Study and Reimbursement of Fees Procedure
Section 1 - Introduction
(1) The University of Newcastle (
(2) This procedure outlines the process for
- to undertake a course of study that leads to a qualification; and
- for the reimbursement of associated study fees.
(3) In the context of this document, a course of study is all inclusive and may constitute a single subject or course of study, or a program of study that includes a number of subjects or courses.
(4) This procedure should be read in conjunction with:
- the relevant Enterprise Agreement; and
- the Equity, Diversity and Inclusion Policy.
Section 2 - Audience
(5) This document should be read and understood by:
- supervisors;
- Professional staff, as classified under the University of Newcastle Professional Staff Enterprise Agreement 2023 or its replacing document; and
- Academic and Teaching Staff as classified under the University of Newcastle Academic Staff and Teachers Enterprise Agreement 2023 or its replacing document; and
- relevant
delegates .
Section 3 - Scope
(6) This procedure applies to
- relevant and appropriate to the
staff member’s current or likely future duties and responsibilities at theUniversity ; - achieve the
University's objectives; and - are agreed to between the
University and thestaff member.
(7) This procedure does not apply to:
University -initiatedstaff training and development such as short programs/prescribed courses, continuing professional development (cpd) or similar, and conferences;- the
University's Special Studies Program (SSP); or - the reimbursement of professional association/body fees.
Section 4 - Procedure
Eligibility
(8) Eligibility for study leave, examination leave and reimbursement of associated fees will be in accordance with the relevant Enterprise Agreement and this procedure.
(9)
Approval to Undertake Study
(10) Before commencing the proposed course of study the
(11) The
(12) In determining a
- enterprise agreement provisions – the application must meet the requirements of the relevant Enterprise Agreement;
- relevance – the course of study must be relevant and appropriate to the
staff member's current or likely future duties and responsibilities at theUniversity , or be of benefit to theUniversity ; - budget – whether the School or business unit has sufficient budget available to cover the reimbursement of fees;
- equity – equity for all
staff in the School/business unit in accessing the funds available for development within the School or business unit budget. This includes consideration of the number of courses of study thestaff member has previously undertaken that have been supported by theUniversity and the estimated total cost of the proposed course of study as outlined in the Application to Undertake a Program of Study With or Without Reimbursement; - access to study/exam leave – consideration should be given to
staff coverage that may be required where multiplestaff from the same area have their course of study approved and will need to access study leave or exam leave simultaneously; - employment provisions – previously agreed employment arrangements (for example traineeships) where a commitment has been made to support prescribed studies; and
- development – the development or progression opportunity that the course of study will provide the particular
staff member as discussed during the Performance Review and Development (PRD) process.
(13) An approval granted by the appropriate
- the
staff member is subject to proceedings under the Enterprise Agreement for underperformance, misconduct or serious misconduct; - the
staff member is not progressing as planned through the course of study; - the
staff member ceases employment with theUniversity ; - the
staff member transfers from their current Unit/School to another Unit/School ; or - as otherwise specified by the supervisor or Head of School/Director, or equivalent, and where this is not in conflict with the
staff member’s employment contract or Enterprise Agreement.
(14) Once approval is granted, the
- retain the approved form; and
- provide their relevant
School /Unit and Human Resource Services with a copy of the approval.
(15) Human Resource Services will save a copy of the approval on the
(16)
Rate of Fee Reimbursement and Conditions
(17) The rate of reimbursement is up to 50% of the individual tuition course fees for study at the University of Newcastle, or up to 25% for study at another institution.
(18)
(19) Reimbursement of any fees will only be made on production of proof of the successful completion of each course/subject, such as an official transcript or grades.
(20) To avoid unnecessary cost to the
(21) In exceptional circumstances, a
(22) Where applicable,
Claiming a Reimbursement of Fees
(23) Once the
(24) Evidence of payment or deferral of payment of study fees and proof of the successful completion of each course/subject, such as an official transcript of grades, must be attached to the form.
(25) The completed Application for Reimbursement of Study Fees form must be provided to the appropriate
(26) Once the Application for Reimbursement of Study Fees form is approved, the
- raising a Cash Expense claim, Reimbursement of Study Fees; and
- attaching the scanned and approved Application for Reimbursement of Study Fees application form (as 1 image document) to the FlexiPurchase expense claim for approval.
Recovery of Reimbursed Fees
(27) For any Application to Undertake a Program of Study with fee reimbursement approved on or after the effective date of this Procedure, the
(28) The recovery rate will be calculated in accordance with the below formula and applied to the amount of reimbursement received by the
(29) Recovery of reimbursed fees applies to all reimbursements received within the above stated 12 month period. Repayment will be calculated separately for each relevant reimbursement amount based on the time elapsed since the respective reimbursement date. The total repayment amount will be the sum of the individual calculations.
(30) The repayment amount for each applicable reimbursement will be determined using the following formula:
Example Scenario – One Reimbursement
Reimbursed Amount | $2500.00 |
Staff Member Leaves After | 6 months |
Calculation | $2500.00 x [(12-6)/12] = $2500 x 0.5 |
Repayment Required | $1250.00 |
Example Scenario – Multiple Reimbursement
Reimbursed Amount 1 | $2500.00 | Reimbursed Amount 2 | $2500.00 |
Staff Member Leaves After | 6 months | Staff Member Leaves After | 3 months |
Calculation | $2500.00 x [(12-6)/12] = $2500 x 0.5 | Calculation | $2500.00 x [(12-3)/12] = $2500 x 0.75 |
Repayment Required | $1250.00 | Repayment Required | $1875.00 |
Total Repayment Required | $1250 + $1875 = $3125 |
(31) The recoverable amount may be deducted from the
Fringe Benefits Tax (FBT) Implication
(32) Reimbursement costs can attract Fringe Benefits Tax (FBT).
(33) FBT can apply to any reimbursement of HECS fees paid to
(34) FBT will be charged to the relevant College/Division on a regular basis, in addition to the reimbursement. The correct detail code must be used to ensure the transaction is identified by Financial Services as being subject to FBT. Please contact Financial Services via ServiceNow if you require further information.
Review
(35) A