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Relocation Expenses

Scheme for reimbursement of relocation expenses upon appointment.

The Council is prepared to assist with certain relocation expenses when recruiting to specific jobs. To qualify as an approved case for relocation expenses, the employee must necessarily move house as a result of accepting the appointment and in order to carry out the duties of the post and, in addition must

i) Lives outside a 25 mile radius of their new place of employment;

ii) be moving to a new residence which

a. falls within the 20 mile radius

b. and is appreciably nearer their new place of employment

c. is situated on the mainland

The scheme is intended to cover genuine costs incurred for the relocation of any employee or a couple jointly (where both take up employment with the Council) in the sale and purchase of one property only.

Note: The appropriate Head of Service will determine whether a vacancy should attract relocation expenses, and whether an employee qualifies as an approved case. In most cases if a vacancy qualifies for relocation expenses, this will be stipulated in the recruitment advert. If you have any queries as to whether a vacancy qualifies you must enquire at the time of your application.

CONDITIONS:

Reimbursement of expenditure must be claimed within 9 months of employment commencing, unless an extension is agreed by the appropriate Head of Service.

Expenses will only be reimbursed where they are submitted on the Council's Relocation Expenses Claim form, and where supported by relevant receipts/invoices.

All or part of the expenses claimed are to be repaid by the employee if they leave the Council's employment within a two-year period on the following scale:

100% of the sum paid in the event of leaving the Council's service within 1 year of commencing the appointment.

50% of the sum paid in the event of leaving the Council's service after 1 year and within 18 months of commencing the appointment.

25% of the sum paid in the event of leaving the Council's service after 18 months and within 2 years of the date of commencing the appointment.

The employees signature to the claim will be taken to represent their acceptance of the conditions, in particular their liability to repay as set out in the previous paragraph.

SCALE OF REIMBURSEMENT

The scale of reimbursement is reviewed periodically by the Head of Human Resources. These are currently subject to an overall limited of £8,000 made up as follows:

Category Maximum Entitlement

a) Legal fees (see (a) below) As required

b) Removal fees (see (b) below) As required

c) Incidental Expenses £1,500 maximum

d) Lodging/Renting Expenses Up to £140 per week / £20

per day

e) Travelling home or partner/family visits As required

Reimbursement is subject to an overall limit of £8,000 (including VAT).

RELOCATION COSTS

Reimbursement or payments by the Council will be limited to the items shown below. Payment will not normally be made before the appointment is taken up.

(a) Legal and Other Fees

¨ Estate agents' fees on sale or own advertising costs.

¨ Legal Fees: Sale

¨ Purchase

¨ Mortgage

¨ Stamp Duty on purchase

¨ Valuation Fees on mortgage obtained. The cost of any structural survey undertaken for the benefit of the employee will not be reimbursed.

Any claim for fees must be supported by accounts which can be paid direct to the firm or reimbursed to the employee, using the relocation expenses claim form.

(b) Removal Costs

¨ Removal of household effects

¨ Transit insurance

¨ Essential storage

Actual reasonable removal costs are paid but at least three quotations must be obtained and submitted (after the move) with a completed relocation expenses claim form, and invoice(s) or receipt(s) for the costs incurred. The amount paid will not exceed the lower quotation.

(c) Incidental expenses

Up to £1,500 (including VAT) may be reimbursed towards the incidental costs of moving house such as

¨ alteration or replacement of carpets and curtains

¨ reconnection charges

¨ purchase/installation of household appliances

Claims must be submitted after the move, using the relocation expenses claim form with the necessary invoice or receipts.

Where an item is purchased to replace an item that was used in the old home, reimbursement will be limited to the net cost after deducting any proceeds from the sale of an item replaced.

(d) Lodging and renting expenses

Additionally, the distance from the original home may make daily travelling impracticable (e.g. if the average one way journey exceeds one hour) during the period between taking up the appointment and relocating. Where the employee is financially contributing to the costs of their existing home, the Council will pay, in approved cases, weekly expenses for lodging/rented accommodation up to £140 per week. This will be paid for a period not exceeding 9 months, and subject to the overall reimbursement not exceeding the limit of the Scheme. Payment may be made direct to the landlord on production of an invoice or reimbursed on production of a receipt. All claims should be made on a relocation expenses claim form.

(e) Travel

In approved cases, an employee living away from home during the week, whilst awaiting removal, may claim the 2nd class return rail fare home each weekend for a maximum period of 9 months. If the employee has a leased car, and uses the car for the home journey, the cheapest of 2nd class rail fare or leased car mileage rate should be claimed.

Claims must be submitted using the relocation expenses claim form.

All rail fares referred to in relation to relocation expenses are subject to the shortest route.

(f) Time off to move or prepare for a move

New employees moving to take up their appointment are allowed an additional one day's paid leave to undertake or prepare for a move.

(g) Appointments to posts requiring service tenancy

i) Initial appointment to a post requiring special residence on a Service Tenancy as a condition of the appointment:

Relocation expenses will be paid to all such employees, including those who already live within the District, under the terms of the Council's scheme.

ii) Existing post holder appointed to a post requiring special residence on a Service Tenancy as a condition of appointment:

Removal expenses only will be granted. The normal conditions of the Council's scheme for relocation expenses will be applied, including the two year rule on repayment if an employee resigns that appointment.

Published: 20 Oct 2014
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