An Employee who is directed by the Electoral Commissioner to temporarily relocate to a different locality to perform a position for a period in excess of seven days and up to 13 weeks may request reimbursement for continuing expenses incurred as a direct result of the relocation.

Employee initiated relocation

48.5 An Employee who requests to perform their current position, or successfully applies to be reassigned to a position, in a different locality permanently or temporarily is not entitled to relocation assistance, but reasonable assistance may be paid at the discretion of the Electoral Commissioner.

Disturbance Allowance

48.6 Where the period of reassignment of duties is 12 months or more, and results in the removal of the household effects of the Employee, a one-off disturbance allowance will be paid with reference to the rates advised by the relevant subscription service.

49 Remote localities assistance

49.1 This clause only applies to Employees:

  1. who were residing at a remote locality on or before 28 June 2004 and continue to reside at a remote locality; or
  2. on or after 28 June 2004, who, as a direct result of their employment at the AEC, relocated from another town or city to Kalgoorlie or Mount Isa (Eligible Employees).

49.2 With the prior approval of the Electoral Commissioner, an Eligible Employee is entitled to receive some or all of the following:

  1. a district allowance (with or without Dependants), paid fortnightly with reference to the rates advised by the relevant subscription service;
  2. additional recreation leave credits;
  3. reunion fares;
  4. travel for emergency or compassionate reasons;
  5. travel for medical or dental treatment;
  6. fares for children attending school away from the remote locality;
  7. remote locality leave fares; and/or
  8. additional leave for travel.

49.3 If the Employee's Spouse/De facto Partner is also entitled to district allowance or a similar allowance from their employer, the rate of the district allowance paid to the Employee is 'without dependants'.

49.4 If, during the life of this Agreement, AEC divisional offices are moved to other remote localities, Eligible Employees at those localities will receive relevant remote locality conditions with reference to the rates advised by the relevant subscription service.

50 Payment on separation or death

50.1 On separation from the AEC, the Employee will be paid out leave entitlements in accordance with the FWA and Long Service Leave (Commonwealth Employees) Act 1976, unless the Employee is leaving the AEC to join another APS agency where portability arrangements are in place.

50.2 Where an Employee dies, or the Commissioner has directed that an Employee will be presumed to have died on a particular date, the Electoral Commissioner may authorise the payment to which the former Employee would have been entitled had the Employee resigned or retired employment.

51 Reimbursement for loss or damage

51.1 The Electoral Commissioner may approve that an Employee is reimbursed for loss or damage to clothing or personal effects which occurred in the course of their duties.

52 Professional allowance

52.1 On provision of receipts, the Electoral Commissioner may reimburse an Employee for costs specifically related to improving or maintaining an Employee's qualifications, professional membership, accreditation, or skills that are essential to their current duties.

53 Emergency care of Dependants

53.1 Subject to approval by the Electoral Commissioner and satisfactory Evidence, an Employee may be reimbursed up to $750 for reasonable and unavoidable costs incurred for emergency care of Dependants during an election event.

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