Human Resources

Relocation Policy

Index:

• 1. Purpose
• 2. Scope
• 3. Appropriate expenditure
• 4. Allowances
• 5. Recovery

1. Purpose

The purpose of the Relocation Policy is to compensate, in part, the financial loss incurred by new employees who are required to relocate their permanent residence to within daily travelling distance of the University, and where the employee's home address is not within 50 miles of their University workplace.

2. Scope

To be eligible for relocation, you must be a Grade 6 and above, first appointment is for more than 3 years, and relocating from further than 50 miles away from campus.

2.1 The Policy applies to academic and academic-related members of staff newly appointed to an open-ended University funded post or to a fixed term post of three years or more, and who have to relocate their place of residence in consequence of taking up appointment. Applicants should be aware that if they leave before serving three years' continuous employment from the date of appointment they will be required to refund some or all of the expenses reimbursed.

2.2 Relocation expenses will only be payable to staff who move to a travel to work area within 35 miles of the University, or less than one hour's travel by public transport. It is expected that staff will make every effort to move house in as short a time as possible and in any case within 12 months of the commencement of employment. Claims must be submitted within 12 months of appointment.

2.3 In the event that two members of one household obtain appointments each partner will be allocated the normal formula expense limit. Re-imbursement will be in respect of expenses incurred against the joint allocation. In such circumstances the University will allow one claim for re-imbursement of joint expenses, e.g. removal costs, storage costs, solicitors fees and stamp duty. Two claims can be submitted for expenses incurred by each partner, e.g. flights and storage costs.

2.4 Staff relocating from outside the U.K. will be eligible for enhanced assistance, in recognition of the additional expenses likely to be incurred. The University will pay for the first visa of a new employee (only) if either a Skilled Worker or Global Talent visa only. Only the cost of the actual Visa & NHS Surcharge is refundable. The cost of Premium Service/ Priority Service/ Fast Track visa, visa appointment fees, delivery charge of BRPs, TB Tests, English Language Tests etc, are non refundable. Any subsequent visa extensions are not eligible for reimburse and the cost of this must be met by the applicant.

2.5 We do not cover the cost of Tier 5 visas, Graduate Visas, Indefinite Leave to Remain visas, any Immigration Health Surcharges, applications for British citizenship and any dependant related visa costs.

2.6 The costs of family's visa & NHS surchages is not eligible for reimbursement, unless the applicant is given a relocation allowance. The cost of the family's visa's cost can then be submitted as part of the relocation claim. 

3. Appropriate expenditure

Relocation costs will be refunded in full or up to the appropriate maximum allowance, whichever is the lesser sum. Relocation costs are defined as those necessarily incurred in the relocation of a staff member's home, and may include the following:

Please note that the relocation allowance applies to the removal of furniture and personal effects, including insurance and storage only, and does not cover the removal of office or lab items (this should be discussed separately with your department). 

Where the newly appointed member of staff is a home owner who sells and purchases a new home as a consequence of appointment to the University:

(b) Solicitor's fees.

(c) Surveyor's fees

(d) Estate Agent's fees

(e) Stamp Duty

(f) Cost of temporary alternative accommodation, incurred where the member of staff commences employment without having completed the sale of the former home.

The Accommodation Service can provide details of inexpensive University accommodation.

(g) Travel costs to the former home while it remains unsold.

(h) The University will pay for the first visa of a new employee (only) if either a Skilled Worker or Global Talent visa only. Only the cost of the actual Visa & NHS Surcharge is refundable. The cost of Premium Service/ Priority Service/ Fast Track visa, visa appointment fees, delivery charge of BRPs, TB Tests, English Language Tests etc, are non refundable. Any subsequent visa extensions are not eligible for reimburse and the cost of this must be met by the applicant

(i) The cost of the initial journey for a single car can be covered but reimbursement can only be made using a VAT fuel receipt (mileage is non-refundable). 

Reimbursements will be made on submission of receipted payments. Employment needs to have commenced before any claim is paid out.

4. Allowances

The maximum allowance reimbursable will be confirmed by the Human Resources Service and charged against their budget.

• Professorial Appointments and Senior Administrative appointments at Grade 10 up to an amount of £8,000

• In exceptional cases of Professorial and Grade 10 Senior Administrative appointments, the Principal may exercise discretion in granting additional support. In such circumstances, the personal taxation payable on benefits above HMRC limits will be borne by the individual staff member. HMRC provide full details of UK tax implications on relocation packages. 

5. Recovery

In the event of a resignation or termination of the contract, including the non renewal of a temporary contract, within three years of the date of appointment, the claimant undertakes to make repayment of relocation costs reimbursed as follows:

• Within a period of one year: 100%

After one year but within three years: repayment of full amount received, less 1/36th of this amount for each calendar month of service.