SWANSEA UNIVERSITY
Bay Campus Relocation Procedure
This procedure clarifiesarrangements for staff moving to Bay Campus. The policy applies to all staff who are required by the nature of their role to relocate. This procedure does not apply to staff who choose to relocate or apply for a job based on Bay Campus after 1st January 2015.
All staff are contracted to work at any such premises as may be occupied by Swansea University, it is therefore expected that staff required to relocate will do so.
Exceptional Circumstance:
It is recognised that some members of staff might have some personal difficulty in relocating to the Bay Campus. Any member of staff anticipating problems for genuine reasons (e.g. caring responsibility or disability) should raise concerns with the aim of seeking a resolution with their Line Manager at the earliest opportunity. This should be done by completing the Exceptional Circumstances Form, the deadline for submission of exceptional circumstances forms will be 31st May 2015.
On completing the form the member of staff should set out how they would like to vary their working arrangements to assist with their relocation to Bay Campus. Thought should be given to the potential impact on the service provided and how any detrimental impact may be avoided. It will be the responsibility of the Line Manager to consider such requests in the first instance. On receipt of the request the line manager should make arrangements to meet with the member of staffto discuss their request, within 14 days of receipt of the request. After the meeting the manager will make a decision on whether to grant the request taking into account:
- thereason for the request.
- the impact on the wellbeing of the member of staff.
- the ability/inability to reorganise work amongst existing staff.
- impactpotential on quality/performance/student experience.
The manager may:
- Agree to grant a temporary change to working arrangements as requested by the member of staff.
- Offer an alternative temporary change.
- Decline the request.
Should the line manager agree to accommodate the request the change will be agreed on a temporary basis for up to three months from the agreed date of relocation (this will be 1st September 2015 in the majority of cases).
Should the request be declined the member of staff has the right of appeal. The appeal will be considered by the Head of College/Directorate and a Human Resources Officer. Should the appeal be declined consideration will be given to including the member of staff on the University’s Redeployment list. Should the member of staff choose to resign rather than relocate, no redundancy payments will be made.
Disruption Allowance:
Members of staff travelling to the Bay Campus on a daily basis may incur additional journey to work costs and/or time. The University has undertaken to pay a disruption allowance to eligible staff.
Staff will become eligible for a Disruption Allowance if they incur an additional 3 miles or more(one way)on their journey to work. The Disruption Allowance will be payable for 2 years from 1st September 2015. The allowance will be calculated at 25p per mile travelled in excess of their current journey to work. The allowance must be claimed by staff in advance of their transfer on the Disruption Allowance form. The deadline for submission of the Disruption Allowance form is 31st May 2015.
Journey distances should be calculated using Google Maps. The amount claimed should be the shortest difference of the journey distance from home to Park Campus (SA2 8PP) and from home to Bay Campus (SA1 8QQ). The maximum claim cannot be more than 5 miles each way. The home address claimed will be verified against the address currently held on the HR database. Staff should therefore check their personal record to ensure that the correct address is held.
The allowance will be calculated as an annual lump sum and paid monthly in arrears. Part time staff will be paid according to the number of days worked per week.
Members of staff in receipt of an allowance must notify Human Resources at the earliest opportunity if circumstances relating to their allowancechange, e.g. change of address or working pattern.
Travel Arrangements for Staff between Campus Sites
Some members of staff particularly in the professional services may be required to work on both sites. Other members of staff will need occasionally to travel between sites for business reasons. The University is committed to providing a frequent regular bus service between the two campus sites. Where members of staff are required to travel between the campuses they may use the bus service at no cost to themselves. Travelling expenses will NOT be reimbursed for travel by car between sites.
Transfer to the Bay Campus Buildings
Special arrangements for groups of staff will be agreed for those who need to work additional hours in the evening or at weekends to affect the transfer in a timely manner.
During a limited and specified transfer period from 1 January to 31 December 2015, overtime will be paid to staff at plain time rates who are specifically tasked by the Head of College or Director of Professional Services, in advance, to work additional hours in connection with essential work regarding the move to the Bay campus, as an alternative to time off in lieu. During the same period there will be a facility for members of staff to be paid in lieu for untaken annual leave above the statutory minimum (20 days set out in the Working Time Regulations) in connection with essential work regarding the move to the Bay Campus, if approved by the Head of College or Director of Professional Services. Flexible work arrangements will be permitted where approved in advance by the Head of College or Director of Professional Services (e.g. weekend working). Employment of additional temporary staff will be allowable within approved business plans.
Appendix I
Example 1:
Home Postcode: SA3 5XX
Distance from SA3 5XX to SA2 8PP:2.5 miles
Distance from SA3 5XX to SA1 8QQ:7.5 miles
Daily excess distance:5 x 2 = 10 miles
Allowance per day:25p x(10) = £2.50
Working days per year: 52 x 5 = 260
Allowance per year:£650
Example 2:
Home Postcode: SA32 8XX
Distance from SA32 8XX to SA2 8PP:20.9miles
Distance from SA32 8XX to SA1 8QQ:25.9miles
Daily excess distance:5 x 2 = 10 miles
Allowance per day:25p x(5x2) = £2.50
Working days per year (3 days per week):52 x 3 = 156
Allowance per year:£390
Example 3:
Home Postcode: SA2 0XX
Distance from SA2 0XX to SA2 8PP:1.4 miles
Distance from SA2 0XX to SA1 8QQ:5.5 miles
Daily excess distance:4.1 x 2 = 8.2 miles
Allowance per day:25p x (5x2) = £2.05
Working days per year: 52 x 5 = 260
Allowance per year:£533
Example 4:
Home Postcode: SA1 1XX
Distance from SA1 6XX to SA2 8PP:1.9 miles
Distance from SA1 6XX to SA1 8QQ:4.0 miles
Not eligible for the Disturbance Allowance as less than 3 miles.