HR-Policy

1.1.    Acceptable: to meet the criteria and requirements.

1.2.    Bond: an agreement with legal force between the employee and the University.

1.3.    Budget Holder: VC/Dean/Director

1.4.    Campuses: refers to all FNU sites.

1.5.    Cessation: termination of employment.

1.6     Close Down: when the University temporarily closes business during slow periods.

1.7.    Colleges: refers to all the (5) colleges ( CEST,CBHTS,CHE,CAFF,CMNHS ) and Centre (NTPC)

1.8.    Consecutive Days: all days listed in the calendar, including weekends and public holidays

1.9.    Consultancy is the remunerated application of a staff member’s professional expertise for the benefit of a third party, typically an industrial, commercial, governmental, or other professional                                          institution conducted over and above the staff members normal duties.

1.10.    Dependent(s) means biological off-spring(s), parents, and biological sibling(s) of the employee, or any member who stays with the employee permanently and who is entirely dependent upon the                                  employee.

1.11.    Direct Expenses: is an expense incurred that varies directly with the employee’s absence from work. 

1.12.    Head hunting: is a process of recruitment of a prospective employee, who is working elsewhere and who has a relevant work experience for a particular job profile. It involves identifying candidates                                through direct contact, personal meetings, attending seminars and industrial exhibitions etc.

1.13.    Immediate family member for this purpose is defined as including only the staff member’s spouse, children, parents, grandparents, grandchildren, mother/father-in-law, grandmother/grandfather-in-                            law, father’s or mother’s biological brothers or sisters, and first cousins.

1.14.    Indirect Expenses: those expenses incurred by the University on behalf of the employee.

1.15.    Inpatient: a patient whose care requires a stay in a medical facility for further treatment or observation.

1.16.  Medical certificate’ must be issued by registered or licensed health practitioner and be issued in respect of the area of practice in which the practitioner is registered or licensed. If it is not                                               reasonably practicable to provide a medical certificate then a statutory declaration may be made

1.17.  Medical Practitioner: a person who holds a degree, diploma or similar qualification in medicine or surgery.

1.18.  Maternity: the period during pregnancy and shortly after childbirth.

1.19.  Normal rate: the current rate of pay.

1.20.  Outpatient: a patient who attends a medical facility for treatment without staying there overnight

1.21.  Paternity: a period of time that a father is legally allowed to be away from his job so that he can    spend time with his new baby.

1.22.  Privileged Benefit: benefit that is given to employees for being an employee of FNU which are over and above the legally required provisions

1.23.  Resignation: an act of giving up job or position in a formal or official way through written notice.

1.24.  Salaried Employees:  those employees who are paid on a fortnightly basis.

1.25.  Secondment: the temporary transfer of an official or worker to another position or employment.

1.26.  Senior Management Group (SMG): Management Group refers to the Vice Chancellor, Deans, Directors and Registrar.

1.27.  Support Divisions – refers to all support sections of FNU (Finance, Human Resources, Estates and Facilities, Capital Projects, Communication and Marketing, Office of the Vice Chancellor and                  Office of                the Registrar). 

1.28.  Termination: no longer an employee of the University.

1.29.  Time in Lieu: time that an employee who has worked extra hours may take off from work.

1.30.  Traditional Obligation: giving back to the community.

1.31.  Type of employment:

           1.31.1.    Affiliates: includes honorary appointees, adjunct appointees, emeritus professors, contractors, volunteers, agency staff, members of University/Faculty committees (excluding FNU Council), and                                        any other person appointed or engaged by FNU to perform work, duties or function for the University. 

           1.31.2.    Casual Worker: a worker whose terms of engagement provide for the worker’s payment at the end of each day’s work and who is not re-engaged within the 24 hour period immediately following                                    the payment.

           1.31.3.    Established positions: those that have been formally established by the University through a needs analysis.

           1.31.4.    Full-time employees: those who are required to work on one full-time equivalent position (1 FTE) for the University. Full-time employees are normally appointed to established positions.

           1.31.5.    Funded Project based positionsthose positions that are usually funded by external agencies. Appointments can be for the duration of the project  funding

           1.31.6.     Fixed term positions: appointment is made for a specified period. Except as may be determined by the University Council, the University hires employees on fixed term contracts only.

           1.31.7.     Part-time employees: those who work for less than the full working day, or less than the full working week, for the University. Occasionally, one person may hold more than one part-time position                                   with the University at a particular time. Such employment shall, however, only be permitted for either temporary positions, or established positions filled for no more than the                                                              reasonable time it  takes to formally fill a vacancy, which is estimated to be approximately 3 months.

            1.31.8.    Temporary positionsthose created to fill a particular need at a particular time, and for which the need is not anticipated to continue for more than 2 years. Examples of these positions include but not                             limited to: visiting, adjunct, and honorary academics, staff on approved leave such as maternity, sabbatical and leave without pay.

            1.31.9.    Temporary Employees: Employees hired to fill temporary positions. These are also referred to as short-term employees.

            1.31.10. Waged employees: full time employees paid on an hourly basis.

1.32.  Unclaimed sick leave:  refers to the unutilised leave that employees were entitled to take to address their health and safety needs without losing pay.

1.33.  Working days: those days where the University is open for official business.

1.34.  Vice Chancellor: means the Vice Chancellor or his/her nominated delegate.

 

 Dates:

 Date approved:
 Date last amended:  
 Effective date:                                                                                               
 Date of next review: 3 years

 Approved by:

 FNU Council (dates)

 Implementation Officer:

 Director HR
 HR Division

 Relevant to:

 All employees

 Related Documents:

 Finance Policy
 Remuneration Policy
 Recruitment Policy
 SOP - Workload Allowance
 SOP - Relocation Allowances
 SOP - Administrative Allowances
 SOP - Acting Allowances
 SOP - Meals

 Legislations:

 Employment Relations Act 2007

 Superseded Documents:

 FNU HR No. 14: Housing Policy
 FNU HR No. 15: Relocation and Passage Allowance Policy
 FNU HR No. 16: Allowance Policy

Contents

1. Policy Overview
2. Policy Principles

2.1 Payments
2.2 Allowances Payable
2.3 Transfer Allowance
2.4 Mileage Allowance
2.5 Meal Allowance
2.6 Per diems
2.7 Subsistence Allowance
2.8 Traditional Obligation Allowance
2.9 Allowances for Acting in a Higher Responsibility Position
2.10 Workload Loading Allowance
2.11 Administration Allowance: Teaching Staff
2.12 Administration Allowance: Non-Teaching Employee

1. Policy Overview

1.1.       The University shall ensure that employees do not go out of pocket for work that they are required to do for the University.

1.2.       The University shall pay employees allowances as specified in this policy to cover costs of the employees undertaking official duties.The objective of                paying an allowance is not to provide employees an additional remuneration. As such, allowances are not to be viewed as a means of enriching an                employee.

2. Policy Principles  

2.1.       Payments

2.1.1.       Allowances shall be paid only if prior written authorisation of the activity is provided by the relevant budget holder.

2.1.2.       All overseas travel must be approved in advance before making definitive travel arrangements.

2.1.3.       Employees cannot approve their own travel or allowances.

2.2.       Allowances Payable

2.2.1.       The following allowances are payable to employees on specific needs basis:

2.2.1.1.     Transfer Allowance

2.2.1.2.     Mileage Allowance

2.2.1.3.     Meal Allowance

2.2.1.4.     Per diem Allowance

2.2.1.5.     Subsistence Allowance

2.2.1.6.     Traditional Obligation Allowance

2.2.1.7.     Acting Allowance

2.2.1.8.     Responsibility Allowance

2.3.       Transfer Allowance

2.3.1.       A relocation allowance at the University’s current transfer rate will be paid when an employee is requested by the University to relocate.

2.3.2.       In addition to the allowances, the University shall provide transportation for the employee and his/her immediate family (spouse and                           children),and the employee’s office and household materials, including, if any, shipping costs to/from Vanua Levu of one private                                   passenger motor vehicle, to the new location.

2.3.3.       For any transfer outside Fiji, the transfer allowances are to be negotiated according to the specific circumstances.

2.4.       Mileage Allowance

2.4.1.       Employees, who are permitted to use their own motor vehicles for travel on account of official duties, may claim for mileage allowance.                         Except for emergencies and unexpected urgent transportation, prior approval for such allowances shall be obtained in writing from Budget                   Holder before travel.

2.5.       Meal Allowance

 2.5.1.     Meal allowances provided to waged employees are as follows:

2.5.1.1.     If required to work or undertake official travel two hours before or beyond normal working hours or shift;

2.5.1.2.     An additional meal allowance for each successive period of five hours of continuous work performed immediately after the initial meal                   break;

2.5.1.3.     If the employee works through a meal time, the employee shall be entitled to a meal allowance if recalled and required to work                            through the next meal break.

2.5.2.        Salaried employees are not eligible for meal allowances except when they are assigned work out of their normal office station and                              when the out of station work does not entitle them to overnight stay. The meal allowances entitlement are as follows:

2.5.2.1.     At campuses/centres where the University operates dining facilities: employees shall receive vouchers for breakfast, lunch and/or                         dinner.

2.5.2.2.     At campuses/centres where the University does not operate dining facilities, and for work outside the campuses/centres, the meal                        allowance shall be according to meal rates.

2.6.       Per diems

2.6.1         Per diem is a fixed amount of money provided to an employee to cover expenses whilst travelling on official duties. Per diem rates is                            applicable under the following conditions:

2.6.1.1      Each night during which the employee is absent on official duty from the campus where his/her office is located. The place of duty                        should be no closer than two hours by normal road/air/sea transport where overnight stay is required.

2.6.1.2      The absence would be for more than 24 hours duration. If the absence is for less than 24 hours, the employee shall be paid meal                          allowance at the prevailing rate. Production of receipts will not be necessary.

2.6.1.3      An employee who is required to be absent from campus for a period of more than two weeks may only continue to receive per diem                      allowance with prior approval from the Director Human Resources.

2.7         Subsistence Allowance

2.7.1         Subsistence allowance applies where the organiser/sponsor/university does not provide accommodation or meals.

2.7.2         For all meetings organised by international multi-lateral institutions (like UNDP, WHO, IMF, WHO, etc.), whether within or outside Fiji (FNU Subsistence Allowance rates).

2.7.3         Where the University and/or any organiser of the meeting/event outside Fiji provides accommodation only, the rate shall be 30% of                              the respective subsistence rate.

2.7.4         Where the University and/or any organiser of the meeting/event outside Fiji provides accommodation and meals, the rate shall be 10% of                    the respective subsistence rate.

2.7.5         For all official travel, employees have the option of either a subsistence allowance in full, or getting the University to pay for either                                accommodation or meals or both, and getting the pro-rata allowances.

2.8         Traditional Obligation Allowance

2.8.1         Occasionally, to fulfil official work obligations, an employee of the University may be required to spend money in meeting the                                       requirements of traditional obligations. In such cases, the University shall provide a traditional protocol allowance to the amount                                 spent on the protocol be as per the current rates. The rates shall be reviewed every three years.

2.9         Allowances for Acting in a Higher Responsibility Position

2.9.1          On occasions, responsibility positions may be vacant. During such periods of vacancy, the University may appoint an employee to act in the                     responsibility position.

2.9.2          All appointments to act in the responsibility position shall be made by the office holder initially responsible for making the substantive                           appointment to the position.

2.9.3            An employee who is appointed to act in a higher position of responsibility is entitled to an allowance for acting in a higher responsibility                       position if such an appointment is for a period greater than 30 consecutive days and if such positions are vital for the section to function.

2.9.4            An employee eligible for an acting allowance will be paid an allowance that is 95% of the difference between the minimum salary level of                      the substantive position being filled in an acting position, and the employee’s actual salary.

2.9.5          Where the salary of the acting employee is already above the minimum of the post in which the employee is acting, the acting salary                             will be one point above the employee’s current salary.

2.9.6          It may be necessary to have more than one employee share or partially carry out the duties of a temporarily vacant post for which                                 an acting appointment might normally be made. In this case, the quantum of acting allowance to each person shall be determined                               by (1/number of persons sharing the responsibilities) of the 95% of the difference between the minimum salary level of the                                         substantive position being filled in an acting position, and the employee’s actual salary.

2.9.7          Commencement of acting status will be from the date on which the employee takes over the duties and responsibilities of the post.

2.9.8          Acting allowances shall cease on the date the employee relinquishes the duties and responsibilities of the post.

2.9.9          For the sake of clarity, there is no acting position in the academic rank.

2.10      Workload Loading Allowance

2.10.1      If over a continuous year (defined as 12 months less any leave period), for reason of a staff shortage beyond the control of an employee, the                  supervisor, and the HR Division, an employee is allocated, and the employee willingly accepts, a workload that is at least 25% greater than                    the normal workload, he/she shall be given, at the end of the 12 months, an allowance of 10% of the salary.

2.11      Administration Allowance: Teaching Staff

2.11.1      The University recognises the following positions of academic and administrative leadership, which would require a time demand                                that would have a bearing on other academic functions of the incumbent: Head of School, Head of Department, Head of Campus and                             Associate Deans.

2.11.2      The University recognises that when an employee’s core functions, particularly research, publication and consultancies suffer, an employee’s                  progression up the academic rank could be affected. To recognise this, the University shall reduce the teaching load of those allocated                          administrative responsibilities commensurate with the degree of administrative responsibility being allocated. Such reduction,                                      however, shall not go below 50% of the normal teaching load for the employees. An administrative allowance is payable to                                          administrative position holders such as Head of School, Head of Department, Head of Campus and Associate Deans.

2.11.3      Only in exceptional circumstances would a teaching staff be given administrative responsibility and be paid an administrative allowance to                     offset the financial losses attributable to a lack of as rapid a progression up the academic ranks that comes with a better academic profile.                     The following conditions apply in these cases:

2.11.3.1    The fundamental principle of paying an allowance for administration, if paid, is that it compensates for the financial losses a person                       would suffer over a longer period of time by doing administrative work rather than research, publications and consultancies.

2.11.3.2    Administrative allowances are payable on a pay cycle basis.

2.11.4      Given that any administrative allowance paid compensates for the financial losses a person would suffer over a longer period of time by                       doing administrative work rather than research, publications and consultancies, an employee allocated a headship position cannot claim                       credit for administration in one’s annual employee appraisal.

2.12      Administration Allowance: Non-Teaching Employees

2.12.1      All administrative ranks have administration built-in into the job descriptions. As such, no administrative allowance is paid to non-teaching                    employees.

 

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