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Secondment Agreement

The University of Queensland standard Secondment Agreement

Can I use this template Secondment Agreement?

This Secondment Agreement may only be prepared by UQ Human Resources (“HR”) staff. If you are unsure of who the relevant HR staff member to assist you is, please contact HR Reception on 52055.

This agreement is for use where an employee is seconded to work in another organisation. In a Secondment the Secondee will work under the direction of the organisation, as if the Secondee were an employee. If the employee is to be directed by its employer in the performance of the work, a Consultancy Agreement is more appropriate. In a Secondment, the fees are generally charged at an agreed hourly, daily or weekly rate. The fee is not to be linked to a deliverable.

The University has two Standard Secondment Agreements:

  • An agreement for the Secondment of personnel from UQ; and
  • An agreement for the Secondment of personnel to UQ.

The agreements consist of:

  • Secondment Letter; and
  • General Conditions.

You must enter into the Secondment Agreement BEFORE the Secondment commences.

Please read the Conditions of Use below for information on when it is appropriate to use this agreement and how to prepare it. If the below Conditions of Use are followed and no changes are made to the standard terms and conditions, the delegate set out in clause 6.3 of PPL 1.10.03 (Contract Delegations) having regard to the relevant bands in PPL 1.10.02 (Financial Delegations) is authorised to sign the agreement on behalf of the University.

Conditions of Use

  • The Secondment must be approved by the relevant Executive Dean, Director of Institute or Director of Organisational Unit;
  • The Secondment Agreement must be prepared by a member of UQ HR staff;
  • The Secondment does not involve research work or clinical trials (please contact RRTD for these agreements);
  • No amendments have been made to the General Conditions for Secondment;
  • Additional terms have not been added to the Secondment Letter;
  • The Secondment Letter has been completed, including the payment details and details of the Secondee;
  • No students are involved in the Secondment;
  • You have used the latest version of the Secondment Letter downloaded from the Legal Office website each time;
  • You have obtained any relevant UQ approvals to enter into this Secondment Agreement;
  • No conflicts of interest are involved;
  • You have complied with UQ’s policies and procedures;
  • You have complied with UQ’s Purchasing Policy. If you have any queries in relation to compliance with this policy please contact the Procurement and Payables Manager, Finance and Business Services;
  • Depending on the potential risks involved, you may be required to have performed a risk assessment in relation to the Secondment. If you have any queries in relation to a risk assessment please contact the Enterprise Risk Unit. If the Secondment involves a high risk you must contact the Legal Office;
  • Where the Secondment is of a UQ employee, the employee has agreed to the Secondment.

When to contact Legal Services

Please contact the Legal Office in the following circumstances:

  • If any of the Conditions of Use set out above cannot be met;
  • If you require any amendment to the General Conditions for Secondment;
  • If the fee payable (exclusive of GST) is over the delegation limit of the School/Faculty/Institute level delegate having regard to clause 6.3 of PPL 1.10.03 (Contract Delegations) and the relevant bands in PPL 1.10.02 (Financial Delegations), the agreement needs to be signed by the Chief Operating Officer following review by the Legal Office; or
  • If you have any queries in relation to the putting together the Secondment Agreement.

Steps when using the Secondment Agreement

There are a number of options for you to consider when you are putting together a Secondment Agreement. Please follow this process:

  1. Select the appropriate Secondment Letter.
  2. Complete the details of the Secondment Letter.

    The details you need to complete are enclosed by square brackets [ ].

    It is important to correctly identify the other party involved. You need to obtain a full company name (if there is one) and an ABN (Australian Business Number). To ensure the correct details have been provided to you by the other party please confirm the ABN by using the ABN Lookup service.

    Insert the agreed fee for the Secondment. This must be a fee paid per hour, day or week. It must not be a fee linked to deliverables.

    Insert the name of the appropriate signatory and his/her title. Please check the Delegations Schedule to ensure the signatory has delegated authority to sign.

  3. There is no need to include a copy of the General Conditions as these are located on the Legal Office website.
  4. The letter needs to be printed on the Delegate’s UQ letterhead (which must include UQ’s ABN 63 942 912 684) and be signed by the appropriate signatory. Please have two copies of the letter signed, so that both parties can keep an original copy.
  5. Once the letter is posted you need to ensure you receive a signed copy back from the other party. Keep following them up until this is received.
  6. Upon receipt of a Secondment Letter signed by both parties, keep a copy for your records and send the original signed copy to Central Registry, Levels 3 and 4, Seddon Buildings (St Lucia). Please print a copy of the General Conditions to be kept with the Secondment Letter on your file and the Central Registry file as well.