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Territory Senators Retiring or Not Re-elected - Half Senate Election

During an election period, and at all other times, work expenses claimed under the PBR Act may only be claimed for conducting your parliamentary business, and cannot be used for any commercial purpose.

If any of the dominant purposevalue for money or conditions for claiming obligations are contravened, a claim may be rejected or have to be repaid, which may also attract a 25% penalty loading.

This page does not cover travel related matters or reporting arrangements (such as quarterly expenditure or monthly management reports). Information in relation to travel by parliamentarians and their employees or reporting is available from the Independent Parliamentary Expenses Authority.

Cessation Checklist

Cessation Checklist
Remuneration
What effect will the announcement of the Federal election have on my remuneration?

Territory Senator not re-elected

For a Territory Senator who is a candidate for re-election in the Senate at the next Federal election but is not re-elected, you will be paid remuneration (which includes base and office holder salary, electorate allowance, the provision of a private-plated vehicle and residential internet and telephone services) until the day immediately preceding polling day.

Retiring Territory Senator

For a Territory Senator who is not a candidate for re-election (a retiring Territory Senator), you will be paid remuneration (which includes base and office holder salary, electorate allowance, the provision of a private-plated vehicle and residential internet and telephone services) until the day of the dissolution of the House of Representatives.

Retiring Territory Senator who is a Minister

For a retiring Territory Senator who is a Minister, you will be paid Ministerial salary until your commission ceases.

Who can I talk to about my remuneration and any resettlement allowance?

The Department of the Senate is responsible for the payment of your salary, electorate allowance and any resettlement allowance.

M&PS can assist you in relation to private-plated vehicles and residential internet and telephone services. Please contact your Territory Manager for further assistance.

Who can I talk to about my Superannuation?

The Parliamentary Superannuation Team in the Department of Finance is available to give members of the Parliamentary Contributory Superannuation Scheme information on their superannuation.

If you joined Parliament after 9 October 2004 will need to contact your nominated superannuation provider.

What happens to my private-plated vehicle?

Territory Senator not re-elected

If there is any damage to your vehicle, however minor, please ensure that it is repaired now by contacting the sgfleet 24 hours helpdesk on 1800 009 082. In particular, check for any damage to the roof such as hail marks. Often the cost of these repairs is covered by ComCover, and any excess or charges not covered by insurance are invoiced to M&PS.

If you are not re-elected, your Territory Manager will discuss arrangements for your vehicle to be collected or dropped off to ensure that you do not personally incur any lease or fuel costs. Please make sure all keys, fuel cards, car manual and other accessories are left in the vehicle, and that it is returned in a clean, sound, and serviceable condition.

The actions above help avoid additional charges from the fleet provider for unreasonable wear and tear.

Retiring Territory Senator (including a Retiring Territory Senator who is a Minister)

Your State or Territory Manager will discuss arrangements for your vehicle to be collected or dropped off on the day of the dissolution of the House of Representatives to ensure that you do not personally incur any lease costs. All optional extras must be returned with the vehicle including spare keys, fuel cards and accessories. Care should be taken to remove personal effects from the vehicle. Please ensure that the vehicle is returned in a clean, sound, and serviceable condition. These actions help avoid additional charges from the fleet provider for unreasonable wear and tear.

If there is any damage to the vehicle, however minor, please ensure that it is repaired in advance of returning the vehicle (contact the sgfleet 24 hours helpdesk on 1800 009 082).

Can I buy my private-plated vehicle?

Yes, but only if the lease has expired or is due to expire shortly.

If you are considering purchasing your vehicle, please contact the M&PS VIP manager as early as possible on 03 6242 2101 or email MPSVIP@sgfleet.com. Any purchase of a vehicle is a private arrangement between you and the lease provider, with payment made directly to the provider. Please be aware that there may be costs involved with the purchase, such as inspection fees, transfer, registration and duty fees, which must be met at your personal expense.

In the event that you decide to purchase your vehicle and arrangements are not finalised by the end of the lease or

  • for a Territory Senator not re-elected, the day before polling day,
  • for a Retiring Territory Senator, the dissolution of the House of Representatives

the end of your term, you must return the vehicle to M&PS until the sale is finalised. Personal arrangements must be made for vehicle insurance once the purchase is finalised, to take effect from the date of collection.

Fuel cards cannot be used for further purchases and must be returned with the vehicle or given to your Territory Manager.

What happens to my residential internet and telephone services?

If the service account is in your name, no action is required.

If the account is in M&PS’ name, arrangements will be made for the transfer of the account to you from the date of:

  1. the day before polling day for a Territory Senator who is not re-elected.
  2. the dissolution of the House of Representatives for a retiring Territory Senator.

You can discuss these arrangements with your Territory Office.

What effect will the announcement of the Federal election have on my eligibility to claim work expenses?

All public resources (including travel and work expenses) provided under the PBR Act, including by determinations of the Remuneration Tribunal, apply while a person is in receipt of any of the following:

  • base salary
  • Ministerial or office holder’s salary (additional salary by virtue of being a Minister (including a Parliamentary Secretary) or holding a specified office).

This means:

  • for a Territory Senator who is a candidate for re-election in the Senate at the next Federal election but is not re-elected, you will be able to claim expenses for the conduct of your parliamentary business until the day immediately preceding polling day
  • for a retiring Territory Senator who is not a Minister, your eligibility to claim expenses for the conduct of your parliamentary business ceases on the day of the dissolution of the House of Representatives
  • for a retiring Territory Senator who is a Minister, you will eligible to claim expenses for the conduct of your
    • parliamentary duties, electorate duties and party political duties until the day immediately preceding polling day,
    • official duties until the day your commission ceases
Annual Budget for Office Expenses
Can I access the annual budget for office expenses after the election has been called?

Territory Senators Retiring (who are not Ministers)

No. The last date that a retiring Territory Senator  can incur office expenses for their parliamentary business is the dissolution of the House of Representatives. Office expenses incurred after this time are not claimable.

This includes, but is not limited to, printing, communicating and distributing a ‘farewell newsletter’ or similar printed item, purchasing a hard copy or electronic publication, or placing material in printed and electronic publications produced by third parties.

If you have ordered, but not been provided with, any goods or services prior to the dissolution of the House of Representatives you will need to cancel the order or arrange to meet the costs personally. If goods and/or services are received on and from the day after the dissolution of the House of Representatives, the Commonwealth is unable to meet the cost. Invoices provided to Ministerial and Parliamentary Services that relate to such goods and services will be returned/forwarded to you for payment.

Territory Senators Seeking Re-election and Retiring Territory Senators who are Ministers

Yes. The last date that a Territory Senator who contests but is not re-elected or a retiring Territory Senator who is a Minister can incur office expenses for their parliamentary business is the day before polling day. Office expenses incurred after this time are not claimable.

This includes, but is not limited to, printing, communicating and distributing a ‘farewell newsletter’ or similar printed item, purchasing a hard copy or electronic publication, or placing material in printed and electronic publications produced by third parties.

If you have ordered, but not been provided with, any goods or services prior to the day before polling day, you will need to cancel the order or arrange to meet the costs personally. If goods and/or services are received on and from polling day, the Commonwealth is unable to meet the cost. Invoices provided to Ministerial and Parliamentary Services that relate to such goods and services will be returned/forwarded to you for payment.

Can I send out a “farewell” newsletter after the election is called?

Territory Senator not re-elected

Yes - provided that any “farewell” letter or newsletter is printed and distributed prior to the day before polling day.

If you have ordered, but not taken delivery of any printed items at the close of the day before polling day, you will need to cancel the order, if possible. If a final printed product is received on or after the date of the Federal election, the Commonwealth is unable to meet the cost and the invoice will be returned to you for payment.

Retiring Territory Senator

Yes – provided that any “farewell” letter or newsletter is printed and distributed by the day of the dissolution of the House of Representatives. If you have ordered, but not taken delivery of any printed items at the close of the day of the dissolution of the House of Representatives, you will need to cancel the order, if possible. If a final printed product is received on or after the date of the dissolution of the House of Representatives, the Commonwealth is unable to meet the cost and the invoice will be returned to you for payment.

Retiring Territory Senator who is a Minister

Yes – provided that any “farewell” letter or newsletter is printed and distributed prior to the day before polling day.

If you have ordered, but not taken delivery of any printed items at the close of the day before polling day, you will need to cancel the order, if possible. If a final printed product is received on or after the date of the Federal election, the Commonwealth is unable to meet the cost and the invoice will be returned to you for payment.

What should I do with my remaining letterhead and other personalised stationery?

As you are unable to use this stationery, the contracted property service provider can provide secure/confidential bins on request for the disposal of these items.

What should I do with any remaining flags and other nationhood material?

Remaining stocks must remain in the office. Flags and constituent request items are purchased at Commonwealth expense and provided for parliamentary business.

Territory Senator not re-elected

Invoices for flags and other nationhood material ordered after polling day will be forwarded to you for payment.

Retiring Territory Senator

Invoices for flags and other nationhood material ordered after the House of Representatives is dissolved will be forwarded to you for payment.

Retiring Territory Senator who is a Minister

Invoices for flags and other nationhood material ordered after polling day will be forwarded to you for payment.

What should I do with any remaining office stationery and supplies?

Remaining stocks, including toner and printer cartridges and blank paper supplies, must remain in the office (office stationery and supplies are purchased at Commonwealth expense, and are provided for parliamentary business).

Territory Senator not re-elected

Invoices for office stationery and supplies ordered after polling day will be forwarded to you for payment.

Retiring Territory Senator

Invoices for office stationery and supplies ordered after the House of Representatives is dissolved will be forwarded to you for payment.

Retiring Territory Senator who is a Minister

Invoices for office stationery and supplies ordered after polling day will be forwarded to you for payment.

Do I need to cancel the delivery of newspapers and subscription services to electronic publications?

Yes. If you wish to continue receiving any newspapers or maintain subscription services, please arrange to make payment personally.

Territory Senator not re-elected

If you wish to cancel the service, please advise your supplier as soon as possible after polling day.

Retiring Territory Senator

If you wish to cancel the service, please advise your supplier as soon as possible after the House of Representatives is dissolved.

Retiring Territory Senator who is a Minister

If you wish to cancel the service, please advise your supplier as soon as possible after polling day.

What happens to my Australia Post account and to the funds on my postage meter?

The Australia Post account is a personal arrangement, and if you wish to close this account you should contact Australia Post directly.

Territory Senator not re-elected

Access to funds available on your postage meter will be removed on the day before polling day.

Retiring Territory Senator

Access to funds available on your postage meter will be removed on the day of dissolution of the House of Representatives.

Retiring Territory Senator who is a Minister

Access to funds available on your postage meter will be removed on the day before polling day.

Can I keep my PO Box number?

No. The PO Box number will be retained by M&PS. For a Territory Senator who is not re-elected, and for a retiring Territory Senator who is a Minister, this will occur from polling day. For a Retiring Territory Senator, this will occur from dissolution of the House of Representatives.

If you wish to have your mail redirected, you will need to make arrangements directly with Australia Post at your own expense.

Do I need to close my Commonwealth-funded website?

Yes. For a Territory Senator who is not re-elected, and for a retiring Territory Senator who is a Minister, this should be closed as soon as practical from polling day. For a Retiring Territory Senator, should be closed as soon as practical from dissolution of the House of Representatives.

Can I produce postal vote applications and reply-paid envelopes from my annual budget for office expenses?

Territory Senators Seeking Re-election and Retiring Territory Senators who are Ministers

Yes– provided you distribute the postal vote applications and reply-paid envelopes to meet the AEC’s deadline for receipt of a postal vote application. You must take into account your obligations under the Parliamentary Business Resources Act 2017, including that expenses incurred are for the dominant purpose of conducting your parliamentary business and achieve value for money. You are also personally responsible and accountable for the use of your annual budget for office expenses and you must be prepared to publicly justify any expenditure.

There is no prescribed limit on the number of postal vote applications (PVA) and reply paid envelopes for PVAs that may be printed and distributed using your annual budget for office expenses. However, in determining an appropriate number of PVAs to be printed, it would be appropriate for you to consider the number of enrolled voters in your electorate.

Information on the number of enrolled voters is available from the Australian Electoral Commission.

It is expected that the delivery address for a reply paid envelope for PVAs would be your electorate office, Parliament House office, capital city office or Post Office BoxIt is also expected that you conform to the restrictions that apply to the timing and distribution of PVAs to electors as set out in the AEC’s guidelines for the reproduction of postal vote Applications.

The Parliamentary Business Resources Regulations 2017 prohibits the use of the annual budget for office expenses to pay for postage stamps or stamped envelopes, other than those provided by a Department of the Parliament established under the Parliamentary Service Act 1999.

What if the form of postal vote applications (PVA), as gazetted by the Australian Electoral Commission (AEC), changes after I produce my PVAs - can I still claim the cost from my annual budget for office expenses?

Territory Senators Seeking Re-election and Retiring Territory Senators who are Ministers

Yes. However, you will still need to comply with the requirements of the Commonwealth Electoral Act 1918.

For further information please refer to the AEC’s guidelines for the reproduction of postal vote Applications.

Office Accommodation and Resources
What do I need to do in my electorate office?

Your Territory Manager can provide assistance with relocating effects (other than Commonwealth-owned items) from the electorate office and general advice on vacating the office. Boxes can be provided for you to pack effects, and a one-off removal of your items and papers to your private residence (or other place) can be arranged. You will need to meet costs of insurance of personal items, including during transit.

It is recommended that you commence clearing your office as early as practical to ensure it is handed over to M&PS in good condition.

The contracted property services provider can provide additional general rubbish/recycling bins and secure/confidential bins for this purpose. An office handover and stock-take will be conducted by M&PS prior to your retirement. All Commonwealth owned assets that may be off-site, including cameras and digital/video equipment, must be returned to the office.

As office stationery and supplies, minor office equipment and accessories for ICT are purchased at Commonwealth expense, and are provided for parliamentary business, items must remain in the office.

During the office handover, all keys to the electorate office, PO Box (if applicable) and security passes must be returned to M&PS.

Please contact the Department of Parliamentary Services, 2020 Service Desk regarding the return of Commonwealth-funded mobile ICT equipment (other than any equipment directly leased or hired by you). These items may also be provided to M&PS at the handover for return to DPS.

You should ensure procedures for clearing out the office do not introduce risks to the health and safety of employees or volunteers, particularly with regard to manual handling.

What do I need to do in my Parliament House office?

You can contact the Department of the Senate regarding the removal of your items from your Parliament House office.

Which records should be kept and/or destroyed?

The National Archives of Australia (NAA) provides advice to Senators and Members on the preservation, storage and disposal of records.

When do I need to vacate my electorate office?

A Territory Senator who is not re-elected and a retiring Territory Senator who is a Minister must vacate their electorate office as soon as practical on or after polling day.

Prior to that date, you should ensure that all affairs have been finalised, including removal of records and personal effects.

A retiring Territory Senator must vacate their electorate office as soon as practical on or after dissolution of the House of Representatives.

Prior to that date, you should ensure that all affairs have been finalised, including removal of records and personal effects.

When do I need to vacate my ministerial or senior office holder office?

You need to vacate the office provided to you as a Minister or senior office holder (where relevant) at, or as soon as practical after, the time that your commission ceases or you cease to hold that office.

ICT Equipment

All queries regarding Commonwealth-funded office and mobile ICT equipment should be directed to the Department of Parliamentary Services, 2020 Service Desk.

Employees
Do my employees cease employment at the same time that I cease to be a Senator?

For electorate employees of a retiring or defeated Territory Senator (other than Senators who also hold an office), the following arrangements apply:

Employment Category Employment
Ongoing employees Until the declaration of the poll.
Non-ongoing employees Employment will cease at the earlier of:
  • the end of their current employment agreement, or
  • the declaration of the poll.
Casual employees Employment will cease at the earlier of:
  • the end of a working day prior to a business day on which the employee does not work, or
  • the end of their current employment agreement, or
  • the declaration of the poll.

During this period, employees may assist you to finalise your affairs in the electorate office.

For personal employees or employees of a Senator who also holds an office, M&PS will write to employees separately regarding their individual circumstances.

For further information, please contact the Staff Help Desk or view the information available in the MOP(S) Act Employees Q&As.

Can I direct my staff to travel after the expiration of my term?

No. Staff travel must be completed on or before the date your term expires.

An employee of a Territory Senator may seek approval to travel between polling day and the declaration of the poll in limited and special circumstances (for example, to assist with the packing up of the Parliament House office).

Approval is required from your Advice and Support Director prior to travel taking place.

Can I employ relief or other staff after the expiration of my term to help with packing up the office?

/node/32No. Once your term as a Senator has expired, you are no longer able to employ staff under the Members of Parliament (Staff) Act 1984.

For Territory Senators whose staff continue until the declaration of the poll, you are unable to engage new staff or make changes to arrangements for existing staff from polling day. Only staff who were engaged and commenced with you prior to polling day may assist with packing up the office.

Last updated: 09 December 2019