RELOCATION EXPENSES POLICY

Transcription

1 RELOCATIO EXPESES POLICY 1. Introduction This document outlines the financial support the University of Suffolk may make available to help newly appointed staff needing to relocate their home in order to take up their post with us. 2. Eligibility These arrangements apply to staff taking up a new appointment, where that appointment is permanent or for a fixed term period of at least three years. In addition, there may be occasions when the re-appointment of an existing staff member will necessitate relocation of their permanent home; in these circumstances existing University of Suffolk staff may be eligible to receive relocation expenses. Reimbursement of relocation expenses will only be made to eligible staff, if: His/her existing home is more than 25 miles from their new base for employment; and His/her new home is within 25 miles of the new base for employment; and His/her new home is at least 10 miles nearer to their new base for employment. In the event of two members of a single household each taking up appointments with us at or around the same time, the arrangements set out herein will only apply once. 3. Approval All claims are subject to the approval of the Director of Human Resources. Claims must be submitted via a Staff Expenses claim form together with original receipts and, where appropriate, estimates. Claimants uncertain about the arrangements set out herein, or whose circumstances may necessitate alternative arrangements, should contact the Director of HR to discuss their needs prior to incurring expenses. 4. Allowable Expenses The following expenses may be claimed: Relocation Expenses Policy 1

2 The cost of removing furniture and household effects to temporary accommodation (including insurance in transit), based on the lowest of three estimates; The cost of removing furniture and household effects to permanent accommodation (including insurance in transit), based on the lowest of three estimates; The cost of temporary accommodation for up to 3 months while seeking more permanent housing in the area; The cost of storage of furniture and household effects for up to 3 months; The cost of up to four return journeys (and overnight hotel accommodation) from the existing base to the new base, for the purposes of house hunting, house move and/or orientation to the new area. These journeys may be undertaken by the staff member and/or their family. Mileage expenses will be refunded at the current HMRC rate. Where possible the cheapest mode of transport should be selected. Staff moving from abroad to take up employment with the University of Suffolk may claim for expenses incurred within the EC only. Where travel necessitates rail travel or flights, these should be economy class and timed to achieve best value, as far as is reasonably possible. Reimbursement will apply to expenditure incurred within the first 12 months of commencement of the relevant appointment. Exceptionally, this period may be extended by a further six months, subject to the prior written agreement of the Director of HR. 5. Maximum Entitlement Payments made to eligible staff will be subject to an overall cash limit of 12.5% of gross salary (as at the time of starting). 6. Recovery Claimants who leave their employment voluntarily within three years of the relevant appointment date shall be required to reimburse monies received through these arrangements as follows: During the first year repayment in full During the second year repayment at 50% During the third year repayment at 25% 7. Tax & ational Insurance At time of writing, the benefits set out above are paid free of tax and ational Insurance because they are within the provisions prescribed by the Inland Revenue. Should these exemptions change, recipients will be responsible for any emerging tax and/or I obligations. Director of HR Relocation Expenses Policy 2

3 University of Suffolk Equality Impact Assessment Initial Screening Form Please complete this form in conjunction with the Initial Screening Guidance otes Directorate: Policy/Procedure Title: Human Resources Relocation Expenses Policy ame of the manager responsible for this assessment: ame(s) of any other people involved in this assessment: Claire Flude Date of assessment: 22 nd May 2014 Is this new or existing? Existing Section 1: Purpose 1. What is the purpose of the policy? To outline the financial support UCS makes available to help newly appointed staff needing to relocate their home in order to take up their post with UCS 2. Does the policy, procedure or process involve, or have consequences for, the people univeristy serves and employs? o If no, there is no need to answer any further questions. Yes please give details: UCS staff who meet the eligibility criteria Section 2: Impact 3. How is the policy seeking to achieve its purpose? By detailing the support and process available for all UCS eligible staff needing to relocate their home in order to take up their post with UCS 4. Does the policy require decisions to be made in relation to individuals or groups of individuals? Yes please give details below o Decisions will be made by eligible employees in conjunction with Human Resources. Director of HR to make exceptional decisions if required Relocation Expenses Policy 3

4 5. What is the decision-making process and is it fair and transparent? Eligible employees to make decisions regarding claiming for reimbursement of relocation expenses. General and exceptional decisions to be made by Director of HR regarding approval of claimed relocation expenses 6. Please give details of what equality training is/will be provided for decision makers? All managers and all members of the HR Team are required to complete an online equality and diversity training programme. 7. What are any associated aims attached to the policy? This policy has links with the following policy: Recruitment and Selection 8. Are there any external considerations? (legislation/government directive etc) 9. Who are the stakeholders and what are their interests? Tax and ational Insurance exemptions prescribed by the Inland Revenue All eligible UCS staff, to assist with taking up roles within UCS 10. To summarise, what outcomes do we want to achieve and for whom? A clear and fair process for claiming and the reimbursement of relocation expenses Section 3 - Data 11. Identify any baseline data available about the impact of this policy in relation to equality groups (e.g. monitoring data, student/staff surveys, complaints, comments, research, outcomes of review, feedback from previous consultations, known inequalities). o current baseline data collected, although HR team monitor and maintain spreadsheets of staff claiming relocation expenses. HR Team could monitor the take up of relocation expenses to see who does / does not claim, to identify any impact in relation to equality groups Section 4: Impact on students, staff and the wider community 12. Is the Policy likely to have negative Y/ Type of impact, reason and any evidence e.g. by changing the policy or the way in which it is Relocation Expenses Policy 4

5 consequences/inequalities or positive impact on grounds of: implemented or marketed Disability Gender Race/ethnic origin Religion/Belief Sexual Orientation Age Transgender Marriage and civil partnership Pregnancy and Maternity (employment only) Could other socio-economic groups be affected e.g. carers, ex-offenders, low incomes? Section 5: Opportunities for positive action 13. What steps have been taken to positively promote equality on grounds of: Disability Gender Race/ethnic origin Religion/Belief Relocation Expenses Policy 5

6 Sexual Orientation Age Transgender Marriage and civil partnership Pregnancy and Maternity (employment only) Could other socio-economic groups be affected e.g. carers, ex-offenders, low incomes? Section 6: Outcomes 14. As a result of this assessment, have you identified any opportunities to improve the inclusivity of this policy? If so, what are they? 15. Do you consider this policy should be the subject of a more detailed Impact Assessment? 16. What is your rationale for this outcome?. Yes please give details below o HR to research and report on reasons for non take up of relocation policy for eligible staff Yes or o o negative impact identified at this stage 17. Do you plan to revisit this assessment? If so, when? Policies should be equality impact assessed every 3-5 years. 3 5 years Relocation Expenses Policy 6