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Relocation Assistance Policy and Procedure

Section 1 - Preamble

(1) Charles Darwin University (‘the University’, ‘CDU’) is committed to recruiting staff with diverse backgrounds, experiences and perspectives. To attract the best talent and cultivate a diverse workforce, the University may provide financial support to eligible appointees to assist with relocation expenses.

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Section 2 - Purpose

(2) This policy and procedure outlines the financial assistance available to eligible appointees who are required to relocate to commence employment with the University.

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Section 3 - Scope

(3) This policy applies to all appointees who meet the eligibility criteria set out below. 

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Section 4 - Policy

Relocation assistance supports

(4) For the purpose of this policy and procedure, relocation assistance may include financial contributions from the University, for one or more of the following, up to the prescribed limits:

  1. travel;
  2. packing of furniture and kitchen goods;
  3. relocation of furniture and personal effects; 
  4. the transportation of one (1) vehicle; and
  5. accommodation allowance. 

(5) The University is not obliged to pay relocation assistance in all instances, and partial support can also be offered.  

(6) The appointee is responsible for packing personal items such as clothing, books, paperwork, etc. 

(7) This policy and procedure articulates the entitlements associated with travel and relocation of goods that may be payable by the University. 

(8) The University will only provide one-way relocation assistance for the appointee to relocate and commence employment. Return costs to the original place of recruitment are not covered.

(9) Where the employee does not complete 12 months’ service, all relocation costs are required to be repaid to the University.  

Eligibility

(10) Consideration can be given to relocation assistance where:

  1. the position is a hard-to-recruit role and unsuccessful attempts to fill the role can be demonstrated;
  2. the position is continuing employment or a fixed-term contract for a minimum of three (3) years;
  3. there are no comparable local candidates identified through the selection process; and
  4. the position is classified at Academic Level A or above and Professional Level 7 or above.

(11) Where an appointee’s spouse has also been offered a position at the University and is an eligible appointee as defined in this policy, the combined support for the two appointees will not exceed the maximum amount for one appointee.

Approval and Delegations

(12) All relocation assistance processes and approvals are managed through People and Culture in line with the prescribed limitations as outlined in the Delegations Register and the relevant tables below. 

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Section 5 - Procedure

(13) A recommendation for relocation assistance must be included in the selection assessment report. The level of assistance and the reasoning for why it is recommended must be included.

(14) Upon acceptance of the employment contract, People and Culture will liaise with the appointee and initiate the relocation process in conjunction with the University’s preferred provider. 

(15) The following tables outline appointee relocation options for both domestic and international relocations.

Relocation provisions – domestic

Travel
Personal relocation

(16) An appointee residing within Australia may claim transportation costs for themselves and any dependents for travel by the most economical and direct domestic route.

(17) Available options are:

  1. One-way economy class airfares – People and Culture will coordinate and book an individual appointee’s travel via the CTM system, whereas for families, CTM will directly manage the booking; or
  2. Reimbursement of fuel for the use of a private vehicle, equivalent to the cost of one-way economy class airfares at the time of travel upon presentation of tax invoices/receipts. Any costs for food and accommodation en route will be the responsibility of the appointee and will not be reimbursed by the University.

(18) Any other travel undertaken in order to relocate (i.e. train, bus, taxi, rideshare etc.) will be the responsibility of the appointee to arrange and cover costs.
Relocation of household and personal effects
Vehicle

(19) An appointee is eligible to claim transportation and insurance costs for the relocation of one (1) motor vehicle from within Australia only. In exceptional approved circumstances where an appointee lives in a rural and/or remote area, they may arrange their motor vehicle relocation, and seek reimbursement up to the approved amount.  
Household goods

(20) Relocation assistance is a contribution towards expenses related to the relocation of household goods and personal effects – this includes transportation from the appointee’s place of residence, transit insurance, destination charges and delivery to residence.

(21) Storage costs are not covered by the University and will be the responsibility of the appointee.

(22) Upon acceptance of the employment contract, People and Culture will liaise with the appointee and initiate the relocation process in conjunction with the University’s preferred provider. In exceptional approved circumstances, where the appointee lives in a rural and/or remote location, they may arrange the relocation of their household goods and seek reimbursement up to the approved amount.  
Claim limits

(23) The University will cover household goods relocation costs totalling up to $10,000 for domestic relocation and $15,000 for international relocation.

(24) Travel, vehicle relocation and temporary accommodation costs are excluded from this limit.
Temporary accommodation
Approved appointments

(25) If approved, the University may provide the appointee relocation allowance based on single or family rates for 6 fortnights.  The amount is determined each year based on the Northern Territory Government Determination No. 1 of 2026 Review of Allowances.  Rates are based on employee only and employee with resident family unit. 

Relocation provisions – international

Travel
All appointments

(26) An appointee from outside of Australia is entitled to one-way economy airfares by the most economical direct route, including any necessary en route accommodation for the appointee and any dependents. Any in-transit accommodation required for this travel to Australia will be organised by People and Culture.

(27) People and Culture, in collaboration with CTM, will coordinate and book air travel on behalf of the appointee. 

(28) Any other travel undertaken in order to relocate (i.e. train, bus, taxi, rideshare etc.) will be the responsibility of the appointee to arrange and cover costs.
Relocation of household and personal effects
Household goods

(29) Relocation assistance is a contribution towards expenses related to the relocation of household goods and personal effects – this includes transportation from the appointee’s place of residence, transit insurance, destination charges and delivery to residence.

(30) Storage costs are not covered by the University and will be the responsibility of the appointee.

(31) Upon acceptance of the employment contract, People and Culture will liaise with the appointee and initiate the relocation process in conjunction with the University’s preferred provider.
Claim limits

(32) The University will cover household goods relocation costs totalling up to $15,000 AUD only.

(33) Travel and temporary accommodation costs are excluded from this limit.
Temporary accommodation
Relocation allowance

(34) The University may provide the appointee relocation allowance based on single or family rates for 6 fortnights. The amount is determined each year based on Northern Territory Government Determination No. 1 of 2026 Review of Allowances. Rates are based on employee only and employee with resident family unit.

Time limit to claim

(35) The appointee has up to three (3) months from the date of commencement of appointment to claim relocation assistance.

(36) Relocation assistance not accessed within the first three (3) months of employment will be forfeited. In extenuating circumstances, the Director People and Culture may approve an extension of this timeframe provided approval is sought within the initial six (6) month period of employment.

Repayment to the University

(37) A staff member of Academic or Professional classification will be required to repay relocation costs to the University unless otherwise waived by the Director People and Culture, under the following circumstances:

  1. A staff member who resigns or whose employment is terminated by the University within one (1) year of commencement of continuing employment or does not fulfil the entire period of a fixed-term contract will be required to repay a pro rata amount of the relocation assistance back to the University. 

(38) A staff member employed on Senior Executive contract will be required to repay relocation costs to the University unless otherwise waived by the Vice-Chancellor, under the following circumstances:

  1. A staff member who resigns within one (1) year of commencement of continuing employment or does not fulfil the entire period of a fixed-term contract, whichever period is lesser, will be required to repay part of the relocation assistance in accordance with their contract of employment.

(39) The repayment of relocation assistance does not apply when a staff member resigns due to ill health.

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Section 6 - Non-Compliance

(40) Non-compliance with governance documents is considered a breach of the Code of Conduct – Staff or the Code of Conduct – Students, as applicable, and is treated seriously by the University. Reports of concerns about non-compliance will be managed in accordance with the applicable disciplinary procedures outlined in the Charles Darwin University and Union Enterprise Agreement 2025 and the Code of Conduct – Students.

(41) Complaints may be raised in accordance with the Complaints and Grievance Policy and Procedure - Employees and Code of Conduct - Students.

(42) All staff members have an individual responsibility to raise any suspicion, allegation or report of fraud or corruption in accordance with the Fraud and Corruption Control Policy and Whistleblower Reporting (Improper Conduct) Procedure.