NHS Commissioning Board DOCUMENT STATUS: Version 1.1 DOCUMENT RATIFIED BY: DATE ISSUED: 2012 DATE TO BE April 2013 REVIEWED: Amendment History: NHS Commissioning Board: Version Date Amendment History Relocation Policy Reviewers: This document has been reviewed by: Name Title / Responsibility Date Version Approvals: Staff Side and the Remuneration Committee have approved this document. NB. The version of the policy posted on the intranet must be a PDF copy of the signed approved version. Document Status: This is a controlled document. Whilst this document may be printed, the electronic version posted on the intranet is the controlled copy. Any printed copies of the document are not controlled. This policy has been developed to support the transition process of the NHS Commissioning Board until its commencement of full duties on 1 st April 2013. Any queries regarding the interpretation of these procedures will be referred for discussion and resolution in accordance with the NHSCB Partnership arrangements. 1
DOCUMENT STATUS: Draft Version 1.1 DOCUMENT RATIFIED BY: Executive HR Sub Committee DATE ISSUED: October 2012 DATE TO BE REVIEWED: April 2013 Amendment History: Version Date Amendment History Reviewers: This document has been reviewed by: Name Title / Responsibility Date Version Approvals: Executive HR Sub Committee on behalf of the Remuneration and Terms of Service Committee and the Partnership Forum have approved this document. NB. The version of the policy posted on the intranet must be a PDF copy of the signed approved version. Document Status: This is a controlled document. Whilst this document may be printed, the electronic version posted on the intranet is the controlled copy. Any printed copies of the document are not controlled. This policy has been devised, for the purposes of the transitional process of the NHS Commissioning Board (NHS CB) until its commencement of full duties on 1 April 2013. Any queries regarding the interpretation of these procedures, will be referred for discussion and resolution in accordance with the NHS CB Partnership arrangements. 2
Contents Section Page 1.0 Introduction 4 2.0 Relocation Policy Statement 4 3.0 Eligibility 5 4.0 Guiding Principles 6 5.0 Roles and Responsibilities 6 6.0 Scope of the Scheme 7 7.0 Claims 8 8.0 Level and Authorisation of Expenses 8 9.0 Repayment on Termination 8 10.0 Further advice 9 11.0 Appendices 1 Guidance for Manager 10 2 The NHS Commissioning Board 11 Application for Relocation Expenses 3 Notes to claim for relocation 13 4 The NHS Commissioning Board Claim 14 Form for Relocation Expenses 5 Personal Declaration Form 16 6 Equality Impact Statement 18 3
NHS Commissioning Board Relocation Policy 1. Introduction This policy sets out the support available to eligible staff, who are required to move house or incur additional associated expenses as a result of appointment, to a post with the NHS CB. This policy is available to staff, who take a role during the transition as an alternative to redundancy. This policy identifies the general conditions that must be fulfilled, before any relocation expenses can be authorised; the scope of the scheme; how claims are to be made and by whom these should be authorised. It also stipulates how much is to be repaid by the employee if s/he leaves NHS CB within a specified time period. 2. Relocation Policy Statement This policy will form the basis of all remuneration to employees for removal, accommodation and associated expenses. It shall serve as the prime document, with regards to entitlement for reimbursement of such expenses. This document is not binding on the NHS CB, but serves as guidance to managers and staff on likely support. Actual payments will be determined according to precise individual circumstances by the National Director: HR on behalf of the Chief Executive. Employees who are required to move their home or incur additional associated expenses, as a result of appointment to a post within the NHS CB, may be granted assistance with relocation expenses. Provided the NHS CB is satisfied, that removal of the home is necessary, expenses will be paid at the discretion of the NHS CB. In exercising this discretion, the NHS CB will take full account of their Equal Opportunities Policy commitment, to prevent discrimination on the grounds of the nine protected characteristics (age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity). In exceptional circumstances, as an alternative to removal expenses, travel by car will be paid at the equivalent to the public transport rate, for a maximum period of two years, within the remit of this policy. Reimbursement in respect of house purchase, is only payable to the level of an equivalent purchase in the new area. Any additional costs, as a result of upgrading of accommodation must be met by the employee. Funding used for relocation claims comes from the public purse and as such, consideration should be given to the suitability and reasonableness of claims. All claims are subject to the Public Sector Expenses Review Act, 2009. 3. Eligibility 4
Expenses reimbursement is discretionary, and relocation expenses are not given as a right to eligible staff, but at the discretion of the NHS CB and if the move is a direct consequence of taking up employment with the NHS CB. Each case will be examined on its merits and a decision taken by the National Director: HR, following consultation with local management. Please see the Managers Guidance in Appendix 1. The NHS CB Relocation Policy is available to employees taking up permanent employment with the NHS CB, who currently reside in excess of 30 miles from their new main employment base and who are required as a condition of their employment, to relocate and/or during the transition of forming the NHS CB, take a role as an alternative to redundancy. Employees appointed on a fixed term contract may also apply for support with relocation; however, their attention should be drawn to section 9. The NHS CB reserves the right to approve relocation expenses for other categories of staff, where special circumstances prevail, for example, to recruit staff who have specific skills or experience, that are required by the organisation. Relocation expenses are not payable to an employee whose spouse, partner, or other person normally living with them is in receipt of relocation expenses from other sources. Should an employee submit a claim for which payment has already been received, they will normally be expected to repay their claim(s) in full and may face disciplinary action. The employee will be required to sign a declaration, that their claim is eligible for payment. Relocation will not be payable to anyone who is already planning to move into the area and as a consequence of their move, seeks and then obtains employment with the NHS CB. (The NHS CB may seek to clarify this via the production of receipts or other relevant paperwork). If the employee is receiving (or set to receive) relocation expenses from another source, this needs to be discussed with the NHS CB, in order to ascertain what levels and items have already been claimed for. 4. Guiding Principles Before authorisation of expenses, the NHS CB must be satisfied that: a) It is necessary for the candidate to move house to fulfill his/her new role. Normally those who live within 30 miles of their main base will not be eligible for relocation expenses. b) Relocation for the applicant, must incur a change in their sole or main residence, as a result of starting the new employment. c) Arrangements must be reasonable i.e. expense relating to the move should relate to a broadly comparable property. Where the staff member 5
chooses to move to a property, which is substantially different, the amount of assistance may be reduced. Values of previous new houses, will be verified through an Estate Agent, where necessary. d) If two partners take up employment with the NHS CB, only one will be eligible to receive removal expenses. e) The expenses reimbursed, are only for those incurred and will require receipted proof of expenditure. f) No facilities are available for bridging loans. g) Payment will not be made for expenses, which are recoverable in full or part from any other source, or for expenses relating to the purchase of a second home. h) Doctors are not covered by Agenda for Change terms and conditions of service and the policy should be read in conjunction with their contracts; as is the case for all employees, who are on non-agenda for Change contracts. 5. Roles and Responsibilities 5.1 All Employees of the NHS CB Individuals must inform their manager as soon as possible that they would like to claim relocation expenses. Ideally this will be during the recruitment process; or within one month of this policy being issued, if appointed prior to publication; or within one month of appointment and acceptance of the post. Individuals are under an obligation to keep their expenses to a minimum and should obtain two quotes for any expenses they are claiming. Individuals may choose any quote but will only be able to claim the value of the cheapest. Individuals must obtain and submit original receipts for expenses incurred. Individuals are advised to retain a copy of all receipts and claims submitted. Individuals must ensure that all claims are genuine and accurate. Individuals should not commit to any expenditure for which they expect to be reimbursed, without written authorisation from their line manager or National Director: HR, who will approve in principle. 5.2 Managers Managers should ensure that individuals wishing to claim relocation expenses receive a copy of this policy. Managers should investigate any expenses that they consider to be excessive or suspect may not be genuine. Managers must ensure that individuals are actively trying to complete the relocation in a timely manner and discuss any appropriate support that may be offered in order to assist this. Managers must ensure that relocation expenses are only paid where necessary in accordance with this policy. 6
Managers must ensure expenses above the maximum limits are not approved. Managers must ensure that this policy is applied to all staff equitably, irrespective of the nine protected characteristics. Managers must ensure that local budgets are allocated to cover costs of any potential relocation. 5.3 Human Resources Human Resources will provide advice and guidance relating to the application of this policy. Human Resources will process approvals for relocation expenses. Applications and outcomes will be monitored against the nine protected characteristics. 5.4 Trade Union Representatives Trade Union Representatives should be aware of this policy and able to assist members with enquiries in respect of the document. 6. Scope of the Scheme The three categories of the scheme are as follows: Purchase and Sale - where sale and purchase of a property is involved. Purchase only - where previous accommodation was rented. Rent - where proposed accommodation is rented for a period of up to six months whilst the employee seeks to relocate to the area and is unable to travel daily. For employees who travel daily from their existing home, to work for the NHS CB whilst seeking to relocate, the excess daily cost will be reimbursed at the public transport daily rate for a period of up to 2 years, not exceeding 8000. This excess mileage will form part of the total relocation allowance. 7. Claims All claims must be supported by receipts and invoices; these should be official VAT invoices or official VAT receipts clearly showing the nature of the expenditure and submitted with a claim form as in Appendix 6. Claims will include: a) Legal and professional fees including estate agent fees, solicitor s fees, surveys, stamp duty, land registry fees, etc. b) Furniture removal, including the removal of furniture, normal household goods and including insurance. If you move yourself, vehicle hire costs and insurance may be claimed. c) Disturbance allowance - an allowance may be payable towards: Temporary cost of living in lodgings and maintaining a separate home; Excess travelling from current home to work pending relocation; 7
Travel home at weekends whilst in temporary accommodation; d) Expenses in old and new areas at the same time - travel expenses in connection with the search for accommodation in the new area of employment will be reimbursed at public transport rate for up to two visits. 8. Level and Authorisation of Expenses Approval for relocation expenses, must be sought prior to commencement with the NHS CB. The line manager will confirm eligibility in writing, after evaluation of the Application for Relocation Expenses form (Appendix 2) and approval from the National Director: HR. The NHS CB will meet reasonable costs from prescribed entitlements as set out in Appendix 3, up to a maximum of 8,000 (any claims above 8,000 are subject to income tax) and the amount for each type of expenditure within this limit, must be authorised by the National Director: HR. Authorisation of relocation expenses will be by the National Director: HR, in consultation with Directorate Directors. Managers must therefore, obtain approval from the National Director: HR before offering posts to job applicants, which are likely to attract requests for relocation expenses, ensuring that no contractual commitments are made to people being offered jobs. Where exceptional circumstances apply, any element of the conditions in this policy may be waived with the approval of the Chief Executive. 9. Repayment on Termination The NHS CB will require employees to repay all or part of the reimbursements and allowances made to them if they leave employment with the NHS CB within two years of their agreed start date. These will be refundable to the NHS CB by the employee on the following basis: Within 6 months of receipt of the application in principle 6 months to 1 year of receipt of the application in principle 1 year to 18 months of receipt of the application in principle 18 months to 2 years of receipt of the application in principle 100 per cent 75 per cent 50 per cent 25 per cent Employees will be required to sign an acknowledgement of the payments and an undertaking to repay these on demand, if necessary, authorising the NHS CB to deduct payments from the final salary. This must be done, before the individual receives any reimbursement. 8
Where approval in principle has been granted, but expenses not reimbursed, because the applicant delays moving, this approval will be revoked after a period of one year from the date of appointment. The National Director: HR will have the right to waive these repayment conditions in exceptional circumstances. 10. Monitoring Line managers are responsible for checking and monitoring travel and relocation claims to ensure they comply with this policy. As well as the protocols that govern how to make relocation claims, it is of great importance that accurate and up to date financial records of the claims are made. 11. Further Advice Further advice and guidance about relocation is available from Human Resources. Managers are encouraged to seek advice from Human Resources on the application of this policy to ensure consistency across the organisation. 9
Appendix 1 Guidance for Managers It is important to balance the need to appoint the best candidate, to enable the best possible standard of service to be given, alongside careful consideration that spending on removals/relocation is money directed away from the core role of the NHS CB. Candidates should be short-listed, purely by the criteria outlined in the person specification, i.e. qualifications, experience, etc. Appointing managers should make it clear to interested applicants, that they are not authorised to give verbal confirmation of entitlements. Applicants must be made aware that any expenses incurred, before written authority is given, are at the applicant s risk and can only be reimbursed on the signature of the National Director: HR. Expenses Payable The following payments, may be reimbursed up to a maximum total of 8,000 as authorised by the NHS CB (this list is not exhaustive): Removal of furniture and effects Storage of furniture and effects Legal expenses on House Purchase Legal expenses on House Sale Estate Agents or Auctioneers fees Value Added Tax Preliminary Visit Journey from old to new home Disturbance Allowance 10
Appendix 2 The NHS Commissioning Board Application in Principle for Relocation Expenses Please complete the following questionnaire and return to your line manager/appointing officer. You will be notified in writing as to what expenses are claimable. Applicant details Name of applicant New post and location Detail of previous post Name of previous employer Address Telephone number: Line manager HR Details of new post Job title Salary Full or part time Date of appointment Length of contract (must be in excess of 2 years to be eligible) Appointing Manager Details of accommodation in area of previous employment Current address Telephone number Was accommodation rented or owner-occupied? Was accommodation totally unfurnished? 11
If unfurnished, did accommodation consist of more than 1 main room? If the property is owner occupied, do you intend to sell? Do you intend to purchase a property in the area for employment with the NHS Commissioning Board? I certify that relocation expenses are not recoverable in part or full from any other source by my partner or myself and that the information I have given is correct to the best of my knowledge and belief. I agree to repay all or part of the expenses and allowances made to me if I leave employment of the NHS Commissioning Board within two years of my commencement, as outlined in section 9.0 in the Relocation Policy. Signed Date 12
Appendix 3 Notes to claim for relocation expenses House Purchase/Sale Expenses Copies of Estate Agents details are required for both the old and new properties. Payments are governed by comparing the new and old properties. Householder Means an employee who, in the area of their previous employment, occupied unfurnished accommodation of more than one main room, (rented or owner occupied). Removal and Storage Quotes from two different removal companies are required. Claimants may use the company of their choice but payment is limited to the lower of the two quotes. Claimants wishing to do their own removals, utilising a van hire firm will be reimbursed the cost of van hire and fuel. Receipts are required. Payments will be made against original receipted invoices only, photocopies are not acceptable and if required the original can be returned. With prior approval from their line manager, claimants may request firms to bill NHS CB directly. Travel by car is paid at the current public transport rates. 13
Appendix 4 The National Commissioning Board Claim Form for Relocation Expenses Claimant details Name of claimant Job title and location Manager Legal and professional Fees House purchase price Solicitors costs Survey Stamp duty Land registry fees House sale price Solicitors costs Estate agent fees Furniture removals (Receipts must be enclosed with 2 quotations) Actual cost of removal Storage charges Disturbance allowance Cost of minor adaptations (please detail) Temporary cost of living in lodgings and maintaining a separate home (please detail) OR Excess travelling from current home to work pending relocation (please detail total miles and dates) Travel home at weekends whilst in temporary accommodation (please detail total miles and dates) 14
Expenses in old and new area at the same time Travel expenses in search of accommodation (please detail total miles and dates) Temporary accommodation (please detail) Total Claimed: I certify that the expenses above, for which I enclose all relevant documents and receipts, were actually and necessarily incurred and are in accordance with the terms and conditions of service approved by the NHS Commissioning Board. Signed Date 15
Appendix 5 Guidance for Managers PART 1 Personal Declaration -To be completed by the employee I, (Name) of (Department) hereby acknowledge receipt of a copy of the NHS Commissioning Board (NHS CB) Relocation Policy and undertake and confirm: that I will only claim up to any amount that is reasonable and required in order to relocate (normally up to a maximum of 8,000, as agreed in the application in principle) that any money paid to me by the NHS CB, in accordance with the Relocation Policy, will be repaid by me to the NHS CB if I resign or am dismissed within two years of commencing my appointment on the following basis 1 :- a) within 6 months of receipt of the application in principle: 100 per cent of the monies paid; b) after 6 months but within 1 year of receipt of the application in principle: 75 per cent of the monies paid; c) after 1 year but within 18 months of receipt of the application in principle: 50 per cent of the monies paid; d) after 18 months but within 2 years of receipt of the application in principle: 25 per cent of the monies paid; that I will repay all monies paid to me by the NHS CB, under the terms of the Relocation Policy, if I do not complete my relocation within 12 months of taking up the appointment; that in such event the NHS CB has the right to recover the whole or part of any monies paid to me, under the scheme and they may be deducted from any salary, wages or other monies due to be paid to me by the NHS CB that, in line with the NHS CB s values, other options, such as flexible working, have been considered; that my partner/spouse/other person(s) living with me is not in receipt of relocation funding; that I had not commenced relocation prior to receiving this job offer; that I meet the criteria, as outlined, and will notify my line manager and HR 1 Wherever practical and in most cases this sum will automatically be deducted from the recipient s salary in stages from date of notice to the date of leaving in equal instalments. If there is an outstanding balance, the employee will be required to repay the amount due before they leave the NHS CB s employment. 16
(INSERT GENERIC HR EMAIL/Logica email) immediately of any change in my circumstances which may make me ineligible to continue to receive assistance for relocation. Signed: Date: Name (In Capitals): PART 2 Personal Declaration -To be completed by the line manager I confirm that the role of [INSERT JOB TITLE] requires [INSERT NAME OF EMPLOYEE] to relocate and other flexible working options have been considered. Signed Date When completed, this form should be returned to the HR Service Centre at: INSERT ADDRESS Part 3 FOR HR USE to be completed by the HR Service Centre Declaration of Interest Form - signed Declaration of Interest Form original on personal file Declaration of Interest Form - copy to payments section Yes/No Yes/No Yes/No Signed Date Name 17
Appendix 6 Equality Impact Initial Screening Form Managers Name: Manager Job Title: Identified Service/Function/Policy/Process/Change: Overall Aims: This policy sets out the entitlements of eligible staff who are required to move house or incur additional associated expenses as a result of appointment to a post with the NHS CB. The NHS CB also welcomes the relocation of staff during the transition of setting up the organisation. This policy is therefore open to staff who take a role during the transition as an alternative to redundancy. Screened by: The NHS National Commissioning Board Relocation Policy Who does the Service/Function/Policy/Process or Change affect? This policy applies to all NHS CB employees who are eligible for relocation expenses. Initial screening carried out: July 2012 Relevance of the new development and/or change to each Equality Strand Race None 0 Degree of relevance* Outline the positive or negative impact Disability None 0 Gender None 0 Age None 0 Sexual Orientation None 0 Religion/Belief None 0 Human Rights None 0 *KEY: What is the degree of relevance either positive or negative on a score of 0 3 There is no evidence or reason to believe that staff of any particular equality 18 0 = None 1 = A Little 2 = Some Summary of data or evidence available and data identified to gather: 3 = A Lot
strand/protected characteristic are more or less likely to be affected by this policy or more or less favourably treated as a result. The policy outlines potential benefits available to prospective staff who are required to relocate, regardless of their individual or protected characteristic. Action (please delete as appropriate) The degree of relevance to individual equality strands will not require a full Equality Impact Assessment YES The degree of relevance to individual equality strands will require a full Equality Impact Assessment prior to and during implementation NO Signed By: Date: 19