EDINBURGH NAPIER UNIVERSITY
RELOCATION EXPENSES POLICY
1.
SCOPE AND GENERAL CONDITIONS OF THE POLICY
1.1
The policy applies to new members of staff who need to move home to take
up an appointment lasting 2 years or more and who are relocating more than
60 miles. This is calculated as the shortest route, using a recognised route
planner, from the address detailed on the application form to the campus
detailed as their normal place of work in their contract of employment.
1.2
Where staff are recruited from the outside of the United Kingdom or Republic
of Ireland, assistance with expenses they have to pay will be made from the
place of arrival in the United Kingdom.
1.3
It is a rule of the scheme that staff move their home within 26 weeks from the
date they start their new appointment and submit claims for repayment within
that period. If, for reasons outside your control, you are unable to move home
and/or submit claims within that time, the University will consider a late
application provided that you show an intention to move within a reasonable
timeframe and have explained the reason for the delay within the 26 week
period.
1.4
Consideration may be given to part-payment of expenses, if a partner is also
required to move home and payment of moving expenses is also made by
another employer.
1.5
You can claim up to a maximum payment of £3,000, within the categories of
payment listed in section 2 below.
1.6
Staff are required to give a written undertaking (relocation expenses form) that
they will remain in the employment of Edinburgh Napier University for a
minimum of 3 years. If you leave before this date, you will need to repay part
of the expenses you have received as set out below, subject to the discretion
of the Director of Human Resources and Development:
Within 1 year
Within 2 years
Within 3 years
-
Full Repayment
50% Repayment
25% Repayment
1.7
Where staff leave the University due to redundancy, ill health retirement or
other circumstances outwith their control, no repayment of fees will be
expected.
1.8
The application of the policy will be entirely at the discretion of the University.
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Human Resources and Development
March 2014
2.
CATEGORIES OF PAYMENT (within the overall limit)
2.1
Search for a New Home
2.1.1 Travelling expenses, including travel and accommodation costs for up to 2
visits will be paid where you need to visit your new place of employment to
find a suitable home.
2.1.2 Payment of expenses will be at the rate of standard class rail travel or the cost
of petrol, as appropriate. With effect from 1 November 2013, the University
mileage rates are:
Car



First 100 miles in a return journey - 45p/mile
Then next 200 miles - 20p/mile
Anything over 300 miles - 10p/mile
Motorbike

All miles paid at 24p/mile
2.1.3 Expenses in connection with the search for a new home will apply to you and
your partner or a dependant relative travelling with you.
2.2
Removal Expenses
2.2.1 Removal costs will be reimbursed for:



removal costs for furniture and belongings from the old home to the new
(including international removals)
costs of insurance for goods in transit and/or
storage costs
2.2.2 Actual payment will be on the basis of the lowest two competitive written
quotes which should be provided alongside the Relocation Expenses Claim
Form, although staff may employ a contractor of their own choice.
2.2.3 Where a member of staff uses self-drive hire arrangements, these costs may
be approved if the total cost is less than for removal by contractors.
2.3
Legal Fee
2.3.1 Repayment includes payment of legal and other fees for the sale and/or
purchase of a home, or any genuine but unsuccessful attempt to buy. This
includes legal fees, mortgage redemption fee, advertising and surveying fees.
2.3.2 Repayment does not include duty redemption fees, mortgage guarantee
premiums and bridging loan interest charges.
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March 2014
2.4
Renting Allowances
2.4.1 A member of staff who needs to find a temporary home, within a reasonable
distance of the new place of employment may be eligible for a rent allowance.
2.4.2 The rent allowance can be paid for 26 weeks, and can be reviewed at the end
of the 26 weeks, should the member of staff still need temporary
accommodation.
2.4.3 The current maximum rental allowance is £100 per week.
3.
PAYMENT PROCEDURES
3.1
All spending must be necessary and can only be repaid to you after you have
spent it.
3.2
Claims for the pay must be made using the proper claim form which HR&D will
send to you on appointment. Claim forms must include original receipts.
3.3
All claims for repayment must be sent to the Line Manager for signature, who
will then pass them to Human Resources and Development for authorisation
by a Human Resources & Development Budget holder.
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Human Resources and Development
March 2014