POLICY FOR RELOCATION OF
STAFF BETWEEN CENTRES
1 INTRODUCTION
1.1 Where a decision has been made to relocate staff to other centres they
should be consulted on an individual basis at the earliest opportunity. This
consultation should be carried out by the line manager after liaising with
Human Resources about current policy and procedure. Obviously an
individual’s personal circumstances will be taken into consideration as part of
any relocation process.
1.2 It should be noted, however, that where staff are relocated and subsequently
obtain a promotion, any relocation costs awarded will no longer be paid with effect
from the date of the promotion. (In addition, promotions which include a move to
another centre, will not qualify for the payment of the Relocation allowance).
2 DISCRETIONARY ALLOWANCES
The relocation amount is paid as an annual allowance with effect from the
date of transfer. The annual allowance will be based solely on the excess
travelling costs ie the additional travelling costs incurred by the individual
using the current College rates. This is payable at the total discretion of the
Corporation and monthly in arrears with salary. The allowance is paid for
three years on an annual decreasing basis. The Allowance is also usually
reviewed annually (1 August). The allowance will only be applicable for
permanent transfers of centre.
For temporary transfers mileage rates will apply.
Example:
An individual relocated from Hitchin Centre to the Stevenage Centre.
a) Distance from Home to Stevenage Centre (one way) 7 miles
b) Distance from individual’s home to Hitchin Centre (one way) 2 miles
c) Excess miles are 5 per journey
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Discretionary Allowance Payable - Year one
Excess Travel 10 miles per day (10 x 5 x 46) x .228p = £524.40
[22.8p = current 1st year relocation mileage rate]
The Annual Allowance is equal to = £524.40. This is paid as a Monthly
Allowance of = £43.70 with salary.
The allowance will reduce to 66% in year two and 33% in year three.
Allowances will be reduced for long-term sickness or other absences of a
duration in excess of one month.
3 PROCEDURE
3.1 The line manager will advise Human Resources that it is intended to relocate
a member of staff to another centre by completing Form REL1.
3.2 Human Resources will liaise with the individual to determine the amount of
the allowance payable. This amount will be confirmed in writing to both the
individual and the line manager.
3.3 Human Resources will inform the Payroll section via a copy of the
confirmation letter. Human Resources are responsible for entering the
allowance on the Centrefile system.
3.4 Payroll staff will monitor the annual adjustments to the allowance.
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RELOCATION ALLOWANCE APPLICATION - REL1
This form is to be used to claim additional (i.e. excess travel). The shortest available route must be
used for car drivers. Those travelling by public transport should use the weekly season ticket rate.
Care should be taken in completing the form to ensure you do not underclaim or overclaim. The
allowance is in place to assist with the financial costs in the transition from one centre to another.
Name: ___________________________________ Department: _____________________
Home Address _________________________________________________________________
______________________________________________________________________________
CURRENT DETAILS
Current College Centre: Stevenage / Hitchin / CFA / Letchworth
Current method of transport to work: a) Car / Walk / Cycle
b) Train / Bus
If a) – distance from home to work: ___________________________________
If b) – details of:-
Public transport routes used ___________________________________
Weekly season ticket cost £__________________________________
RELOCATION DETAILS
New Centre: Stevenage / Hitchin / CFA / Letchworth
Method of transport to new centre: a) Car / Walk / Cycle
b) Train / Bus
If a) – distance from home to new centre
(by shortest measured route): ___________________________________
If b) – details of:-
Public transport routes used ___________________________________
Weekly season ticket cost £__________________________________
EFFECTIVE DATE OF TRANSFER: ___________________________________
Days normally worked: Mon / Tues / Wed / Thur / Fri / Sat / Sun
Number of working weeks per year: ___________________________________
NB:
Management Spine = 43.4 weeks
Academic Staff = 42 weeks
Support Staff – Full Year Average = 46 weeks
Support Staff – As per contract – working weeks
Signed: _______________________________ Date: _________________________
Authorised: _______________________________ Date: _________________________
(Cost Centre Signatory)
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