Relocation Expenses Policy
Policy Statement
1. Employees are required to live within normal daily travelling distance of the University except with the express permission of the Director of Human Resources*. The University will support new employees to relocate to the area, recognising the practical and financial challenges associated with relocation. This Policy:
- sets out the criteria and conditions which apply to new employees who wish to make a claim for relocation expenses;
- ensures that financial assistance is applied in a consistent manner;
- provides assistance to staff who relocate in order to take up an appointment with the University;
- provides assistance to all eligible staff in a consistent manner;
- provides advice and guidance to all involved in the process.
Eligibility
2. To qualify for the reimbursement of relocation expenses, appointees must normally be moving to within 20 miles travelling distance of the place of work.
3. Claims should normally be made within 12 months of the start of employment.
4. Where more than one member of the household is appointed to the University, only one claim for reimbursement (up to the maximum of £4,000) will be accepted.
Application and Approval Process
6. New employees who meet the above criteria and wish to claim relocation expenses should submit the following documentation to the Director of Human Resources who will normally approve claims within 5 working days of receipt:
- a standard claim form for the reimbursement of relocation expenses normally within twelve months of the commencement of employment;
- the agreed number of quotations (see paragraph 6).
Level and type of Relocation Expenses which can be claimed
6. The maximum amount that may be reimbursed is £4,000. For posts which are less than full-time, relocation assistance will be pro rata. This figure will be reviewed annually by the Finance and General Purposes Committee. Relocation expenses cover the items specified as ‘qualifying’ relocation expenses by the Inland Revenue Regulations, namely:
- the employee’s sale of their existing place of residence;
- the costs associated with the employees purchase of a new residence;
- transporting the employee’s belongings to the new residence. Please note that 3 competitive tenders should be obtained in writing and submitted with the claim;
- associated travel and subsistence costs;
- domestic goods for the new premises;
- bridging loans.
7. The Relocation Expenses Policy does not cover the following expenses:
- utility bills e.g. electricity, water, gas, Council Tax;
- deposits on rented accommodation (due to the fact that this will be reimbursed directly to the tenant at the end of the tenancy agreement);
- re-direction of mail;travel expenses to and from the appointee’s existing place of residence to Aberystwyth University once the appointee’s appointment has been confirmed.
8. New employees claiming relocation expenses must:
- give details of other amounts paid, or which could be claimed; or
- declare that no other relocation expenses have been, or could be claimed, by the member of staff concerned or some other person in respect of the relocation.
Repayment of Relocation Expenses
9. If either the member of staff or the University terminates the employee’s contract of employment, or the contract ends within a specified period, the following repayment schedule will be applied to relocation expenses already paid:
- during the first year, repayment of relocation expenses shall be made in full;
- during, and to the end of the second year, repayment of half of the relocation expenses shall be made;
- during, and to the end of the third year, repayment of one quarter of the relocation expenses shall be made.
Variations to the Policy
10. The Vice-Chancellor has authority to vary arrangements for expenses in exceptional circumstances.
