Ad Hoc Training Requests

Ad hoc training reimbursements are for one off short courses, workshops, seminars or conferences held within Australia that are relevant to your professional development needs.

The training must:

• not already be offered through the PWSS Academy;
• be related to your duties, tasks and responsibilities;
• provide value for money; and
• be supported by your employing parliamentarian.

Process for requesting ad hoc training approval 

Follow these steps to ensure you have all the required information for processing an application.

1. Review the Ad hoc Training Guideline to understand the criteria and suitability
2. Download the Ad hoc approval template
3. The template should open a word document, copy this content into a new email
4. Complete the missing with your information
5. Send the completed template to your parliamentarian or authorised officer for their approval
6. Once you receive their written approval, save a copy of the email as an attachment
7. Complete the Ad hoc application form
8. Attach the email to your application
9. Once you submit the form the PWSS Training team will process your application accordingly. We appreciate your patience as this may take a couple of business days. 

If you identify training for your office, you may be eligible to seek reimbursement under ad hoc training for group training. You can complete an application on behalf of your office or team through the online application form.

Please contact the PWSS Training team to explore training options and suitable courses. Before you enrol or pay any course fees, you must seek approval in advance. Reimbursements will not be made for courses not approved.

Ad Hoc Training reimbursements

Reimbursement of approved ad hoc training costs will be made when relevant invoices and receipts are provided to the PWSS. Alternatively, arrangements may be made with the PWSS to pay service providers directly. 

Travel costs incurred separately to those included in a training package (individual or facilitator) will not be covered under ad hoc training reimbursements. You will need to process as an additional office trip for training. 

To claim reimbursement, you must provide the following:

• Proof of attendance (certificate from training provider, attendance sheet, or confirmation from authorised officer of the employee’s attendance)
• Tax invoice
• Proof of payment
• Confirmation of the individual to be reimbursed
• List of attendees for group/office based courses.

Application to attend Ad Hoc Training

Submission requirements

The application to attend ad hoc training form is to be used to gain approval to attend ad hoc training or professional development at Commonwealth expense.

All ad hoc training development or personal development opportunities for MOP(S) Act employees (both personal and electorate) will be considered.

Please note:

• An application to attend ad hoc training should be submitted at least 2 weeks prior to the commencement of the ad hoc training.
• Final approval rests with PWSS and approval should be provided by PWSS prior to ad hoc training commencing.

For more information regarding ad hoc training, please refer to the Commonwealth Members of Parliament Staff Enterprise Agreement 2024-27 and the Ad Hoc Training Guidelines. 

Supporting documentation

To ensure there is no delay to reviewing your ad hoc application, please attach the below supporting documentation to your application form:

• Ensure you seek approval of your application for ad hoc training via the approval email template from your parliamentarian or authorised person within the office and attach this to your application. The approval email must include confirmation from the employer that:
  • This training has relevance to the work in the office.
  • This training provides a genuine development opportunity for the Employee.
  • The attendance at this training represents value for money.
• Attach ad hoc training details i.e. confirmation of enrolment, quote for ad hoc training, PDF flyer with details etc.

Mode of submission

Please complete the application to attend ad hoc training web form and attach supporting documentation outlined above. Your application will be forwarded to the PWSS Academy team for review.