State Senator

Cessation of remuneration and work expenses

If you resign your seat outside an election period, you will be provided remuneration (which includes salary, electorate allowance, the provision of a private-plated vehicle and residential internet and telephone services) and, can incur work expenses (including use of your electorate office and office resources) for the dominant purpose of your parliamentary business until the end of the day your resignation takes effect, unless you are a Minister or the President of the Senate (see further below). Work 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 by the day your resignation takes effect, you will need to cancel the order or arrange to meet the costs personally. If goods and/or services are received after the day your resignation took effect, 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.

If you are a Minister or the President of the Senate

If you remain a Minister or the President of the Senate beyond the day your resignation as a Senator takes effect, you will continue to receive your Ministerial or office holder salary until the end of the day you cease to be a Minister or the President of the Senate. Your base salary, electorate allowance, private-plated vehicle and access to work expenses provided to you as a senator ceases at the end of the day your resignation takes effect. You may continue to use your offices and office resources for your parliamentary business as follows:

Australia Post account

Your Australia Post account is a personal arrangement. If you wish to close this account you should contact Australia Post directly.

Canberra-based self-drive vehicles

You are required to return your Commonwealth-based vehicle to MaPS, or an authorised agent on or prior to the day your resignation takes effect. Alternatively, you may purchase the vehicle from sgfleet if the lease has expired or is due to expire shortly.

Directing employees

Your employees cannot be directed to undertake duties in support of any other parliamentarian.

Electorate office/s

You should vacate your electorate office as soon as practical after your resignation as a senator comes into effect. After that date, you may access the office as agreed by your MaPS state or territory manager to finalise your affairs, including any outstanding packing and removal of records and personal effects.

Your MaPS state or territory manager can provide assistance with relocating effects (other than Commonwealth-owned items) from your electorate office and general advice on vacating the office. Boxes can be provided for you to pack, 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 MaPS 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 stocktake will be conducted by MaPS. All Commonwealth-owned assets that may be off-site, including cameras and digital/video equipment, must be returned to the office.

All items paid for by the Commonwealth (whether from your office expenses budget, or provided to you directly with your office) must remain in the office. This includes office stationery and supplies, minor office equipment and accessories for ICT.

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

Please contact the Department of Parliamentary Services (DPS) 2020 Service Desk regarding the return of Commonwealth-provided ICT equipment. These items may also be provided to MaPS 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. The workplace inspection checklist (see related resources) contains a number of considerations for manual handling.

Employment powers

On the day you resign, you and your Authorised Officer cease to have employment powers. During the deferral of termination period, your employees remain on duty and may assist you with packing up your office. See Termination of your employee’s employment arrangements to see the deferral of termination period which will apply for your staff.

If employees need to travel to Canberra to assist with packing up your Parliament House office or apply for leave, please call or email the MaPS HelpDesk for assistance.

Farewell newsletters

You must ensure that any ’farewell‘ letter or newsletter is printed and distributed on or prior to the day your resignation as a senator takes effect in order to claim costs from your office expenses budget.

Mail redirection

If you wish to have your mail redirected after the dissolution or expiry of the House of Representatives, you will need to make arrangements directly with Australia Post at your own expense.

Ministerial and office holder offices

You should vacate the office provided to you as a Minister or office holder (where relevant) at, or as soon as practical after, the time that you cease to be a Minister or an eligible office holder.

Newspapers and publications

If you wish to continue receiving any newspapers or publications under a subscription service after you leave the Parliament, please arrange to make payment personally with your supplier.

If you wish to cancel the service, please advise your supplier prior to the day your resignation as a senator takes effect.

If you have paid for a subscription service in advance and submitted a claim for that service under the PBR Act, you may be required to repay the cost for the subscription which exceeds the length of your parliamentary term as well as any corresponding penalty loading if the service is not cancelled. The 25 per cent penalty loading applies where more than 28 days have elapsed since the original claim date. MaPS has no discretion to waive the penalty loading.

Personalised stationery

You will be unable to use your letterhead and other personalised stationery after the day your resignation takes effect. The contracted property service provider can provide secure/confidential bins on request for the disposal of these items. When you dispose of any remaining stock, care should be taken to ensure that it cannot be fraudulently used by others.

PO Box

The PO Box associated with your electorate office will be retained by MaPS from the day after your resignation as a senator takes effect.

Postage meter

You will continue to be able to access funds on your electorate office postage meter for the dominant purpose of your parliamentary business until the day your resignation as a senator takes effect. In order to provide continuity of service to constituents until your successor is appointed, please ensure that a balance of up to $500 remains on the postage meter for electorate use by staff. Any remaining funds on your postage meter at the time you cease to be a senator will be retained by the Commonwealth and credited to your office expenses budget.

Private plated vehicles

If there is any damage to your vehicle, however minor, please ensure that it is repaired in advance of returning the vehicle by contacting sgfleet's 24 hour help desk 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 MaPS.

Your MaPS state or territory manager will discuss arrangements for the return of your vehicle as soon as practical after your resignation comes into effect to ensure that you do not personally incur any lease costs.

Alternatively, you may purchase the vehicle from sgfleet if the lease is due to expire within three months.

Records

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

Residential internet and telephone services

If the account for your residential telephone and/or internet services is in your name, no action is required.

If the account is in MaPS’ name, arrangements will be made for the transfer of the account to you. You are responsible for all invoices from the day after your resignation takes effect. You can discuss these arrangements with your MaPS state or territory office .

Salary, electorate allowance and any resettlement allowance

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

Security

Please follow advice on the AFP Stay Secure webpage to ensure the safety of employees, volunteers and visitors at your offices and security of Commonwealth-provided resources.

Software and media monitoring subscription services

You should cancel any media monitoring or software subscription services prior to the day your resignation as a senator takes effect.

If you have purchased a pre-paid subscription for software or media monitoring services and submitted a claim for the service/s under the PBR Act, you may be required to repay the cost for any services which exceed the length of your parliamentary term as well as any corresponding penalty loading if the service is not cancelled. The 25 per cent penalty loading applies where more than 28 days have elapsed since the original claim date. MaPS has no discretion to waive the penalty loading.

Stocks of flags, nationhood material, office stationery and supplies 

All remaining stocks of flags, nationhood materials, office stationery and supplies, including toner and printer cartridges and blank paper, must remain in the office when you vacate it on the day your resignation as a senator takes effect. These items are purchased at Commonwealth expense, are provided for parliamentary business and will be made available to the incoming senator.

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, you will need to contact your nominated superannuation provider.

Termination of employment

Use of your Ministerial or office holder office and office resources 

If you remain a Minister or the President of the Senate after your resignation as a senator takes effect you may continue to use your Ministerial or office holder office until you cease to be a Minister or the President. However, you must ensure you meet your PBR obligations when using your Ministerial or office holder office and office resources (such as equipment and facilities). That is:

• the office and resources must only be used for the dominant purpose of conducting your official duties , and not used for any commercial purpose
• expenses incurred must achieve value for money
• you must comply with any conditions relating to the provision of the office and resources.

Vacating your Parliament House office

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

Websites

You should close your Commonwealth-funded website prior to the day your resignation as a senator takes effect.

If you have paid website hosting or domain name registration in advance and submitted a claim for the service/s under the PBR Act, you may be required to repay the cost for any services which exceed the length of your parliamentary term as well as any corresponding penalty loading if the service is not cancelled. The 25 per cent penalty loading applies where more than 28 days have elapsed since the original claim date. MaPS has no discretion to waive the penalty loading.

Work Health and Safety

In the lead-up to an election, parliamentarians and MOP(S) Act employees may be exposed to, or expose other persons to, a greater range of health and safety risks in the workplace. Parliamentarians must familiarise themselves with the Fatigue Management Policy and information relating to other WHS risks during election periods.

The Parliamentary Workplace Support Service (PWSS) can assist parliamentarians to complete WHS risk assessments and implement appropriate mitigation strategies.