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Relocation Expenses Policy Policy Number / Version: 5.8 Ratified by: Trust Board Date ratified: May 2008 Name of originator/author: Steve Mitchel Name of responsible committee/individual: JNC C Date issued: May 2008 Review date: May 2011 Date of first issue Nov 1996 Target audience: PCT Managers CONSULTATION AND RATIFICATION SCHEDULE Name and Title of Individual Date Consulted Managers and Trade Union representatives Dec 2007 Managers and Trade Union representatives Jan 2008 Name of Committee Date of Committee JNCC March 2008 Trust Board May 2008 VERSION CONTROL Policy Name: Version Valid From Valid To Document Path/Name Page 5 of 17 Contents Section Page 1 Introduction 4 2 Eligibility 4 3 Conditions of payment 4 4 Scope 5 5 Fees Payable 5 6 Taxation of Expenses 6 7 Paid leave 7 8 Repayment 7 9 Overseas staff 7 10 Abandoned purchase 7 11 VAT 8 12 Invoices / Receipts 8 13 Employees spouse /partner 8 14 Fraudulent claims 8 15 Approval 8 16 Budget 8 17 Equality and Diversity statement 9 Appendices:- 1 - Approval form for relocation expenses to be paid 13 2 - Written authorisation to the individual of approval to pay removal expenses 14 3 - Claim form for Relocation Expenses 15 4 - Impact Assessment 17 Page 5 of 17 1.0 Introduction 1.1 Stoke on Trent Primary Care Trust (PCT) seeks to provide financial support to new employees when they are required to change their place of residence as a result of accepting a post with the PCT. Equally the PCT is committed to ensure that public money is spent appropriately. 1.2 The purpose of this policy is to outline the conditions of eligibility for relocation expenses and the level and scope of financial assistance offered. 2.0 Eligibility 2.1 Relocation expenses may be paid to individuals where the PCT accepts that a move of home is necessary to take up employment with the organisation. 2.2 Relocation expenses will only be provided for newly appointed substantive (permanent) staff. For the avoidance of doubt, this excludes those on bank, casual, agency, locum, secondment arrangements; temporary, fixed term, & honorary contracts; volunteers; non-executive directors; and those working as management consultants or any other temporary employment / assignment (this list is not exhaustive). 2.3 Those staff eligible to receive assistance with their relocation to the Stoke-on-Trent geographical area will be relevant new employees appointed to a substantive post within the PCT who, prior to their appointment, lived more than 30 miles from their new base or greater than one hour travelling time each way. The distance in miles and time would be as identified on the ‘AA Route Planner’ website (http://www.theaa.com/travelwatch/planner_main.jsp) 2.4 Relocation expenses will not normally be paid in respect of posts below Band 8a, however if the recruiting manager feels that there are exceptional circumstances, the line Director should agree with the Head of Workforce Development, HR, and Organisational Development prior to any such offer being made to the preferred candidate. One example could be that the PCT is unable to recruit in the locale. 2.5 Those managers making decisions about who should be offered relocation support should take into account the requirements of the PCT’s Equal opportunities policy. 2.6 Payment of relocation expenses or other payments contained within this policy will not apply to existing employees of the PCT. 3.0 Conditions of payment 3.1 Claimants must currently live as their main or sole residence, in excess of 30 miles or over one hour travelling distance from their proposed employment base. If a claimant has another residence within the 30 miles / 1 hour distance from their new base, they will not be entitled to claim relocation expenses from the PCT. 3.2 The move to the area must be as a direct and necessary consequence of taking up employment with the PCT. 3.3 The recruiting manager must seek confirmation from their line Director prior to the successful candidate giving notice to their current employer that the PCT will provide the candidate with assistance with relocation expenses should it be necessary. For appropriate appointments which a Director is responsible for, authority should be provided by the Chief Executive. Where the Chief Executive is making an appropriate appointment, authority can be obtained from the PCT Chair. Where appropriate throughout this policy recruiting manager may include Directors or the Chief Executive 3.4 Following ‘Approval for relocation expenses to be paid’ (Appendix 1) and ‘Written authorisation to the individual of approval to pay removal expenses’ (Appendix 2), the successful candidate should be provided with a copy of this policy and asked to adhere to the conditions and procedures as outlined and to complete the ‘Claim form for relocation expenses’ (Appendix 3). Page 5 of 17 3.5 The authority for approving relocation expenses rests with the relevant line Director. This approval will need to be obtained before any formal commitment is entered into by a manager on behalf of the PCT. 3.6 Once approval has been obtained (Appendix 1) and the successful candidate is identified, the recruiting manager should liaise with the line Director and arrange for a completed ‘Written authorisation to the individual of approval to pay removal expenses’(Appendix 2) to be sent to the individual offering relocation support. 3.7 Relocation expenses are not payable to an individual whose spouse, partner, or other person normally residing with them is receiving, has, or will receive, relocation expenses assistance from their employer. 3.8 Eligible employees must keep their claims for reimbursement of relocation expenses to a minimum 3.9 In all circumstances where relocation expenses are to be paid, the PCT will require proof of expenditure. This will involve the production of valid receipts and as indicated in section 5.3 below, where appropriate, on the basis of the best (lowest) of three quotations provided in advance. Evidence of expenditure must be submitted with every claim. All invoices should be official VAT invoices 3.10 A claim form for relocation expenses (Appendix 3) must be submitted within 12 months of an individual’s commencement with the PCT. The relocation should be completed as soon as practicable. The final claim must be received for payment no later than 12 months after commencement. 3.11 No claims will be processed for payment before the claimant has commenced employment with the PCT. 4.0 Scope Relocation expenses will be paid in the following circumstances:- 4.1 Sell and Rent: Where the applicant currently owns a property, but intends to rent. 4.2 Sell and Buy: Where the sale and purchase of a property is involved. 4.3 Retain and Rent: Where the applicant currently owns or rents a property and intends to retain this, whilst also renting a new property. 4.4 Retain and Buy: Where the applicant currently owns or rents a property and intends to retain this, whilst also purchasing a new property. 4.5 Rent: Where previous and proposed accommodation is rented. 4.6 Rent and Buy: Where the applicant currently rents, but intends to purchase a property. 4.7 Overseas (see section 9.1) 5.0 Fees payable 5.1 The total amount to be paid to an eligible employee will not exceed a maximum of £8000 (incl. VAT). Where moves are into and / or out of rented accommodation, relocation expenses will be limited to a maximum of £5,000 (incl. VAT). 5.2 In exceptional circumstances, the Chief Executive in conjunction with the Chair of the ‘Remuneration and Terms of Service Committee’ will have discretion to agree a higher maximum figure in an individual case. In such cases, there would be taxation implications for the claimant if the total amount exceeded £8000. See section 6. 5.3 Relocation Expenses will cover the following:- 5.3.1 Removal expenses involved in transporting furniture and effects from an existing property * 5.3.2 Costs of storage* 5.3.3 If the employee moves without the assistance of a removal company, vehicle hire costs and insurance may be claimed* 5.3.4 Estate Agent fees relating to the sale of an existing property* 5.3.5 Legal fees involved in the sale of an existing property and / or purchase of a new property* 5.3.6 Necessary legal registration payments (e.g. Stamp Duty, Land Registry) Page 5 of 17 5.3.7 Survey fees on the new property to be purchased* 5.3.8 ‘Home Information pack’ for selling property 5.3.9 Rental accommodation costs 5.3.10 A ‘disturbance allowance’ of up to £1000 maximum towards:- the cost of essential minor adaptations e.g. fitting carpets or curtains the temporary costs of living in rental accommodation and maintaining a separate home 5.3.11 Travel to and from permanent home at weekends (or other days, if the employee works 5 days over 7) whilst in temporary accommodation - this will be paid at the ‘public transport rate’ (currently 23 pence per mile). Details will need to be provided on a PCT Expenses claim form. This form should not be individually submitted for payment, but attached to Appendix 3. 5.3.12 Other expenses / fees associated with house sale or purchase (e.g. mortgage exit charges and mortgage arrangement fees) 5.3.13 Individuals who incur expenses in respect of accommodation previously occupied in the old area which remains unsold, concurrently with accommodation expenses in the new area, will be given assistance with such expenses. The types of costs incurred would normally be mortgage, building insurance, council tax, water rates, etc. Payments will be limited to 3 months and the sum will be deducted from the total allowance available. *These expenses will be limited to the lowest of three comparable quotations which must be obtained by the claimant Note:- Travelling expenses from the employee’s home to work pending relocation will not be covered Expenses involved in the search for accommodation will not be reimbursed (but see section 7.1) Relocation expenses may not be used to fund ‘negative equity’ issues faced by the member of staff, nor ‘bridging loans’. If a property is unsold after 12 months of commencement of employment, the PCT will not reimburse any subsequent estate agent fees or other costs associated with selling that property. No further relocation expenses will be paid 12 months after commencement of employment within the PCT. Where the PCT agrees to fund relocation expenses, the claimant has the discretion to use any of the three tenders. However the PCT will limit reimbursement to the lowest of the three quotes. Where there are additional relocation expenses which are related to a person’s disability which could be considered as a reasonable adjustment to this policy to enable its fair implementation for a newly recruited staff member this additional expense will be considered on merit. All such requests should be discussed on a case by case basis with a representative of the Human Resources and Equality and Diversity teams prior to a final decision by the Chief Executive in conjunction with the Chair of the Remuneration and Terms of Service Committee 6.0 Taxation of expenses 6.1 The Finance Act 1993 introduced legislation which exempts relocation expenses paid to employees from taxation provided that the relocation package:- Does not exceed £8,000 Falls into a specific category of expenses described in the Act as eligible removal expenses Page 5 of 17 Arises as a result of a job related change in the employee’s sole or main residence. Covers expenses incurred or provided before the end of the tax year following the year in which the employee’s job is changed or moved, or a new job is started. 7.0 Paid Leave 7.1 From implementation of this updated policy, the PCT will allow an employee eligible to receive support in connection with relocation up to two paid days leave for the purpose of searching for accommodation or for the arrangement of or supervision of a move. 7.2 To be able to receive the two days paid leave, the ‘searching for accommodation’ or the ‘arrangement of or supervision of a move’ must occur after commencing employment with Stoke on Trent PCT. 8.0 Repayment 8.1 Prior to any payments being made, employees receiving relocation expenses will be required to sign the undertaking contained within Appendix 3 that should they a. leave the PCT voluntarily (e.g. promotion, resignation, retirement, voluntary redundancy) b. are dismissed c. go on a career break within two years of receiving reimbursement, they will be required to repay a proportion of the expenses. 8.2 The repayment will be calculated on a pro-rata basis, dependant upon the number of months’ completed service. 8.3 If the employee leaves the PCT within the following periods of commencing, they will be required to repay expenses received:- o within 6 months = repay 100% o 6 months to 1 year = repay 75% o 1 year to 18 months = repay 50% o 18 months to 2 years = repay 25% o Over 2 years = No need to repay 8.4 For example, if an individual received £5000 relocation assistance and they left the employment of the PCT after 19 months, they would repay 25% of £5000 i.e. £1250. 8.5 If an employee:- 8.5.1 leaves the PCT and joins another employer (another NHS Trust or other public or private sector employers), within two years, relocation fees will be repayable. 8.5.2 is made compulsory redundant or TUPE transfers to another organisation they will not be required to repay relocation expenses received. 8.5.3 leaves the PCT prior to submitting a claim form, the limit of the amount they can claim will be determined by reference to 8.3 above and the maximum of the claim as stated in 5.1. For example, if an employee’s last day of service is 7 months after commencement, they would be entitled to receive payment representing 25% of the claim (i.e. need to repay 75%). If they left within 6 months, they would not be able to submit a claim as they would have been required to repay 100%. 9.0 Overseas Staff 9.1 Claimants travelling from overseas will be reimbursed relocation expenses from the port of entry into the UK. 10.0 Abandoned Purchase 10.1 Legal costs, survey fees, etc., incurred in an unsuccessful attempt to purchase property may be reimbursed at the discretion of the PCT. This amount will be deducted from the maximum available. 10.2 The line Director must be satisfied that the reason the purchase was abandoned is acceptable and that any costs in relation to the work done are reasonable. Page 5 of 17 10.3 Where the abandonment relates to an adverse structural survey, a copy of the surveyor's report must be submitted with the expense claim form. 11.0 VAT 11.1 The PCT can reclaim VAT on certain services connected with an employee's relocation provided invoices are made out to ‘Stoke on Trent Primary Care Trust’. The services affected include Removal firm charges, Estate Agents' fees and Solicitors’ fees in connection with property purchase and/or sale. 11.2 Where an employee does not choose the lowest quotation received, then the level of PCT reimbursement will be limited to the level of the lowest quotation, which means that employees will also have to pay the difference in VAT between the quotes. 12.0 Invoices / Receipts 12.1 The employee should submit invoices / receipts to the PCT with a ‘Claim Form for Relocation Expenses’ (Appendix 3). 12.2 It may be possible for the company to invoice the PCT direct. In these instances, the employee should get agreement from the Director of Finance or Deputy Director of Finance, that the PCT would be prepared or able to pay direct to the company. The claimant will need to clearly sign the invoice to state that it is accurate prior to submission to the PCT. 12.3 Evidence of expenditure incurred must be submitted on every claim. All invoices submitted should be official VAT invoices or official VAT receipts. 13.0 Employee’s Spouse / Partner 13.1 Relocation expenses will not be paid where an employee's spouse / partner or other person normally residing with them is also receiving relocation expenses support from their own employer. 13.2 An employee claiming expenses will need to sign an undertaking (contained within Appendix 3) that they, their partner, spouse, or other persons living with them has not, or will not, be claiming relocation expenses from the PCT or another source. 13.3 In the event that an employee receives relocation expenses as well as a person normally residing with them also does, the employee must make their manager aware at the earliest opportunity and arrange for reimbursement within three months of the total amount received from the PCT. Monies not received within this three month period will then be recovered through the usual debt recovery process of the PCT. 14.0 Fraudulent claims 14.1 Where it is believed a claim has been made contrary to this Policy, this will be dealt with in accordance with the PCT’s Disciplinary Procedure, and possibly involve separate investigation by the Counter Fraud Team. 15.0 Approval 15.1 The recruiting manager must obtain line Director approval before they offer relocation expenses (see section 3) 15.2 Approval to offer relocation expenses must not be assumed and individuals are strongly advised to check with their (prospective) line manager or Director before incurring expenditure which they do not feel would be covered, or indeed if any relocation expenses will be reimbursed. 16.0 Budget 16.1 Any monies paid as a direct result of this policy will be required to be funded from the recruiting manager / line manager’s budget. 16.2 There is no central PCT budget specific for re-location expenses. Page 5 of 17 16.3 Managers should liaise with their Finance colleagues at the earliest opportunity to ensure that appropriate note is made of (future) committed spend, and in particular if money has been approved in one financial year, and will be accounted for in the next. 17.0 Equality and Diversity Statement We respect and value people of all backgrounds and encourage open discussions of views as part of an inclusive culture. We will recruit staff members based upon their capacity and tailor support and development to individual needs. Relocation expenses will not be determined based upon an individual’s membership of an identifiable minority or disadvantaged group. We will deal swiftly and decisively with any incidents of discrimination or other inappropriate behaviour in the implementation or use of this policy. Our Relocation Expenses policy and associated procedures support newly recruited staff members is designed to balance their commitments to the Trust and their personal lives, allowing them to achieve their maximum potential whilst working for the organisation and giving their best to the Trust. We will strive to implement this Policy in a way which helps the Trust create a work force which better reflects the communities in which we operate. 17.1 Delivery The co-operation of all employees is essential for the success of this policy. However, ultimate responsibility for achieving the policy's objectives, and for ensuring compliance with the relevant Acts of Parliament, lies with the Trust Board. Behaviour or actions against the spirit and/or the letter of the laws which apply to this policy will be considered serious disciplinary matters, and may, in some cases, lead to dismissal. 17.2 Positive action Under certain conditions, the Trust may seek to encourage the recruitment of staff members from a specific gender, race, religion, community or background in order to better tailor services for a group or community which has historically been under-represented; the Trust will, where appropriate, encourage people of the under-represented community or group to take up employment opportunities within the Trust. Wherever possible, this positive action will ensure such groups can compete on genuinely equal terms for jobs and promotion. However, actual recruitment to all jobs will be strictly on merit. This policy will be implemented fairly in all circumstances, including where the staff member has been recruited to a post subject to an exemption from any Equality legislation. 17.3 Staffing Opportunities for people with experience of mental distress The PCT is committed to achieving best practice in their approach to the recruitment and retention of staff with experience of mental distress. Recruiting managers are strongly encouraged to consider the mental health background of potential staff members when recruiting to all posts, including those that do not have a specific mental health component. The mental health history of a staff member will not be a determining factor in the decision to award relocation costs to the newly appointed staff member. Page 5 of 17 17.4 Legislative Requirements and Commitments Gender Discrimination, Equal Pay and Sexual Orientation The Trust is committed to the elimination of sex discrimination from all employment practices, spanning recruitment to termination of a position. No recruitment and selection process operated by the Trust will apply requirements or conditions which, though applied equally to all, have a disproportionately detrimental effect on one gender or on married people or people in a civil partnership and which cannot be shown to be justifiable (for instance to be related to the volunteering opportunity). This by extension ensures that possible requests for relocation expenses will not be considered by recruiting Managers in the recruitment and retention process and will not play a determining factor in the recruitment of staff members. In line with the duties under the Sex Discrimination Act 1975 (as amended), the Trust will not discriminate on grounds of sex, marriage, civil partnership or because someone intends to undergo, is undergoing or has undergone gender reassignment. The Trust will recruit and select staff members fairly regardless of their sexual orientation. As part of this commitment the Trust will meet its duties under the Employment Equality (Sexual Orientation) Regulations 2003. The Trust will ensure that discrimination on grounds connected with sexual orientation is eliminated in all its employment practices. This includes 'orientation towards someone of the same sex (lesbian or gay men), opposite sex (heterosexual) or both sexes (bisexual)'. The provisions included within this policy for the relocation of spouses and partners will apply equally to civil partnerships and partnerships between people of the same gender. Age discrimination The Trust offers employment opportunities to people within a wide age range and will not discriminate against candidates within recruitment because of their age. The Trust has embraced the protection offered by the employment regulations and extended these in this policy to cover direct and indirect discrimination, harassment and victimization in the commitment to cover relocation costs for individuals. Disability Discrimination The Trust is committed to extend its practices established under the employment duties under the Disability Discrimination Act 1995 to include employment opportunities and by extension the payment of relocation expenses, to deliver on this commitment the Trust will: Not directly discriminate against a disabled person in any recruitment campaign Not view or treat a disabled person less favourably in a recruitment and selection campaign for a reason related to his or her disability, unless that treatment can be justified. Make reasonable adjustments in the recruitment of disabled staff members. Including, flexibility within and adjustments to recruitment and selection procedures, to working arrangements and, where appropriate physical changes to the premises or equipment. Where there are additional relocation expenses which are related to a person’s disability which could be considered as a reasonable adjustment to this policy to enable its fair implementation for a newly recruited staff member this additional expense will be considered on merit. All such requests should be discussed on a case by case basis with a representative of the Human Resources and Equality and Diversity teams prior to a final decision being reached by the Chief Executive in conjunction with the Chair of the Remuneration and Terms of Service Committee in line with this policy statement. Page 5 of 17 Discrimination based upon Race, Religion or Belief The Trust will guarantee to staff members its commitment under the Race Relations Act 1976 (as amended) and the Employment Equality (Religion or Belief) Regulations 2003, this ensures that the Trust will not treat a person less favourably than others on the grounds of race, religion or belief. The Trust’s commitment to eliminate discrimination on the grounds of race, religion or belief covers all aspects of this policy; from the recruitment and selection process, designing job descriptions and person specifications through the award of relocation expenses to the termination of a contract. Equality considerations based upon race, religion and belief will be central to all aspects of the Trusts employment processes. 17.5 Equality and Diversity Monitoring As a public body the Trust is bound by specific duties under the Equalities legislation regarding the monitoring of staff members via a range of equality indicators. This includes the number of people receiving relocation expenses and the size of that award.. The Trust is also required to publish the results of the monitoring annually. However, monitoring is not just an end in itself, or just a paper exercise. The Trust will use the information to further develop and refine the outcomes we wish to achieve in the area of improving the reporting of discrimination and harassment issues and use the following indicators as a means to measure the progress the Trust is making in meeting the goal of creating a representative workforce and ensuring a fair and equitable recruitment and selection process for all applicants. The Trustwill monitor the following characteristics within its relocation expenses policy: Ethnic and National Origin of person requesting expenses (Where applicable) Gender of staff member requesting expenses (Where applicable) Age of staff member requesting expenses (Where applicable) Disability of staff member requesting expenses (Where applicable) Sexual Orientation of staff member requesting expenses (Where applicable and available) Religion and/or Belief of staff member requesting expenses (Where applicable and/or available) By the following series of indicators: Number of staff members receiving relocation expenses Amount of request and amount granted Number and size of exceptional grants made The monitoring information will be passed to the HR team to be kept on a central register it will be used by the HR and Equality and Diversity teams to consider refinement of and/or change to the relocation expenses policy and procedure and where appropriate to better understand the needs of minority and under-represented groups and ensure that the Trust meets it’s legislative and corporate commitments regarding Equality and Diversity. 17.6 Publishing the results of monitoring The Trust is committed to publish annually the results of all monitoring undertaken within the Equality and Diversity Annual Report. This will ensure it meets its legislative requirement and help to ensure transparency in all its recruitment and selection processes. Page 5 of 17 The Trust recognizes that the award of expenses is a sensitive matter and therefore if the information could identify the person receiving relocation expenses the information will not be published. Page 5 of 17 Appendix 1 Approval form for relocation expenses to be paid To be completed by the recruiting / line manager Name of applicant (if known) ________________________________________ Post applied for ___________________________________________________ Agenda for Change reference number__________ Band / Grade__________ Location of new post_______________________________________________ Substantive (permanent) post: Yes / No Reason(s) for offering relocation expenses assistance ____________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ Signed…………………………………………………………………… Print name………………………………………………………………….. Date …………………………………………………………………………………… To be completed by relevant Line Director I do / do not support this application for assistance under the Stoke on Trent Primary Care Trust Relocation Expenses policy. Signed…………………………………………………………………… Print name ………………………………………………………………….. Date …………………………………………………………………………………… Once completed, 1 copy to be retained by the recruiting manager, and 1 copy to be sent to, as appropriate, either the Head of Finance (Corporate) or Head of Finance (Specialist and Community Healthcare) Page 5 of 17 Appendix 2 Written authorisation to the individual of approval to pay removal expenses Approval of relocation expenses Name: …………………………………………. Location …………………………… Job title………………………………………………………………………………….. Agenda for Change reference number…………………… Band / Grade ………… Directorate ……………………………………………………………………………. Date of appointment …………………. I confirm that you have been authorised to claim removal expenses up to the maximum limit contained within the Relocation Expenses policy (see section 5.1 of the attached policy). All expenses incurred must be supported by invoices / receipts and where appropriate three quotations. Please note that you will be required to undertake to repay any relocation expenses should you leave the employment of Stoke on Trent Primary Care Trust within two years of commencement. The repayment will be made on a pro-rata basis dependant upon the number of completed months’ service completed, and the schedule as detailed in the Relocation Expenses policy. AUTHORISTATION Line Manager Signed ……………………………………………Print Name …………………………. Job Title …………………………………………. Date………………………………… Line Director Signed ……………………………… ………… Print Name …………………………… Job Title………………………………………… Date…………………………………… Once completed, 1 copy to be retained by the recruiting manager, and 1 copy to be sent to, as appropriate, either the Head of Finance (Corporate) or Head of Finance (Specialist and Community Healthcare) Encl. Relocation Expenses policy Page 5 of 17 Appendix 3 - Claim form for Relocation Expenses This form must be submitted within 12 months of commencement of your employment with Stoke on Trent PCT. Full name ___________________________________________________________ Job title __________________________________ Location ___________________ Band / Grade ______________________ Date of commencement_______________ Accommodation in old area Address ______________________________________________________________ ________________________________________________Postcode _____________ Distance in miles to job location, and time of travel by road_______________________ State whether accommodation was rented or owned____________________________ New accommodation details Address_______________________________________________________________ _____________________________________________Postcode _________________ Distance in miles to job location ___________________Date of move_______________ Is this accommodation (to be) rented or owned? ________________________________ Is this address (to be) permanent or temporary? ________________________________ Expenses incurred The following expenses have been incurred in connection with my relocation. I have attached to this form the three necessary quotations (where shown by an *) and all receipts / invoices. Details Cost (incl VAT) Removal expenses*. Date of removal? £ Costs of storage* - Dates of storage (from/to)? £ Cost of vehicle hire*. Company? £ Estate agent fees*. Company? £ Legal Fees*. Company? £ Necessary legal registration payments (e.g. £ Stamp duty / Land Registry fees). Please detail Survey fees on property to be purchased*. £ Company? Home Information Pack for selling property £ Rental accommodation costs £ ‘Disturbance allowance’. Please detail £ Travel home at ‘weekends’ whilst in temporary Miles claimed at Public £ accommodation** Transport Rate (currently 23 pence per mile) Other expenses / fees associated with house £ sale or purchase. Please detail Total £ ** Please provide details (dates travelled etc) on a PCT expenses’ claim form. The expenses form should be attached to the claim form for relocation expenses. Page 5 of 17 Claimant’s declaration 1. I have read the PCT’s policy on Relocation Expenses and wish to apply for relocation expenses according to the criteria outlined. 2. I declare that all expenses claimed are actually and necessarily incurred by me in connection with my new appointment 3. All details given on this form are to the best of my knowledge correct. 4. I declare that both the ‘old’ and ‘new’ area accommodation is my sole or main residence, and that neither me, my spouse, nor partner normally residing with me has a property within 30 miles / 1 hour of my PCT base. 5. I certify that relocation expenses are not to be received in part or full from any other source by myself, spouse, partner, or anyone who normally resides with me and should this occur will arrange for reimbursement within three months the total amount received from the PCT. 6. I undertake to repay relocation expenses should a. I leave the PCT voluntarily (promotion, resignation, retirement, voluntary redundancy), b. I be dismissed, c. I take a career break within two years of commencement. The repayment will be made on a pro-rata basis dependant upon the number of month’s service completed and as detailed in the Relocation Expenses policy. I agree to the expenses being deducted from my final pay. Any outstanding amount will be repaid by me within three months of the date of leaving PCT employment. Signed by claimant_____________________________________________________ Print name _____________________________________________Date___________ Authorised by line Director. Signed __________________________Date____________ Once completed, 1 copy to be retained by the recruiting manager, and 1 copy to be sent to, as appropriate, either the Head of Finance (Corporate) or Head of Finance (Specialist and Community Healthcare) who will validate amounts contained within the policy. The appropriate Head of Finance will then forward to the North Staffordshire Finance Shared Service at Heron House for payment. A copy should also be placed in the employee’s personal file by the recruiting manager. Page 5 of 17 Appendix 4 - Impact Assessment Policy Title: Relocation Expenses Policy Risk/Impact Assessment Risk Assessment Undertaken Impact Assessment Undertaken Completed? What Are The Main Aims Of The The policy seeks to outline the Trust’s commitment to provide Policy/Procedure/ Function? financial support to new employees when they are required to change their place of residence as a result of accepting a post with the PCT. The policy establishes the Trust’s commitment to ensure that public money is spent appropriately in this process. The policy is to outlines the conditions of eligibility for relocation expenses and the level and scope of financial assistance offered. Potential For Adverse/ Actions Taken To Reduce Risk: Differential Impact: The policy has the potential to allow The policy has been designed to make Has The Policy Ethnic Or discrimination to occur in the explicit reference to the potential Been YES National following processes: concerns regarding each of these Risk/Impact Origin Type of information provided on issues and the commitments and Assessed To NO relocation expenses responsibilities of the Trust to address Consider Request and award decision these. In addition the Trust has Differential process, including effective established a series of indicators to Outcomes Based YES communication, cultural bias in ensure that no person from a minority Upon The Disability procedures and direct or disadvantaged group will suffer any Factors Found In NO discrimination from Managers detriment due to the policy or This Form? Nature and size of expenses associated processes. Does The Policy awarded Gender Or YES Risk Affecting Discrimination following award Additional support mechanisms will be Gender Any Of The based upon size and nature of established where necessary with Orientation NO Listed Groups In expenses paid Managers overseeing a request for An Adverse Award of discretionary additional relocation expenses, appropriate Way? expenses for disabled staff access to the Human Resources and YES Age members associated with their Equality and Diversity teams will be disability available NO The policy and associated monitoring Sexual YES information will be reviewed by the Orientation NO Equality and Diversity Leads Group and appropriate recommendations YES made where adverse impact is detected Religion or potentially detected. NO Monitoring Arrangements See Equality statement within policy and monitoring arrangement details. For Policy: Scheduled For Full Impact YES NO Assessment? Date: 14/01/08 Page 5 of 17
"Relocation Expenses Policy"