Relocation / Travel Assistance Scheme

TERMS AND CONDITIONS

Contents

1.   Scope

2.   Purpose

3.   Policy

4.   Relocation to North East Lincolnshire

5.   Financial Limit for Relocation

6.   Travel Assistance

7.   Financial Limit for Travel Assistance

8.   Appendix 1 - Reimbursement of Costs Associated with Staff Leaving an Employer to Join North East Lincolnshire Council

9.   Feedback

Scope

This is limited to appointment to posts (excluding school posts) where there is an identified recruitment and retention difficulty or to those appointments where Executive Directors have approved as part of the recruitment process.

Purpose

1.1 The Council operates a Relocation/Travel Assistance Scheme to provide reimbursement of approved expenses to employees who are required to relocate or travel to take up an appointment with North East Lincolnshire Council. The scheme is subject to the appropriate Executive Directors agreement that the post will attract specific benefits of the Scheme. This decision will be taken prior to the post being advertised and in consultation with the Deputy Director of Human Resources. Some elements of the Scheme will only apply where there is a demonstrated recruitment difficulty. 

Policy

2.1 The Scheme is divided into two sections:-

2.2 Relocation to North East Lincolnshire or within a 25 mile radius of Grimsby Town centre for those employees who receive financial assistance to sell and purchase a home in North East Lincolnshire.

2.3 Travel Assistance for those employees who choose not to relocate to North East Lincolnshire but claim travel assistance to and from home.

2.4 Employees must read the Terms and Conditions outlined in this policy and must meet the specified criteria in order to receive relocation/travel assistance. The payment of a termination fee is also included in this scheme, details of which can be found in Appendix 1 attached.

Relocation to North East Lincolnshire

3.1 The following items are included within the Relocation Scheme. Application to the scheme will normally be made within one year of the date of taking up the appointment. In exceptional circumstances the time scale could be extended by the Executive Director in consultation with the Deputy Director of Human Resources. Once an application to the Scheme has been accepted claims can be made over any period of time until either the approved limit has been reached or the employee has relocated and no further expenses have been incurred.

3.2 The Council recognises the need for flexibility to enable an employee to use this allowance on expenditure they choose and therefore the following list of Approved Expenses is not an exhaustive one. Other reasonable expenditure associated with selling and / or purchasing a home may be permitted with the approval of the Executive Director.

a Legal and Estate Agents Expenses

Reimbursement of legal and estate agents fees (including

survey costs) for the sale and purchase of the main home.

b. Removal and Storage Expenses

Reimbursement of removal and storage expenses within the United Kingdom.

c. Negative Equity

An employee selling a home can use up to £4,000 to pay for

negative equity acquired on their current property and £4,000

toward purchasing a home in North East Lincolnshire.

d. Lodging and Travel Expenses

Lodging expenses will be paid up to a maximum of £125* per

week. Expenses to travel home at weekends will be paid at

the petrol element of the essential car user mileage rate.

Financial support under this heading is only available to

employees who continue to maintain an existing home.

e. Temporary Housing

The Authority is unable to offer temporary housing. However

the Council can assist with advice and assistance in obtaining

private sector lettings.

Assistance under this heading is only available to employees

who continue to maintain an existing home. Where temporary

accommodation for the employee and his / her family is

obtained, expenses to travel home at weekends will no longer

be paid.

f. Incidental Expenditure

Claims may be made for incidental costs such as fixtures and

fittings, alteration of curtains, replacement of carpets and

installation of electrical appliances.

Travel Assistance

4.1 Travel Assistance can be paid to staff where it can be demonstrated that a recruitment and retention difficulty exists or to those appointments where Executive Directors have approved as part of the recruitment process. An employee who lives more than 25 miles outside of Grimsby Town Centre and chooses not to relocate to this area can claim Travel Assistance for a maximum period of 3 years from commencement or until the approved limit (£4,000) is reached which could be earlier .

4.2 An employee will receive Travel Assistance to and from work. Expenses will be reimbursed via completion of claim form (RTA1) which must be completed at the end of each month for payment. Reimbursement can only be claimed for those days on which travel actually takes place. Employees must confirm their acceptance of the Schemes Terms and Conditions before reimbursement commences.

4.3 Mileage will be paid at the petrol element of the essential car user rate and bridge fees paid if applicable. An employee who chooses to use a motor cycle or public transport will be reimbursed the appropriate rates. Relevant receipts must be provided.

4.4 The Scheme must remain as flexible as possible to suit personal needs and circumstances. Any variations to the scheme must be approved by the Executive Director and in consultation with the Deputy Director of Human Resources.

Financial Limit for Relocation/Travel Assistance

5.1 Relocation inclusive of travel is subject to an overall total payment of £8,000 (inclusive of VAT) where the employee is both buying and selling a home. The total payment is limited to£4,000 where the employee is only buying a home. Travel assistance is limited to an overall payment of £4,000.

5.2 If an employee leaves the Council by reason of his / her own choice or is dismissed on the grounds of conduct or capability related to performance, within 3 years of taking up the appointment, payments made under this heading will be repaid on the following basis:-

If employment is terminated	100% repayment
If the employee leaves within 12 months	100% repayment
If the employee leaves between 12 months and up to 2 years	50% repayment
If the employee leaves between 2 years and up to 3 years	25% repayment

5.3 In the event of the employee dying within 3 years of taking up their appointment payment will not be reclaimed.

5.4 No expenses will be reimbursed prior to the employees taking up their appointment and confirming their acceptance of the Schemes Terms and Conditions.

5.5 No expenses will be reimbursed unless accompanied by the relevant receipt or proof of transaction. Claims for reimbursement of removal / storage must be supported by two estimates; the lower of which will be reimbursed.

5.6 The Scheme is not available to employees whose appointment is envisaged to be less than 3 years duration or where it is reasonably regarded as an indirect result of some other member of the household moving to the North East Lincolnshire area for employment, unless required by the Executive Director with the prior approval of the Deputy Director of Human Resources

Appendix 1

Reimbursement of costs associated with staff leaving an employer to join North East Lincolnshire.

The Relocation / Travel Assistance scheme allows for the Executive Director, with the prior approval of the Deputy Director of Human Resources, to reimburse an individuals costs that arise from ending their employment with an organisation to join North East Lincolnshire Council.

Reimbursement of costs will only be paid to recruit an individual where it can be demonstrated that a recruitment and retention difficulty exists and this action would be a simple and cost effective solution to alleviate the problem.

In the past employment has been offered to prospective applicants who have declined to join the Council as they would be required by their current employer to pay a termination fee. Examples include, not remaining with the employer for a set period after being funded to complete a qualification course or for cancelling a lease car agreement early.

In these circumstances the Executive Director may negotiate with an individual to reimburse some or all of those costs in order to enable the employee to join North East Lincolnshire Council.

The payment of any such costs is subject to an overall limit of £4,000. This represents 50% of the relocation allowance.

An employee who benefits from this Scheme must remain with the Council for a set period. The period will depend upon the amount received by the employee.

Employee receives £1,000 or less	Must remain with the Council for 12 months
Employee receives between £1,000 and £2,000	Must remain with the Council for 18 months
Employee receives between £2,000 and £3,000 Employee receives between £3,000 and £4,000	Must remain with the Council for 24 months Must remain with the Council for 36 months

If an employee leaves the Council by reasons of his / her own choice or is dismissed on the grounds of conduct or capability related to performance, within the period specified, he / she must repay the full amount received under this heading.

In the event of the employee dying within the specified period the payment will not be reclaimed.

Reimbursement of costs associated with terminating employment is not in addition to receiving relocation or travel assistance. An employee who accesses relocation and requires payment of a termination fee will be subject to an overall total of £8,000. Similarly an employee who requires travel assistance and payment of a termination fee will be subject to an overall total of £4,000.

 

This policy has been developed in accordance with Council's Equality Strategy.

Issue Date:                September 2006

Review Date:             September 2008