Forms

Form No.sort descending Form Category Submission Requirements
7 Authorisation to Exercise Powers
266.73 KB
Authorisations
16 Nomination of Telephone Services in a Private Residence
250.89 KB
Residential Telephone Services
47 Financial Institution Account Details - Senators and Members
246.68 KB
Change Banking Details
60 Business Cards Certification
252.14 KB
Business Cards
  • The entitlement covers the printing of business cards for personal and electorate MOP(S) Act staff.
  • Note: Personal employees of Ministers and Parliamentary Secretaries should continue to direct requests for business cards to their respective portfolio department.
  • Tax Invoice MUST be attached to the claim.
107 Termination of Employment
273.42 KB
Termination of Employment
  • Must be completed each time an Employee employed under the MOP(S) Act finishes employment either through resignation or termination.
  • Copy of termination or resignation letter should be attached.
119 Electorate Staff Allowance Allocation
484.6 KB
Electorate Staff Allowance Allocation
  • Payable to Electorate Employees for employment against an established position.
  • By 1 July each year or within 2 weeks of a trigger event occurring.
132 OrderMax Access - Nomination and Deletions
244.07 KB
OrderMax Access
145 Invoice Certification - Publications
249.84 KB
Invoice Certification
  • This form should be used for invoices relating to publications.
  • Tax Invoice MUST be attached to the claim.
  • Where reimbursement is required, proof of payment must also be attached.
146 Invoice Certification and Request for Reimbursement - Other
264.15 KB
Invoice Certification
  • Use this form to certify invoices or claim reimbursement or payment for goods/services such as residential phone and internet.
  • Do not use this form to claim costs related to PPVs. For reimbursement of fuel or other PPV costs, contact sgfleet Fleet Manager at MPSVIP@sgfleet.com or (03) 6242 2102.
  • Tax Invoice MUST be attached to the claim.
  • Where reimbursement is required, proof of payment must also be attached.
152 Lost / Stolen / Damaged Property Report
261.01 KB
Property Report

This form is for the notification of loss, damage or theft of Department of Finance equipment and assets. Loss, damage or theft of computers, laptops, printers, smartphones or other IT equipment must be reported to the Department of Parliamentary Services on (02) 6277 2020.

153 Private-Plated Vehicle - Certification
694.53 KB
PPV
155 Invoice Certification - Office Requisites and Stationery
257.68 KB
Invoice Certification

Note: This form may be used for invoices relating to approved office requisites and stationery items or mobile electorate office signage.

  • Tax Invoice MUST be attached to the claim.
  • Where reimbursement is required, proof of payment must also be attached.
161 Request to Vary Information
103.4 KB
Fringe Benefits Tax

Note: This form need only be completed if some variation is required in the calculation of the Fringe Benefit applying to the vehicle.

162 Declaration of Availability of Private-Plated Vehicle
108.5 KB
Fringe Benefits Tax

Note: This form need only be completed if some variation is required in the calculation of the Fringe Benefit applying to the vehicle.

163 Expense Payment Benefit Declaration - Residential Phone Benefits and/or Dedicated Data Line Benefits
113.43 KB
Fringe Benefits Tax
164 Expense Payment Benefit Declaration - Travel Benefits
102.58 KB
Fringe Benefits Tax
165 Pooled or Shared Car Certification
104.12 KB
Fringe Benefits Tax
Form No.sort descending Form Category Submission Requirements
Statement of Private Interests
580.53 KB
Statement of Private Interests
Recognition of Prior Service
218.74 KB
Prior Service
No form required Proof of Identity A certified true copy of documentation that provides proof of identity and date of birth.
9 Superannuation Options
276.61 KB
Superannuation

This form asks you to make a choice about the superannuation fund to which you would like your employer superannuation contributions made. Information on the options available to MOP(S) employees is on the Ministerial and Parliamentary Services website. If you require advise on the most suitable option to meet your personal superannuation needs, please consult a licensed financial adviser. M&PS is unable to provide this advice. Information regarding superannuation is available from the Australian Taxation Office.

11 Change of Address
690.7 KB
Change of Address
17 Studies Assistance and Study Leave Application
262.26 KB
Studies Assistance

This form is to be used to apply for approval from Ministerial and Parliamentary Services for study leave and/or financial assistance in relation to a formal course of study.

Note: Subsequent periods of study will require a new application. Please provide proof of enrolment (certified copies acceptable).

  • Attach copy of enrolment details.
  • Should be received at least 2 weeks prior to the commencement of the proposed course of study.
  • Final approval rests with M&PS and should be granted prior to training taking place.
24 Claim for Loss or Damage to Clothing or Personal Effects
278.92 KB
Loss or Damage Claim Attach evidence of purchase cost and age of item; replacement value; tax invoice and receipt of repair (as applicable).
29 Leave Application
267.66 KB
Leave
  • Annual Leave: Employee should seek prior approval. Application should be submitted prior to commencement of leave.
  • Compassionate / Miscellaneous Leave: Must state reason for leave. Application should be submitted as soon as possible after return to work.
  • Leave Without Pay: Must state reason for leave. Application should be submitted as soon as possible.
  • Maternity Leave: Application should be submitted before the commencement of the required absence (6 weeks before expected date of birth).
    Attach advice from doctor of expected date of birth.  If deferring the start of the required absence a medical certificate must be supplied confirming fitness for duty.
  • Personal Leave: Must state reason for leave. Application should be submitted as soon as possible after return to work.
    Medical certificates may be required if requested by Senator or Member.
    Medical certificate must be provided:
    * Where employee seeks to have any of paid leave other than personal leave re-credited as a result of an illness occurring.
    * Absences associated with a workers compensation claim.
    * Absences due to illness during the 52 week absence period allowed for maternity leave.
30 Long Service Leave Application
254.79 KB
Leave
  • Employee should seek prior approval.
  • Application should be submitted prior to commencement of leave.
41 Additional Annual Leave Credit
257.87 KB
Leave
  • The Commonwealth Members of Parliament Staff Enterprise Agreement 2016-2019 ("Enterprise Agreement") provides for additional annual leave accruals at the rate of one day for every two Sundays and/or public holidays spent travelling to Canberra for Parliamentary sittings on the following day at the direction of the employing Office Holder, Senator or Member.
  • Employees whose work base is Western Australia, the Northern Territory or the Federal electorates of Capricornia, Dawson, Kennedy, Herbert or Leichhardt and other locations as approved by the Special Minister of State, may accrue additional annual leave in accordance with the Enterprise Agreement.
  • A maximum of eight days annual leave per calendar year may be claimed.
  • Claims for Excess (Canberra) Travel Leave must be received by the Department within six months after the travel has been completed or the additional annual leave will not be provided.
49 Relocation of MOP(S) Act Employees
253.88 KB
Relocation Expenses
  • Please note that reasonable relocation costs may be payable to ongoing staff who relocate permanently.
  • Additional information to help MOP(S) Act Employees who are relocating can be found on Form 74 Relocation Checklist.
  • Application should be submitted prior to relocation as approval may be required for some costs.
53 Employee's Personal Particulars
269.7 KB
Personal Particulars
68 Competency Assessment - From Electorate Officer A to Electorate Officer B
306.92 KB
Salary Progression
69 Competency Assessment - From Electorate Officer B to Electorate Officer C
305.98 KB
Salary Progression
73 Claim for Reimbursement of Relocation Expenses
707.55 KB
Relocation Expenses
  • Travel expenses, removal of personal and household goods, relocation of vehicle(s), relocation of pet(s) and temporary accommodation.
  • Form 49 Relocation of MOP(S) Act Staff must be submitted to Ministerial and Parliamentary Services.

Note:

  • This form is to be completed for all relocation expense claims.
  • Tax invoices and receipts and/or other relevant supporting documentation are required for all claims including quotes.
  • Claims should be lodged as soon as the relocation is complete.
  • All relevant fields must be completed to ensure timely payment of claims (incomplete forms may cause delay in payment).
74 Relocation Checklist
166.65 KB

This checklist is designed to assist you with the relocation process. Please refer to clause 31 of the Commonwealth Members of Parliament Staff Enterprise Agreement 2016-2019 and the Enterprise Agreement Guideline "Relocation Expenses" for further information. To claim reimbursement for part or all of your relocation expenses, as agreed by M&PS, attach all relevant tax invoices, receipts and quotes to the Claim for Reimbursement of Relocation Expenses Form 73 and forward to M&PS.

78 National Police History Check
6.48 MB
Police Records Check
102 Variation to an Existing Employment Agreement
304.74 KB
Engagement of MOP(S) Act employees
  • Use this form when varying employment arrangements agreed in an existing Employment Agreement.
  • Employment variations are to be completed prior to, or on, the effective date.
106 Employing a Non-Ongoing Employee
387.26 KB
Engagement of MOP(S) Act employees

Employment agreements are to be completed prior to, or on the date of, commencement.

107 Termination of Employment
273.42 KB
Termination of Employment
  • Must be completed each time an Employee employed under the MOP(S) Act finishes employment either through resignation or termination.
  • Copy of termination or resignation letter should be attached.
109 Employing an Ongoing Employee
409.2 KB
Engagement of MOP(S) Act employees

Employment agreements are to be completed prior to, or on the date of, commencement.

113 Application to Attend Ad Hoc Training
256.48 KB
Ad hoc Training

This form is to be used to gain approval from Ministerial and Parliamentary Services to attend ad hoc training or professional development at Commonwealth expense.
Note: Please refer to the Commonwealth Members of Parliament Staff Enterprise Agreement 2016–2019 and the Guideline on Learning and Development for more information regarding ad hoc training.
Ad hoc learning and development opportunities for Government Personal Employees and Personal Employees of Presiding Officers will be provided by their home departments.

  • Attach copy of enrolment details.
  • Should be received at least 2 weeks prior to the commencement of the proposed course of study.
  • Final approval rests with M&PS and should be granted prior to training taking place.
117 Employing a Casual Employee
375.8 KB
Engagement of MOP(S) Act employees Employment agreements are to be completed prior to, or on the date of, commencement.
119 Electorate Staff Allowance Allocation
484.6 KB
Electorate Staff Allowance Allocation
  • Payable to Electorate Employees for employment against an established position.
  • By 1 July each year or within 2 weeks of a trigger event occurring.
129 Notification of Employment Status
259.5 KB
Employment Status This form must be completed to advise Ministerial and Parliamentary Services of your future employment intentions following the Federal Election/By Election/Reshuffle etc.
144 Work Health and Safety (WHS) Roles Nomination
250.04 KB
WHS Roles Nomination
150 Change of Financial Institution Account Details
246.17 KB
Change Banking Details By 5.00pm (AEST) for Pay Cut-Off Date for the relevant pay day.
151 Work Health and Safety (WHS) Checklist - Working from Home or From a Privately-Funded Office
886.03 KB
WHS Checklist A copy of the completed checklist should be retained on the employee’s personnel file as evidence of the condition of the work area at the time the arrangements to work from home; or a privately-funded office were approved.
Form No.sort descending Form Category Submission Requirements
141 Printing and Communications Certification
254.26 KB
Printing and Communications
  • Printing: Tax invoice and sample of printed or e-material MUST be attached to the certification form.
  • Communications: Tax Invoice MUST be attached to the certification form.
  • A separate certification is required for each invoice submitted.
Form No.sort descending Form Category Submission Requirements
79 Spouse/De facto Partner Nomination
251.78 KB
Life Gold Pass Holder Spouse / De-facto Partner

The Members of Parliament (Life Gold Pass) Act 2002 provides that the spouse or de factor partner of a Life Gold Pass holder is eligible to travel at Commonwealth expense to accompany or join the pass holder subject to a nomination being made in writing specifying the start day from which a spouse or de facto partner is to be eligible to domestic return trips.

121 Email Address Nomination
242.85 KB
Email Address Nomination For distribution of information and reports by the Department of Finance.

View Travel Related Forms

From 3 April 2017, IPEA is responsible for matters relating to parliamentarians and MOP(S) Act staff travel, including advising on travel related work expenses, paying travel claims to the contracted travel service provider and monitoring travel costs.

Parliamentarians and their staff may obtain advice about travel arrangements from enquiries@ipea.gov.au

Travel Forms

Form No.sort descending Form Category Submission Requirements
Cessation Checklist
77.84 KB
Cessation

This checklist is designed to assist you with the cessation process.