RELOCATION POLICY
1. General
The University will reimburse eligible employees reasonable costs incurred on appointment in respect of any relocation which is necessary and required.
2. Eligibility and Conditions
The scheme will apply to members of staff who are appointed to the University and whose relocation is accepted as a necessary and reasonable requirement.
A member of staff must seek prior written confirmation from the Director of Human Resources that a move is necessary and reasonable. If prior written agreement is not obtained, the University will not be obliged to make any reimbursements. The Director of Human Resources may consult as required with the relevant Head of Department and / or SMT Member on the reasonableness / necessity for a move.
For a move to be accepted as ‘necessary and / or reasonable’ this will mean that the member of staff’s current residence is in excess of 90 minutes travelling time or a minimum of 40 miles from their main campus base.
Unless there are exceptional reasons for a delay, to remain eligible for reimbursement of relocation expenses, a move of residence must take place within one year of appointment to the University. If circumstances require an extension, the member of staff must seek an extension to the twelve month time limit from the Director of Human Resources.
Employees will only be eligible for reimbursement where it is clear that they provide the home and have initiated the change of location. In the event of more than one new employee making the same move (e.g. if a husband and wife are both appointed to work at the University) only one employee may claim for removal expenses.
The Director of Human Resources will make decisions as to eligibility. Any appeal will be to the Strategic Director (Resources) whose decision will be final.
Please also see guidelines from the HMRC on Expenses and Allowances.
3. Admissible Expenses for Relocation within the UK
Where a staff member qualifies for a relocation allowance, and where this has been offered as part of the appointment process, the maximum an individual can normally claim is £3,500. The allowance may be claimed against the full or partial costs of the following:
For buyers –
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Against receipted expenses for removal (provided three competitive quotations are obtained and the lowest accepted)
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Against receipted expenses in relation to legal fees, estate agent fees and storage expenses
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Against temporary accommodation costs up to a maximum of £1,000
For renters –
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Against receipted expenses for removal (provided three competitive quotations are obtained and the lowest accepted)
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Against receipted expenses in relation to legal fees and storage expenses
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Up to a maximum of £1,000 of the allowance may be used to support the provision of rented accommodation either for monthly rental or a deposit – receipts must be provided
4. Admissible Expenses for Relocation from outside of the UK but within Europe
Relocation costs may be reimbursed as above (3) but in addition, a payment of up to £1,000 may also be made to assist with ongoing travel and other expenses to assist effective re-settlement from the country of origin. These additional expenses may be claimed up to two years after appointment.
5. Admissible Expenses for Relocation from outside of Europe
Relocation costs may be reimbursed as above (3) but in addition a payment of up to £2,000 may also be made to assist with ongoing travel and other expenses to assist effective re-settlement from the country of origin. These additional expenses may be claimed up to three years after appointment.
6. Authorisation for Payment of Expenses
Claims for repayment of expenses incurred must be made on the form for the repayment of relocation expenses, a copy of which is attached. Copies of this form may be obtained from the Human Resources Department if required.
Payments will be authorised by the Director of Human Resources or the Strategic Director (Resources) on production of relevant invoices.
7. Audit
Payment may be refused in whole or in part if invoices are inadequate or are not supplied.
8. Repayment Penalty
Employees who accept removal expenses and who then leave the employment of the University within a period of three years from their date of employment will be liable to re-pay expenses received. This will be calculated in proportion to that part of the three years, which the employee has not served. This clause is regarded as being incorporated as an express part of the contract of employment and is therefore legally binding.
9. Expenses Arising from Interview
Reasonable travel expenses from the Port of Entry to the UK will be paid to candidates who accept appointments with Canterbury Christ Church University. Expenses reimbursed will be based on an equivalent journey made by UK second-class rail.
Where candidates incur travel expenses for interviews conducted by an authorised representative of the University operating outside of the UK, expenses may be reimbursed to a maximum of £200, subject to appropriate invoices being provided.
10. Review
The financial amounts set out in this document will next be reviewed in September 2013.
Human Resources Department
Last Updated: January 2011
