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Relocation Policy

Contents:

1. Policy Statement
2. Scope
3. Qualifying Criteria
4. Scope of Financial Assistance
5. Administrative Process

1. Policy Statement 

The University of York aims to recruit the highest quality individuals. This policy is intended to support departments in this aim by providing a financial contribution to the costs new employees incur when they have to relocate either nationally or internationally.

2.  Scope

This policy applies to staff appointed to a position at grade 6 or above on an open-ended contract or to a fixed term position of two years or more, and who have to relocate their place of residence in order to take up the appointment. Staff employed on grades 1-5 are not eligible as the University would normally expect to recruit from within the York and surrounding area.

This policy only applies to the removal of domestic effects from the applicant’s current home to their new home. Where applicable, reimbursements of any costs relating to the removal of office or laboratory equipment, or other work related items to the University of York are at the discretion of the recruiting department.   

3. Qualifying Criteria

To qualify the appointee must meet all of the following criteria:

• The expected duration of their employment with the University should be at least two years.
• They must need to move home to take up an appointment with the University of York.
• Their existing home is not within reasonable daily travelling distance to their new workplace.
• The home that they move to must normally be within approximately one hour’s travelling distance of the new workplace.
• Any claim should normally be made within twelve months of taking up the appointment.
• The applicant will not be eligible for relocation assistance if their partner or other member of their household has received similar allowances from any source as a result of their move to the area.
• Payments for relocation expenses are treated as part of an appointee's earnings for Income Tax and National Insurance Contribution purposes. However, the first £8,000 is exempt from Income tax and NICs.

4. Scope of Financial Assistance

   Actual and reasonable relocation expenses (supported by receipts) will be reimbursed up to ten per cent of the appointee's gross starting salary up to a maximum of £8,000.

   Reasonable expenses incurred may include the following:

   • Removal of furniture and personal effects, including packing and insurance.
   • Temporary storage of personal effects if a direct move to the new residence is not possible.
   • Professional fees incurred in connection with the selling of the old residence and the purchase of a new residence e.g. Estate agent’s, surveyor’s or legal fees, stamp duty.
   • Travel and accommodation expenses incurred during preliminary visits to the area to view prospective property. 

The amount reimbursed may be varied in exceptional circumstances with the approval of the Director of Human Resources or the Vice-Chancellor.

In addition, individuals moving from overseas can claim for a one way economy class or equivalent airfare for the employee and his/her immediate accompanying family.

Should the appointee voluntarily leave the University within 24 months of commencing employment with the University, they will be required to repay a proportion of the reimbursed expenses. This amount will decrease by 1/24 for every month of service completed.  

5. Administrative Process

Requests for payment must be submitted to HR Services using the Relocation Expenses form. All claims must be supported by original receipts and evidence that the appointee has moved to take up their appointment.
 

Last Updated: January 19, 2012 | Alex McFarlane

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