Electorate staff allowance allocation

Indicates required field

When to use this form

This form should be used where Electorate Staff Allowance (ESA) is being allocated or changed for an Electorate Officer.

ESA and NTA Details

The Commonwealth Members of Parliament Staff Enterprise Agreement 2024-27 (‘Enterprise Agreement’), provides for Electorate Officers to be allocated a level of ESA in recognition of, and as compensation for, reasonable additional hours worked and time spent on official travel outside of ordinary working hours.

Note: Arrangements for the allocation of ESA must be in accordance with the Additional Hours Guideline.Please refer to these documents before completing this form.

This form is only used to allocate ESA to electorate employees.

The allocation of ESA and expectations of additional hours of work must be discussed between the employing Parliamentarian and their Electorate Officers.

The Additional Hours Guideline sets out the timeframes for notifying MaPS of any changes to ESA allocations and specifies when such changes will take effect.

Nominated Travellers

Electorate employees who are the Nominated Traveller (in accordance with clause 5 of Determination 2023/10 - Staff Travel and Relief Staff Determination) are automatically entitled to a Nominated Traveller Allowance (NTA), equivalent to 12 points of ESA. Nominated Travellers receiving NTA may be allocated an additional 1-6 points of ESA, depending on their Parliamentarian's circumstances.

You do not need to complete this form to allocate NTA to the Nominated Traveller – this is an automatic entitlement (unless MaPS is advised the Nominated Traveller elects for eligibility to receive time off in lieu (TOIL) instead).

This form is not used to nominate or change a Nominated Traveller. Nomination of this electorate employee is made to IPEA via the Electorate Employee Travel Nomination Form and can only be changed up to three times per financial year.

How to complete this form

Complete a form for each Electorate Officer who is changing.
Parliamentarians should consult with the affected employee(s) in regard to the level of ESA allocated to them. If reducing or ceasing ESA, written evidence of the employee's agreement is required (Note: NTA cannot be reduced).
The Electorate Officer will receive an email confirming the ESA form has been submitted to Ministerial and Parliamentary Services (MaPS).

Employer details

Name of employing Parliamentarian

State

Your name (if authorised person)

Email address

An email will be sent to this address for your records

Electorate Names

Employee details

Employee name

Employee email

A copy of this request will be emailed to the employee for their records

Is this employee the Nominated Traveller?

Yes

Note: The Nominated Traveller is the electorate employee in accordance with clause 5 of Determination 2023/10 – Staff Travel and Relief Staff Determination . The nomination of this electorate employees is made to IPEA via the Electorate Employee Travel Nomination Form and can only be changed up to three times per financial year.

ESA allocation for Nominated Traveller

Note: This form only needs to be completed if you are allocating the Nominated Traveller ESA points in addition to their automatic NTA.

Reason for change:

Existing Nominated Traveller - allocation of ESA in addition to their NTA

Existing Nominated Traveller - reduction to the level of additional ESA by agreement

New Nominated Traveller - allocation of ESA in addition to their NTA

Nominated travellers automatically receive the NTA of 12 points of ESA from their Parliamentarian’s pool and may be allocated between 1-6 additional points of ESA, depending on their Parliamentarian’s circumstances.

Attach evidence that the employee agrees to the reduction or cessation of the allocation of ESA. This may include an email from the employee agreeing to the change.

One file only.
256 MB limit.
Allowed types: gif, jpg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip, eml.

Level of ESA to be allocated

The total allocation of ESA within the electorate office must not exceed the limits set by the Enterprise Agreement.

Level of ESA to be allocated

The total allocation of ESA within the electorate office must not exceed the limits set by the Enterprise Agreement.

*NTA + ESA 5 or ESA 6 only available to certain individuals in accordance with clause 40.4(b) and 40.4(c) of the NEED LINK-Commonwealth Members of Parliament Staff Enterprise Agreement 2024-27

Note:

Where a parliamentarian has a large electorate with two Commonwealth-funded electorate offices, one electorate employee may receive up to 18 levels of ESA (or up to 6 if the Nominated Traveller), with the remaining employees capped at 16 levels of ESA.
Where a parliamentarian has an extra-large electorate with three Commonwealth-funded electorate offices, two electorate employees may receive up to 18 levels of ESA (or up to 6 if the Nominated Traveller), with the remaining employees capped at 16 levels of ESA.

ESA allocation

Reason for change:

Allocation of unallocated ESA to increase the level of ESA allocated to an employee

Reduce or cease the allocation of ESA to an employee by agreement

Commencing as a new Parliamentarian, or appointed as, or ceases to be, a Minister or Parliamentary Secretary

Annual review at start of each financial year

Office restructure involving a change in the classification of Electorate Officer positions

An employee in the office has commenced or ceased a period of approved leave or a temporary transfer (external) of three months or longer

There is a change to the nominated traveller in the office

Comments

New total of ESA to be allocated

The total allocation of ESA within the electorate office must not exceed the limits set by the Enterprise Agreement.

New total of ESA to be allocated

The total allocation of ESA within the electorate office must not exceed the limits set by the Enterprise Agreement.

*ESA 17 or ESA 18 only available to certain individuals in accordance with clause 40.4(b) and 40.4(c) of the Commonwealth Members of Parliament Staff Enterprise Agreement 2024-27

Attach evidence that the employee agrees to the reduction or cessation of the allocation of ESA. This may include an email from the employee agreeing to the change.

One file only.
5 MB limit.
Allowed types: gif, jpg, png, pdf, doc, docx, eml.

For assistance completing this form, please contact Ministerial and Parliamentary Services on 02 6215 3333 (option 1).

Acknowledgement of Parliamentarian or Authorised Person

I have consulted with the relevant employee in regard to this ESA change.

I understand that, where no ESA is allocated to an employee, there is no expectation for the employee named above to work additional hours, and that where the employee is required to work additional hours then time off in lieu (TOIL) may be accessed in accordance with the Enterprise Agreement.

I have read and understood the Privacy Collection Notice (see below).

I acknowledge that I have read the Additional Hours Guideline and that this ESA is being allocated in accordance with the guideline.

Privacy Collection Notice: The Department of Finance (the Department) uses and discloses personal information collected in this form to facilitate the administration of the parliamentary business resources framework, and for employment purposes including to facilitate the management of your employment and for workforce planning purposes. The Department handles your personal information in accordance with the Privacy Act 1988. Personal and sensitive information may be disclosed to your employing Parliamentarian or other third party entities relevant to your employment, for workforce planning purpose or for improving culture in Commonwealth Parliamentary workplaces, including, but not limited to, the Independent Parliamentary Expenses Authority (IPEA), the Department of Parliamentary Services, the Parliamentary Workplace Support Service (PWSS), or will be disclosed as otherwise authorised or required by law. Details of the related expenditure may be tabled in Parliament, published on the Department’s website, or provided to the Special Minister of State, IPEA, or publicly, as authorised by law. More information is available at https://maps.finance.gov.au/maps-privacy-statement.