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Relocation Expenses Policy

VIEWS: 31 PAGES: 17

									                      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.

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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

								
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