Relocation/ Removal Expenses Policy
and Procedure
Human Resources Department
Lead Director: Director of Human Resources and Student Support
Date ratified by Council:
Policy issue date:
Policy to be reviewed every 2 years.
Date of next review: 2017/2018
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RELOCATION/ REMOVAL EXPENSES POLICY AND PROCEDURE
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PURPOSE AND SCOPE
1.1
Members of Staff must live within a reasonable travelling distance of the University in
order to fulfil their duties. This policy applies to newly recruited University staff.
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PROCEDURE
2.1
When an offer of employment has been made, the Human Resource Department will
provide the successful candidate with a copy of the document “Relocation to Keele”.
2.2
In cases where it is necessary for a newly appointed member of staff to relocate to
live within reasonable travelling distance of the University, agreement should be
reached with the Human Resource Department as to whether there is entitlement to
relocation expenses.
2.3
If a member of staff is appointed for less than three years the maximum
reimbursement detailed below will be proportionally reduced to reflect the length of
appointment. If appropriate a supplementary claim may be made later.
2.4
The allowance limits and criteria are detailed below.
2.5
Allowances may only be exceeded with the approval of the Vice-Chancellor
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CRITERIA AND ALLOWANCES
3.1
Relocation within the United Kingdom
3.1.1. Where approval has been given, the terms for claiming relocation expenses are as
follows:(a)
Reimbursement of relocation of household and personal effects including
insurance and storage during transit will be paid up to the limit specified in
paragraph 2. (Storage other than during transit will not normally be allowed).
(b)
Reimbursement of costs incurred may be made when household and
personal effects have been placed in temporary accommodation and later
removed to a permanent residence, as long as the second move is within 3
months of taking up appointment. The total reimbursement should not
exceed the award specified in paragraph 3.1.2.
(c)
A single payment to meet the cost of the appointee and family’s travel to
Keele.
3.1.2. An allowance of up to £1,500 may be made towards the cost of 3.1.1(a), (b) and (c).
(The applicant should submit 2 quotations for removal expenses: reimbursement will
be made on the lower quotation).
3.1.3. A separate allowance of up to £300 may be made towards the costs of legal
expenses incurred in purchasing property within the reasonable travelling distance of
the University, as agreed at interview.
3.1.4. A member of staff may prefer to remove household and personal effects through the
use of self-hire transport. In this case the member of staff should agree the details
beforehand with the Human Resource Department.
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3.2
Relocation from outside the United Kingdom
3.2.1 Where a new member of staff is moving from outside the United Kingdom, he/she
should write to the Human Resource Department with an estimate of costs of
relocating family, household and personal effects.
3.2.2 If the member of staff is moving from within Europe an award of up to £2,000 may
be allowed.
3.2.3 If the member of staff is moving from outside Europe an award of up to £3,000 may
be allowed.
3.3
Duplication of Claims
3.3.1 Only one claim for removal expenses may be accepted for each family unit moving to
Keele. (A “family unit” being new employee and spouse/partner).
3.3.2 Where relocation expenses are claimed from another employer by the spouse/partner
of a new Keele employee, this should be declared to the Human Resource
Department who may make adjustment in the claim against the University.
3.4
Repayment of Relocation Expenses
3.4.1 Any member of staff leaving the University’s employment before the completion of
three years’ service will be required to repay a proportionate amount of any relocation
expenses received. (Repayment of the legal expenses will not be sought).
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