Workforce Management Procedure – University
Visitors
Title of Parent Policy
Workforce Management
Preamble
This procedure for University Visitors facilitates the engagement of visitors from
Australian and international universities, other education sectors,
government and industry to contribute to the scholarship, research and
teaching at Monash.
The purpose of this procedure
is to clarify the responsibilities of staff members who are accountable
for bringing visitors to Monash University’s Australian campuses.
The procedure covers:
- invitation of a visitor to
Monash University;
- reimbursement and/or payments
to a visitor;
- information on visa-related
matters; and
- mandatory usage of the University’s
Visitor Management Module in order to ensure that the University and
any visitors comply with related University policies, and the relevant
employment, tax and immigration laws.
Definitions
DTA Double Tax
Agreement
Double Taxation is the imposition of taxation by two or more
countries. The double liability is often mitigated by tax treaties between
countries.
LAFHA Living Away
from Home Allowance -
A reasonable allowance paid to cover food and accommodation
expenses according to Australian Taxation Office (ATO) guidelines is
tax free where the visitor is visiting Monash for more than 21 days.
Amounts over the reasonable amount incurs Fringe Benefits Tax (FBT)
liability.
Paid visitor
A
visitor who is paid a one-off, lump sum fee for the achievement of specified
results which is agreed to by the University at the time of invitation.
Where any kind of payment including reimbursement for travel and/or
food and/or accommodation and/or incidentals is made to the visitor,
they are classed as a ‘Paid Visitor’ for VMM. ‘Paid Visitor’
also include those individuals for whom the University has made payments
to a third party for example: accommodation and travel.
Reimbursed
A visitor who is only reimbursed
for agreed expenses incurred on presentation of tax
visitor
invoice/receipt.
Visitor activity
The
activities undertaken by a visitor and may include: research, delivering
workshops, presenting an occasional lecture, participating in conferences,
sharing of knowledge and information, attending meetings, observing
Monash University activities and providing consultancy services. The
visitor’s activity is expected to benefit both the visitor and the
University.
Visitor
A visitor is generally a staff member of another national or international
institution or organisation who is formally invited to visit Monash
University for the purpose of observing or who will make a contribution
to the research, teaching and/or a related activity or service of the
University with the exception of the excluded categories of individuals.
Refer to Exclusion
from visitor status. Visitors
may be attending Monash University on an unpaid or paid basis.
VMM Visitor Management
Module
has been developed as an additional component to the Employee
Self Service available in SAP HR to streamline the process of inviting,
managing and reimbursing the visitors to the University. Only
nominated staff within each faculty have access to this module.
Additional information
Please review the Supplementary Information in relation to the management of University
Visitors. This additional information forms part of this mandatory procedure
and it is essential that this process is complied with.
Related Documents
Related Forms
- Visitor
and Occupational Trainee form [Word] [PDF]
- Confirmation of Commencement
of Visitor form [Word] [PDF]
Other Information
- Supplementary Information
- Visitor immigration information
- Process flow charts for Visitors
requiring sponsorship from Monash University
| Version number: |
1.0 |
| Effective date: |
1 February 2010 |
| Procedure author: |
Director HR Operations |
| Procedure owner: |
Divisional Director Human Resources |
| Contact: |
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