FIFO Roster and Travel Guide

FIFO Roster and Travel Guide

Document Version: 3.2
Last Updated: March 2024
Owner: Danielle Keenan, Head of People & Community
Review Date: September 2024

Overview

This guide covers essential information for all Fly-In Fly-Out (FIFO) employees working at IronVale Resources' mine sites. Whether you're heading to our Pilbara East iron ore operation or the Goldfields lithium project, this document will help you navigate roster patterns, travel arrangements, accommodation, and expense claims.

Important: With the upcoming lithium project commissioning, some processes are still being finalized. Updates will be communicated via email and posted to the employee portal.

Roster Patterns

Standard FIFO Rosters

IronVale operates two primary roster patterns across our sites:

2/1 Roster (Two weeks on, one week off)

  • Work Period: 14 consecutive days
  • Break Period: 7 days off
  • Shift Pattern: 12-hour shifts (day or night swing)
  • Total Annual Leave: 17.3 weeks
  • Sites: Pilbara East (most positions), Goldfields lithium project

8/6 Roster (Eight days on, six days off)

  • Work Period: 8 consecutive days
  • Break Period: 6 days off
  • Shift Pattern: 12-hour shifts
  • Total Annual Leave: 14.6 weeks
  • Sites: Primarily Pilbara East specialist roles, some Goldfields positions

Roster Changeover Days

Pilbara East: Changeover occurs on Sundays, with flights typically departing Perth at 0630hrs and 1430hrs.

Goldfields: Changeover on Saturdays due to charter flight scheduling. Single daily service departing Perth at 0800hrs.

Note: The autonomous haulage trial at Pilbara East has created some flexibility in traditional roster patterns for technology specialists. Contact Brooke Lawson (Health, Safety & Emergency Manager) if your role requires modified arrangements.

Flight Arrangements

Booking Process

  1. Automatic Booking: Most FIFO employees have pre-arranged flights booked by our travel partner, Corporate Travel Solutions
  2. Flight Confirmation: Check your email 48 hours before travel for e-ticket details
  3. Changes Required: Contact People & Community team minimum 24 hours notice (emergencies excepted)
  4. Missed Flights: Immediately contact 24/7 travel hotline: 1800 555 IRON (4766)

Flight Details

Pilbara East Route

  • Carrier: Skippers Aviation (charter service)
  • Aircraft: Fokker 100 (98 passengers)
  • Flight Time: 1 hour 45 minutes
  • Departure Terminal: Perth T1 General Aviation
  • Baggage Allowance: 20kg checked, 7kg carry-on
  • Restricted Items: Standard CASA regulations plus site-specific restrictions (see Site Induction Manual)

Goldfields Route

  • Carrier: Regional Express (REX)
  • Aircraft: Saab 340B (34 passengers)
  • Flight Time: 1 hour 15 minutes
  • Departure Terminal: Perth T2 Domestic
  • Baggage Allowance: 23kg checked, 7kg carry-on

Perth Airport Parking

Long-term parking is provided at no cost:

  • Pilbara East: Park 'n Fly - West (shuttle to T1 GA)
  • Goldfields: Park 'n Fly - East (shuttle to T2)
  • Booking Reference: Use employee ID number
  • Maximum Stay: 21 days (contact People & Community for extensions)

Site Accommodation

Pilbara East Village

Our 280-person accommodation village features:

  • Room Type: Single occupancy ensuite rooms
  • Facilities: Air conditioning, TV, mini-fridge, tea/coffee station, Wi-Fi
  • Common Areas: Gymnasium, recreation room with pool tables, outdoor BBQ area, library
  • Laundry: Complimentary service - drop off at village office by 0800hrs for same-day return
  • Meals: Three meals daily in main dining hall, 24/7 smoko room

Room Allocation: Rooms are pre-assigned based on roster group. Day shift workers are housed in quieter blocks away from night shift areas.

Goldfields Accommodation

Current Status: We're utilizing the Mt Magnet Roadhouse accommodation (18km from site) while our permanent village is under construction.

  • Room Type: Motel-style units, single occupancy
  • Transport: Daily shuttle service to/from site (0630, 1830, and 2200hrs)
  • Meals: Breakfast and dinner at roadhouse, site-served lunch
  • Completion: New village expected completion November 2024

Note: Some senior staff may be accommodated in Kalgoorlie (fly-in daily via helicopter) depending on project requirements.

Perth Office Arrangements

Many FIFO employees maintain connections with our Perth headquarters at 127 St Georges Terrace.

Desk Booking System

  • Hot Desks: Available Level 14 (operations personnel)
  • Booking: Via MS Teams "Workspace Booking" app
  • Advance Notice: Minimum 24 hours
  • Duration: Maximum 3 consecutive days during break periods

Perth Facilities Access

  • Security Card: FIFO employees receive Level 2 access (lift, common areas, assigned floor)
  • Parking: Limited basement parking available (book via facilities@ironvale.com.au)
  • Visitor WiFi: Network "IronVale-Visitor" / Password: "PilbaraStrong2024"

Meeting Room Bookings

Contact Karen Whitfield's EA for access to boardrooms during break periods. Popular for project debriefs and training sessions.

Travel Expense Claims

Eligible Expenses

Pre-Approved Expenses: - Taxi to/from Perth Airport (up to $65 each way from metropolitan area) - Airport parking fees (if using personal vehicle instead of provided parking) - Meal allowances during travel delays exceeding 2 hours

Prior Approval Required: - Accommodation if flights cancelled (coordinate with 24/7 travel hotline first) - Alternative transport due to missed connections - Medical expenses during travel

Claiming Process

  1. Submit Within: 30 days of expense incurrence
  2. System: Oracle Expense Management (accessible via employee portal)
  3. Receipts: Digital copies required for all claims over $10
  4. Approval: Direct supervisor + Tom Gallagher (CFO) for amounts >$500

Common Claim Issues

Based on recent audit feedback:

  • Incorrect GST Treatment: Airport parking is GST-inclusive, taxi fares vary by operator
  • Missing Receipts: Photograph receipts immediately - thermal paper fades quickly
  • Personal vs Business: Claims for family farewells at airport are not reimbursable
  • Timing: Claims submitted >30 days require CFO approval regardless of amount

Emergency Procedures

Medical Emergencies During Travel

  1. At Perth Airport: Contact airport medical services immediately
  2. During Flight: Notify cabin crew - both charter services carry medical kits
  3. On Arrival: Report to site medic before commencing duties

Critical: Ensure emergency contact details are current in HR system. Recent incidents highlight importance of accurate next-of-kin information.

Weather Delays

Pilbara East: Cyclone season (November-April) occasionally disrupts services Goldfields: Dust storms and severe weather can impact regional flights

Procedure: 1. Travel partner will contact you directly via SMS 2. Backup accommodation arranged automatically for delays >4 hours
3. Site supervisors notified of delayed arrivals 4. Additional meal allowances apply for delays exceeding 6 hours

Technology and Equipment Transport

Laptop and IT Equipment

  • Carry-On Only: All company laptops and tablets must be carried, not checked
  • Backup Power: Portable chargers recommended due to limited power availability on charter flights
  • Site Network: Both sites have enterprise-grade Wi-Fi, VPN not required for internal systems

Personal Equipment for Site

Permitted Items: - Personal laptop/tablet (register with IT Security) - Gaming console (for accommodation use) - Personal protective equipment (if compliant with site standards)

Prohibited Items: - Laser pointers (interference with autonomous equipment) - Drone equipment (restricted airspace) - External hard drives without encryption

Contact Information

Key Personnel

  • Danielle Keenan (Head of People & Community): d.keenan@ironvale.com.au | 08 9123 4567
  • Brooke Lawson (Health, Safety & Emergency): b.lawson@ironvale.com.au | 08 9123 4589
  • Pete Drummond (Site Manager - Pilbara East): p.drummond@ironvale.com.au | Site Radio Ch.1

24/7 Support Numbers

  • Travel Emergencies: 1800 555 IRON (4766)
  • Medical Emergencies: Site radio Ch.9 or 000
  • IT Support: 1800 IRONIT (476648)

Office Hours Support

  • People & Community: Monday-Friday 0800-1700 | people@ironvale.com.au
  • Finance/Expenses: Monday-Thursday 0800-1630 | finance@ironvale.com.au

Document History: - v3.2 (Mar 2024): Added Goldfields accommodation updates, autonomous equipment restrictions - v3.1 (Dec 2023): Revised expense claim procedures following audit recommendations
- v3.0 (Sep 2023): Major update incorporating Goldfields lithium project information

Feedback: Send suggestions or corrections to people@ironvale.com.au with subject line "FIFO Guide Feedback"