Relocation suppliers
The University has appointed an endorsed supplier panel for the provision of Relocation and Migration services to the University. As such, quotes for standard relocation or migration services are no longer required.
For any purchase within the University where an Approved Endorsed Supplier is in place, the Endorsed Supplier must be used unless a waiver has been granted by the Procurement Board.
Relocation Services
Monash University’s endorsed relocation service provider is:
 Toll Transitions
Procedures for Activating a Relocation Service
Prior to any activation, please refer to the Travel and Removal Costs website for specific relocation policy guidelines and allowances.
To ensure clear instructions are provided to the Relocation Supplier, it is suggested that the following Email to Toll Transitions [word] template be used.
Relocation services may attract FBT, to seek clarification refer toInternational HR at hr-immigration@monash.edu.
Service fees and disbursements
When activating the services of a relocation provider, it is understood that the cost centre will be charged for the agreed service fee and disbursements.
Disbursement costs are based on individual circumstances and as a result are subject to change. Separate approval for these costs will be required.
Toll Transitions will provide a quotation with a summary of the estimated relocation disbursements (e.g.; removal costs, temporary accommodation charges, airfares, etc.), following the assessment of a candidate’s needs.
Relocation Supplier Client Service Team
Each Monash employee will be allocated a dedicated Toll Transitions Client Services Manager (CSM) who will be fully conversant with Monash policy and who will manage all aspects of the relocation. To discuss any relocation planning scenarios, special circumstances please contact the Toll Transition Client Service Manager [word]. Migration Services
Monash University’s endorsed migration service providers are:
 Fragomen
 Hamilton Watts
Procedures for Activating a Migration Service
The University has two Endorsed vendors able to provide migration services. You can choose which provider you wish to use.
- To activate Fragomen, the Email to Fragomen [word] template is to be used with a copy to International HR Group
- To activate Hamilton Watts, the Email to Hamilton Watts [word] template is to be used with a copy to International HR Group.
- Upon receipt of the activation email the selected supplier will:
- commence delivering the requested services within the agreed Monash fee structure;
- contact the nominated individual within 24 business hours; and
- issue an Invoice to the activator for services rendered
- The staff member ordering the services will receive an email confirming receipt of the order. Where necessary, the supplier’s Monash Client Service Manager will contact the staff member to clarify any queries regarding the instructions received.
Service fees
When activating the services of a migration provider, it is understood that the cost centre will be charged for the agreed service fee and disbursements.
Migration Supplier Client Service Team
Each Monash employee will be allocated a dedicated Migration Case Manager who will be fully conversant with Monash policy and will manage all aspects of the immigration process. To discuss any immigration planning scenarios or special circumstances please contact the Monash Migration Case Managers [word].
The Migration Case Manager will discuss the visa options available based on each individual scenario. They will explain any University obligations or required paperwork to support the applications with the individual who activated the services.
Where necessary, the Migration Case Manager will liaise with DIAC to discuss any migration issues that may arise. They will ensure applications are submitted to DIAC in a 'decision ready' format.
For Monash staff on an outbound international assignment refer to the International Staffing and Mobility Policy.
Procedures for submitting a visa application directly to DIAC
In the event that a Monash Faculty/Department submit a visa application directly to DIAC, it is necessary to send a copy of the application being submitted to the International HR Group prior to lodging with DIAC. Visa summary details should be included in the email using the International HR Division Notification email [word] template.
Expectations of Service Providers
Confidentiality
Endorsed suppliers must keep confidential any information concerning the University that they receive as a result of, or in connection with, the provision of services to the University.
Invoices
Invoices will be issued to the staff member ordering the services.
Endorsed Supplier invoices will display the name of the employee who received the support services, the name of the staff member ordering the service, a description of the service provided, the agreed fee and any approved disbursements, and the Monash cost centre.
Any invoicing queries or disputes should initially be discussed with the service provider/s. In the event a resolution is not forthcoming, the matter should be referred to International HR at hr-immigration@monash.edu.
Expected Service Standards
The Endorsed Suppliers are expected to adhere to the University standards when engaged to provide the agreed scope of services.
For queries regarding the agreed service levels contact International HR at hr-immigration@monash.edu.
Any service related queries or disputes should initially be discussed with the service provider/s nominated Corporate Account Manager [word]. In the event a resolution is not forthcoming, the matter should be escalated to International HR at hr-immigration@monash.edu.
Note: Should the Government charges or disbursements vary, the migration suppliers will advise the Monash representative who activated the services accordingly.
Related Procedures
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