NTCS Travel and entitlements policy

(1)

1

Northern Territory Clinical Senate

Travel and Entitlements Policy

May 2018

V1.0

(2)

Northern Territory Clinical Senate Travel and Entitlements Policy

2

Document Information

Version History

Version Issue Date Author Reviewers Outcome of Review

v 1.0 May 2018 Amy Drahm

Ownership

Enquiries regarding this document can be made to:

Name: Dr Sara E Watson

Position: Senior Director Clinical Excellence and Patient Safety Email: [email protected]

Phone: 08 8999 2826

Document Location

An electronic copy of this document will be distributed to all Members of the Senate and will be available on request. A hard copy of this document can be located within TRIM file DF2018/683.

Date for Review

Annually from adoption or as required.

(3)

3

2. Definitions

In this Policy:

ACT Means the Assembly Members and Statutory Officers (Remuneration and Other Entitlements) Act.

CHIEF EXECUTIVE means the Department of Health Chief Executive

DEPARTMENT means the Department of Health, Northern Territory Government.

SENATE means the Northern Territory Clinical Senate.

MEMBER is an individual who is appointed by the Chief Executive, to serve on the NT Clinical Senate.

3. Policy

3.1 Policy Intent

This Policy has been developed in consultation with the Department of the Chief Minister, and the Divisions of People and Organisational Capability and Governance and Business Services of Department of the Health.

Below is a list of the relevant Act and Policies used to develop this document.

 Northern Territory Government Boards Handbook.

 Assembly members and Statutory Officers (Remuneration and Other Entitlements) Act. (Determination 2012)

 General Remuneration Determination for NTG Statutory Bodies

 Department of Health Travel Policy and Guidelines

 Public Sector Employment and Management Act and Regulations

The Department of Health recognises the time, loss of income and/or costs that may be incurred by some stakeholders in their participation as members of the Senate. To ensure that members are treated in a fair and consistent manner, this Policy has been developed to outline entitlements for remuneration and the reimbursement of expenses associated with the Senate. In order to achieve this intent the Department of Health has adopted the recommendation regarding the remuneration of members in accordance with section 6 of the NT Boards Handbook. See section 4.1.

3.2 Scope

This Policy applies to all members of the Senate and the Executive Committee to advise or assist in the performance of its functions.

(5)

5

4. Entitlements

4.1 Eligibility

Members of the Senate are eligible to be remunerated by the Department of Health at the rate determined by the Assembly Members and Statutory Officers (Remuneration and Other Entitlements) Act.

A Member is not entitled to be paid under clause 2 if the member is any of the following:

(a) A Judge;

(b) The Master if the Supreme Court;

(c) A Magistrate;

(d) The Solicitor General.

A member is not entitled to be paid under clause 2 for a period (the relevant period) during which the member is any of the following:

(a) Chief Executive Officer as defined in section 3(I) of the Public Sector Employment and Management Act;

(b) a public sector employee

(c) a person employed for the purposes of Tourism NT under the Tourism NT Act;

(d) an officer or employee of the Public Service, Commonwealth or of a State or another Territory;

(e) a member of the Australian Industrial Relations Commission;

Unless the member does not receive any salary in that capacity for the relevant period.

Further advice is available in the NT Boards Handbook under sections 5.3, 6, and 9.3 (an excerpt is included below).

5.3 Public Sector Employees and Other Special Categories of Members – Eligibility for Sitting Fees The Administrator’s General Remuneration Determination is worded so that certain categories of employees cannot receive sitting fees and also receive their salary for the same period (e.g. NTPS employees) and conversely, to make it clear that board members are entitled to be paid sitting fees if they are not being paid by their employer for the relevant period.

6 – Remuneration of Members of Non-Statutory Bodies

In relation to public sector employees on non-statutory bodies, it is strongly recommended the same approach be taken as for statutory bodies in considering whether there is an entitlement to remuneration (see section 5.3 above).

9.3 Remuneration of Public Sector Employees on Boards

Public sector employees appointed to Government Boards are not entitled to receive remuneration for such appointments, although there are exceptions. See Section 5 Remuneration of Members of Statutory Boards, below for further detail.

In applying the above the Department of The Chief Minister has agreed that the categories of members listed below are eligible to be paid a sitting fee in accordance with the relevant Act:

 Part time or casual Northern Territory Government or Commonwealth Government employees where meeting sessions fall outside contracted working hours

 Employees of an Aboriginal Community Controlled Health Organisation

 Private sector employees appointed to the Senate

 Employees of a non-Government Organisation

 Non-exempt consumer Member

(6)

6

4.2 Remuneration

The Department will remunerate eligible members at the rate determined by at the pro-rata rate calculated as per Clause 6 of the General Remuneration Determination for NTG statutory bodies.

The remuneration, allowances and expenses paid to members of most statutory bodies in the Northern Territory is a matter for determination by the Administrator from time to time under section 9 of the Assembly Members and Statutory Officers (Remuneration and Other Entitlements) Act (the AMSORE Act).

Under the AMSORE Act, a statutory body is defined as ‘a body (whether incorporated or not) established by a law of the Northern Territory for a public purpose’.

Therefore, the Department of Health will pay the rates below unless otherwise advised.

Rates from General Remuneration Determination of 31 January 2012 – Effective 1 March 2012 Daily sitting

fee

> 3 and up to 4 hours – 5/6 of daily rate

> 2 and up to 3 hours – 2/3 of daily rate

> 1 and up to 2 hours – ½ of daily rate

1 hour or less – 1/3 of daily rate Senate Chair $719.00 $599.16 $479.33 $359.50 $239.66 Committee member $405.00 $337.50 $270.00 $202.50 $135.00 Payments of remuneration in the form of a sitting fee can only be made to the person who holds or performs the duties of the office, and not to an organisation.

It is important that members investigate the terms of their employment contract to ensure that they are able to accept payment from the Department of Health. Payment of sitting fees is treated as personal income for tax purposes and will result in the raising of a Payment Summary for the tax year showing remuneration and tax deducted. This may affect a member’s income tax rate and it is suggested that they seek independent financial advice.

Northern Territory of Australia Assembly Member and Statutory Officers (Remuneration and Other Entitlements) Act, Statutory Bodies classification structure can be found on the Department of the Chief Minister website:

https://dcm.nt.gov.au/supporting-government/boards-and-committees/remuneration-of-government- boards

5. Payment of sitting fees 5.1 Documentation required

Payment of sitting fees requires each member to fill out and submit the ‘Board Member Commencement’ pack which includes:

 Board/Tribunal members Payment Details form (mandatory)

 Superannuation choice of fund form (mandatory)

 Tax File Number (TFN) Declaration (mandatory)

 Tax File Number Declaration Instructions

 Evidence of age, e.g; driver’s licence, birth certificate or extract, or passport (mandatory)

 Change of name. e.g; legal certificate or passport (mandatory if you have a previous name).

This documentation is submitted to the Senate Secretariat for processing.

When necessary, required payment information, including taxation, superannuation details and a proof of identification must be provided. This information is required to register members with the Australian Taxation Office (ATO) as a Department payment recipient.

(7)

7

5.2 Processing payments to members

Senate sitting fees are processed by the Department of Health Payroll Services. Sitting fees due to members will be processed during the first open pay period of the following month after conclusion of the committee meeting. In most cases this will occur within the first fortnight of the month following the meeting.

Sitting fees are paid into the bank account nominated by the member.

5.3 Taxation

Taxation will be deducted from any sitting fee payment, in accordance with the ATO instalment schedules (based on earnings in a particular pay period) and information provided by the member on their Tax File Number Declaration form.

5.4 Superannuation

The Department of Health is required under the Superannuation Guarantee Act 1989 to contribute a percentage (currently 9.5%), of the sitting fee entitlement to a complying superannuation fund nominated by the member. This amount is in addition to the sitting fee entitlement paid.

5.5 Pay advice

Senate members have the option of receiving an email pay advice fortnightly from the Department of Health payroll team, to their nominated email address. This will be coordinated by the Senate

secretariat.

5.6 Payment summary

Members will receive a payment summary at the end of each financial year, outlining all remuneration and taxes paid by the Department of Health. The payment summary will be posted to the postal address provided by the member on their appointment forms.

6. Travel

All travel and accommodation must be booked by the Department of Health under the NT Government Travel policy and framework. Members must not book their own flights and/or accommodation.

Reimbursement from the Department of Health for travel and accommodation expenses is not permitted, with the exception of members who have been approved to undertake ‘own means travel’.

These members will be reimbursed in the bank account nominated by the member.

Travel will only be paid by the Department of Health where it is directly related to attendance at a Senate meeting. Another organisation may fund part of the member’s travel costs. The member is entitled only to any additional travel or accommodation directly relevant to the attendance at the Senate meeting.

Travel arrangements are made from the member’s designated place of residence or workplace usual place of work or residence unless otherwise disclosed in the member’s application.

6.1 Flights

All flight bookings for eligible Senate members made by the Department of Health are in accordance with the NT Government Travel and Policy Framework. Flight itineraries must be booked on the most direct route to and from meetings, from the member’s designated place of residence or workplace. All flights will be booked in economy class, through the NTG Corporate travel provider, QBT. Flights will be booked on a ‘best fare of the day’ basis.

(8)

8

A copy of The NT Government Travel and Policy Framework is available upon request.

6.2 Frequent Flyer Points

Under the NT Government Travel and Policy Framework for air travel the accrual of reward and loyalty points (such as frequent flyer points) is not permitted in relation to travel for and on behalf of the NT Government. However, frequent flyer numbers may still be used when booking travel as they contain member profile details, such as seat preference, catering requirements and contact numbers.

6.3 Private vehicle use

Senate members may be authorised to use their own private motor vehicle for travel to Senate meetings in some circumstances. Prior approval must be sought in writing from the Chief Executive of the Department of Health or delegate. The vehicle to be used must have current motor vehicle insurance. Copies of the current motor vehicle insurance policy and valid driver’s licence must be supplied to the Senate secretariat to seek approval.

Senate members may be reimbursed for use of their private vehicle to travel to and from a Senate meeting held away from their usual place of residence, or to conduct board business.

The member’s travelling expenses for use of their private vehicle is based on the Northern Territory Government’s rate for kilometre allowance (By law 32 entitlement), and requires the approval of the Chief Executive.

Senate members wanting to claim for the use of their private vehicle are required to complete the following forms:

 Bylaw 32 Application form

 Bylaw 32 Claim form - Movement Requisition for travel over 50 km

Forms can be obtained from the Secretariat. Completed forms should be returned to the Senate Secretariat for processing.

6.4 Accommodation

Accommodation will only be provided if day travel schedules do not enable Senate business

requirements to be met. In most cases, Senate meetings should commence at or near 2:00pm to allow sufficient time for members to arrive from intrastate and interstate.

Accommodation must be booked by the Secretariat. It is the travel booker’s role to ensure that accommodation is appropriate to the purpose of travel, destination and the traveler’s requirements and role. Accommodation is to be at a reasonable cost, standard and location that provides value for money, is justifiable and not excessive. Accommodation is booked through the corporate travel provider of the Department of Health and must be consistent with the NT Government approved corporate travel and accommodation provider. While the Secretariat will make its best efforts to accommodate members’ hotel preferences, hotel bookings are subject to availability through the travel and accommodation provider.

Accommodation will not be provided for any overnight stays that are associated with a member’s private business.

6.5 Taxi travel

Travel by taxi related to attendance at meeting for the Senate can be reimbursed to Members if a tax compliant invoice is submitted to the Secretariat. See section 6.7.

Alternatively, eligible members can be provided with taxi vouchers or reimbursement for use in association with their attendance at a face-to-face Senate meeting. Once used, Senate members are required to return the taxi voucher ‘stub’ and tax compliant invoice to the Secretariat for acquittal.

Failure to do so may result in no further taxi vouchers being issued to the member.

(9)

9

6.6 Allowances

NTG Employees may receive a travel allowance if attendance at a Senate meeting necessitates an overnight stay in a location other than their home locality. The allowance is provided to cover general overall costs of meals and incidentals associated with an overnight stay. The allowance is calculated based on average costs of likely meals in that period, and is not intended to cover exact costs of each specific meal during the course of travel. Travel allowance will not be paid for any overnight stays that are associated with leave or private business conducted in association with Senate travel.

The travel allowance will be reduced where meals are provided during the course of the travel for committee business. This includes lunches and dinners included at meetings, or breakfast which is included in an accommodation tariff.

Travel allowances are paid into the bank account nominated by the Senate member.

Non Northern Territory Government Employees are not eligible to receive a travel allowance from the Northern Territory Government Employees, however, members may be eligible to claim a travel allowance from their employer.

6.7 Reimbursement of expenses

Claims may be made for reasonable incidental or administrative expenses during travel to Senate meetings and may include taxi fares and airport parking. Original receipts must be attached to the Additional Expenses form. This form can be provided at each meeting or emailed to members.

Department of the Chief Minister has advised that reimbursement of airport parking is a discretionary entitlement. As such, claims will be assessed on a case by case basis, by the Chief Executive.

It should be noted that payments of a personal nature (such as tips for services) are not eligible for reimbursement. Similarly, payments for services above the reasonable expenditure for an expense (such as valet or premium parking, corporate car hire or limousine hire), meals not provided by the Senate, are not eligible for reimbursement.

Reimbursements are paid into the bank account nominated by the member

7. Exemptions from policy

Any requests for an exemption to this policy must be put forward in writing and approved by the Chief Executive Officer of the Department of Health.

This includes but is not limited to:

 Variations to mode of travel

 Variations to travel requirements (Arrival departure location/dates)

 Reimbursements