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Relocation and Removal Expenses Policy and Procedure

Version: Responsible Committee: Date approved: Name of author:

1.0. PCT Board 27 January 2010 E Sherwood, Assistant Director of Human Resources S Ellis, Director of Human Resources and Organisational Development February 2010 August 2012 Prospective employees who meet the eligibility criteria

Name of responsible director/ assistant director: Date issued: Next review to be complete by: Target audience:


This document may be disclosed under the Freedom of Information Act 2000 DOCUMENT CONTROL RECORD Date


Sept 08

Scheduled Review

18 Dec 08


Amended Version Number 1.0.


E Sherwood

Ed Sherwood



Initial review of existing policy by HR department. Document converted to approved policy format. Responsibilities section added. Renamed policy and procedure as includes both elements (as did the original). NHS Kirklees Partnership Forum

Contents Section 1 2 3 4 5 6 7 8 9 10

Introduction Aims and objectives Responsibilities Eligibility for relocation/removal expenses Conditions Expenses payable under this policy Procedure for applications under this policy Equality Impact Risk Assessment Dissemination and Implementation Monitoring Compliance and Effectiveness

Appendices A Relocation/Removal Expenses Claim Form B Equality Impact Assessment Tool


Page 4 4 4 5 6 6 6 8 8 8 9 12

.1.0. Introduction .1.1.

Kirklees Primary Care Trust (the organisation) will recruit staff with the skills, knowledge and experience required to provide the highest quality services to the population it serves.


This policy identifies the circumstances under which removal/relocation expenses will be supported by the organisation.


This policy applies to newly appointed staff employed by the organisation that meet the eligibility criteria in section 4.

.2.0. Aims and Objectives .2.1.

This policy is intended to allow the PCT flexibility to meet its needs to recruit staff with specialised skills.


This policy is to support eligible staff required to move their main place of residence to within a reasonable distance of the PCT.


Any new member of staff may request to claim removal expenses provided they meet the eligibility criteria within this policy.

.3.0. Responsibilities .3.1.


.3.1.1. To discuss requests for support with removal expenses at as early an opportunity as possible with the appointing manager and in all cases before accepting the offer of a post. .3.1.2. Applicants are responsible for any tax implications arising from any payment under this policy and for ensuring that they aware of, and comply with, all requirements of the Inland Revenue. .3.2.

Line Managers/Appointing Officers

.3.2.1. To follow PCT recruitment procedures. They will take no account of an individual’s geographical location during the appointment process. .3.2.2. At the point a post is offered and relocation expenses are requested the appointing officer must confirm whether these would be payable to the applicant by assessing their eligibility and the need for the scarce skills they provide against the potential availability of suitably qualified local candidates.


.3.2.3. This must be discussed with the appropriate director. .3.2.4. The outcome must be recorded in writing whatever the decision for audit purposes. A copy of this will be returned to the HR department and placed on the individual’s file. .3.2.5. To ensure sufficient funding is available within their budgets to support the agreement. .3.2.6. To agree with applicants what specific items they would be able to claim for within the removal expenses envelope. .3.2.7. To monitor applications for removal expenses within agreed constraints. .3.3.

The Human Resources [HR] department

.3.3.1. To advise managers and applicants on the operation of the policy. .3.3.2. To ensure that managers are aware of this policy. .3.3.3. To ensure the policy is available through the organisation’s website, intranet and shared drive. .3.3.4. To monitor the policy is applied equitably. .3.4.


.3.4.1. The approval of relocation/removal expenses will be given by the Chair, Chief Executive or a Director of the organisation.

.4.0 Eligibility for relocation/removal expenses .4.1.

This policy will apply to individuals:

.4.1.1. Where the organisation is unable to recruit individuals with the appropriate knowledge and skills locally and where the prospective candidate would not accept the post otherwise. .4.1.2. The individual is required to move their main place of residence as a consequence of taking up the appointment. .4.1.3. The organisation requires the individual to move. .4.1.4. Expenses will not be paid in any circumstances for staff currently residing within 30 miles and/or one hours travel time of their main base.


.5.0. Conditions .5.1.

All staff receiving relocation/removal expenses will be required to relocate within a reasonable distance of their main base to enable them to fulfil the requirements of their post, including any on-call cover. What is reasonable will be agreed with the line manager at the point of requesting support for removal expenses.


Expenditure up to a maximum of £8,000 will be granted to cover items identified under section 6 of this policy. The Chief Executive may authorise additional expenditure if appropriate and this will be reported to the Remuneration and Terms of Service Committee.


Where an employee has a spouse, partner or other co-habiteé who is relocating with them, and who is also eligible to receive relocation/removal expenses (either from this organisation or another employer) the maximum limit for expenses under this policy will be £4,000. The employee must declare this when they request support with expenses.


All expenditure must be supported by receipts (with the exception of home to base car travel). A minimum of two quotations is required for any individual item in excess of £500.


Employees receiving relocation/removal expenses will be required, to sign an agreement to repay all of their expenses if they voluntarily leave the employment of the PCT within two years of their commencement date. This agreement is incorporated within the Expenses Claim Form (Appendix 1). Overseas candidates subject to national terms and conditions will receive relocation/removal expenses in accordance with these terms.


Candidates or newly appointed staff requiring further details about this policy or details of local solicitors/estate agents, etc. should contact the HR department.

.6.0. Expenses payable under this policy .6.1.

The following are all subject to the maximum limit of £8,000 for total expenses.


Excess daily (return) travel expenses from current home to base. Expenses will be payable at second-class rail travel or if travelling by car, at public transport rate. Excess travel expenses will be defined as the additional mileage beyond the agreed reasonable distance to base that the employee is required to travel once they have commenced work. This will be payable for a maximum of 3 months after commencement unless specifically agreed in advance.



If travelling from abroad expenditure will normally be payable from the port of entry, although the Chief Executive may authorise overseas travel if appropriate.


Alternatively, the employee may claim assistance towards renting temporary accommodation and also receive excess travel expenses for one return journeys at weekends.


Other expenses that may be agreed under this policy will include:

.6.5.1. Removal/storage expenditure .6.5.2. Estate agents/auctioneers fees .6.5.3. Legal fees for sale of current home/purchase of permanent new home .6.5.4. Stamp duty .6.5.5. Mortgage redemption fees .6.5.6. Survey fees .6.5.7. Any other appropriate expenditure incurred as part of the sale/purchase and agreed in advance with the line manager e.g. bridging loan

.7.0. Procedure for applications under this policy .7.1.

The applicant should indicate prior to the acceptance of the offered post that they would require support under this policy and believe they would be eligible for payment.


The appointing officer will determine whether the individual is eligible against the criteria in this policy and discuss with the individual the details of any claim they may wish to make.


The appointing officer will record their decision in writing and inform the applicant, and a copy will be retained with the individual’s personal papers.


The applicant must indicate whether they are accepting the offer of the post, subject to completion of the recruitment process, including any necessary pre-employment checks.


The applicant will complete and sign the claim form and agreement and attach quotations and receipts as required. This will be authorised by the line manager who is responsible for funding the agreed expenses.

.8.0. Equality Impact Risk Assessment .8.1.

This policy has been assessed in accordance with the statutory equality duties.



The policy itself has no adverse impact. The application of the policy will be monitored through the HR department.

.9.0. Dissemination and Implementation .9.1.

Awareness of this policy will be addressed through briefings to managers and through recruitment training.


This policy will be available with on the organisation’s website, intranet and shared drive.




Name ____________________________________________________ Old Address: ____________________________________________________

____________________________________________________ New Address: ____________________________________________________


____________________________________________________ Date of appointment with the PCT: ___________________________________________________ ………………………………………………………………………………………… Details of Claim (receipts must be enclosed) Excess Travel (daily or weekend return travel £______________

Dates of journeys/mileage per journey: __________________________________


__________________________________ __________________________________

Allowance towards renting temporary accommodation in the local area

Dates renting



Address of temporary Accommodation: ___________________________________________ ___________________________________________ ___________________________________________ Name/address of landlord: ____________________________________________ ____________________________________________ ____________________________________________

Removal/Storage Costs

£ _________________



Legal/Estate Agent’s Fees Solicitors (sale)

£ __________________

Solicitors (purchase)

£ __________________

Stamp Duty Fees

£ __________________

Estate Agents/auctioneers Fees

£ __________________

Survey Fees

£ __________________

Mortgage Redemption Fees

£ __________________


Others (please specify) £ __________________ £ __________________ £ __________________

Total Claims

£ __________________

Declaration and Agreement to Remain Employed by the PCT I confirm the above expenses have been incurred by me in respect of relocation/removal of my present home to my new home following appointment to the PCT. I do/do not (delete as applicable) have a spouse/partner/co-habitee who will also receive removal/relocation expenses as a result of this move. I have read the PCT’s Relocation/Removal Expenses’ Policy and understand all the conditions. I also agree that if I should voluntarily leave the employment of the PCT within 2 years of my taking up appointment I will be required to refund all of the expenses paid to me. Name:






Authorisation on behalf of Kirklees PCT (to be signed by a director) I certify that ………………………………… (name) is eligible to claim relocation/ removal expenses under the terms and conditions of the PCT’s policy. The above named has read the policy and fully understands their obligations including the requirement to repay all the expenses paid should they voluntarily leave the employment of the PCT within 2 years of taking up their appointment. Name:







Appendix B Equality Impact Assessment Tool Yes/No/ N/A 1.

2. 3.

4. 5. 6. 7.

Does the policy/guidance affect one group less or more favourably than another on the basis of: • Race • Ethnic origins (including gypsies and travellers) • Nationality • Gender • Culture • Religion or belief • Sexual orientation including lesbian, gay and bisexual people • Age • Disability - learning disabilities, physical disability, sensory impairment and mental health problems Is there any evidence that some groups are affected differently? If you have identified potential discrimination, are there any exceptions valid, legal and/or justifiable? Is the impact of the policy/guidance likely to be negative? If so can the impact be avoided? What alternatives are there to achieving the policy/guidance without the impact? Can we reduce the impact by taking different action?



No No



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