REMOVAL AND RELOCATION SCHEME

Page 1 of 7 Agreed at CNG on 11th October 2005

Guide to Relevant Sections of the Policy

ELIGIBILITY
Sections 1-3
/ TEMPORARY
PAYMENTS
COMMUTING
Sections 5E and 5F
SALE OF PROPERTY
Sections 5C and 5D
/ PURCHASE OF PROPERTY
Sections 5C and 5D
RENTING PROPERTY
Section 5E
PAYBACK IF LEAVE COUNCIL
Section 6

Page 1 of 7 Agreed at CNG on 11th October 2005

SUMMARY OF SCHEDULE OF ALLOWANCES(Please go to appropriate box combining your current circumstances with your proposed plans to show allowances that may be claimable)
Proposed Plans for Leeds
Current Circumstances / Propose to Buy a Property / Propose to Rent or Lodge Permanently / Propose to Commute whilst seeking to Rent or Purchase a Property
Currently Own a Home /
  • One return journey a week to permanent address (see 5F)
  • Legal & Estate Agents Fees (5C,D)
  • Lodging Allowance (5E)
  • Removal Expenses & Leave (5A)
  • Travel on Removal Day (5F)
  • Disturbance Allowance (5G)
/
  • One return journey a week to permanent address (see 5F)
  • Legal & Estate Agents Fees on Sale of Property (5C,D)
  • Lodging Allowance (5E)
  • Removal Expenses & Leave 5A)
  • Travel on Removal Day (5F)
  • Disturbance Allowance (5G)
/
  • Five journeys a week up to maximum of weekly Lodging Allowance and for up to 6 months (5F)
  • Other allowances as specified in relevant box

Currently Rent a Property or in Lodgings /
  • One return journey a week to permanent address (see 5F)
  • Legal & Estate Agents Fees on purchase (5C,D)
  • Lodging Allowance (5E)
  • Removal Expenses & Leave (5A)
  • Travel on Removal Day (5F)
  • Disturbance Allowance (5G)
/
  • One return journey a week to permanent address (see 5F)
  • Lodging Allowance (5E)
  • Removal Expenses & Leave (5A)
  • Travel on Removal Day (5F)
  • Disturbance Allowance (5G)
/
  • Five journeys a week up to maximum of weekly Lodging Allowance and for up to 6 months (5F)
  • Other allowances as specified in relevant box

MAXIMUM
ALLOWED / £8000 / £8000 / Commuting – maximum no more than the weekly Lodging Allowance and for up to 6 months

Page 1 of 7 Agreed at CNG on 11th October 2005

1. Statement of Purpose / Objectives

As part of the Council’s commitment to becoming an employer of choice the Council will consider providing financial assistance to officers who need to move home as a direct result of taking up appointments with the City Council according to the eligibility requirements in Section 2.The application of this policy on relocation expenses should be made clear to applicants as part of the recruitment process.

2. Eligibility

A new employeemay apply to receive assistance where they ;

  • currently live more than 20 miles away from their new workplace
  • move within 20 miles of it, and
  • do so within 12 months, and
  • move at least 5 miles closer to their new work.

Where Sharing or Caring arrangements prevent the employee moving within 20 miles of the place of work this criterion may be omitted if, in the opinion of the Director, the Council would benefit by financially assisting the move. However the other three criteria must be complied with.

3. Manager’s / HR Responsibility

  • Director, on advice of HR Manager to decide if scheme applies to an upcoming post, based on the eligibility in Section 2.
  • Departmental HR to give copy of scheme to candidates during the initial stages of the recruitment process.
  • Departmental HR to process claims under this scheme

Employee’s Responsibility

  • To make a claim within 12 months. If this is not possible please consult your departmental HR Manager who is able to extend this period under some circumstances.
  • The Council is committed to reducing CO2 emissions resulting from travel to work, as well as reducing peak time congestion. Whilst not a condition of eligibility, employees receiving relocation assistance, who cannot live within the vicinity of their workplace, should endeavour to select locations that allow travel to work by public transport or vehicle sharing. Employees new to the Leeds area should seek guidance from their Departmental HR regarding suitable locations.

4. How to apply and other issues

The maximum is £8000. The administration of this scheme is delegated to individual Directors (or their nominee) who are authorised to approve any payments. A copy of the scheme, if offered for the post, will be issued during the initial stages of the recruitment process. If an employee wants to apply for a payment he/she has to complete the appropriate relocation claim form . The Director’s decision is final.

This allowance is payable for any combination of the items listed below, but Lodging Allowance and Disturbance Allowance are subject to the maximum rate under the NJC Agreement (relating to predecessor agreements), updated nationally and adopted by Leeds City Council. Receipts will be needed for all claims. Payments will only be made once the employee has taken up their appointment with the Council.

5. What can be claimed

What can be claimed?

/

What does this include?

A. Removal Expenses and
Leave /
  • 2 working day’s leave when moving home
  • removal of possessions from old home to new (or into storage)
  • insurance of possessions in transit

B. Storage Costs /
  • storing and insuring furniture for up to 12 months

C. Legal Fees /
  • solicitors/conveyancing agents fees – valuation, search, structural survey, mortgage redemption fees, postage, stamp duty etc
  • advertising of sale
  • legal fees in moving to new home

D. Estate Agents /
  • all estate agent fees

E. Lodging Allowance /
  • contribution towards rent whilst finding a new home for up to 6 months up to a maximum as set out above. If rent is less than this pay actual rent paid only. This allowance is payable where there are continuing property or rental commitments at the current residence.

F. Travelling Expenses /
  • 1 return journey a week (at standard class public transport or casual user car allowance) for up to 6 months (where Lodging Allowance is paid)
  • 5 return journeys a week (at standard class public transport or casual user car allowance) up to the maximum Lodging allowance (where Lodging Allowance isn’t paid)
  • move on day for employee, any family and dependents from old home to new home (at standard class public transport / casual user car allowance / plane fare – which ever is used)

G. Disturbance
Allowance /
  • incidental spending on such items as carpets, curtains, electrical / gas appliances

6. Points to consider

  • Whatever options are chosen from the above table, they cannot exceed the maximum of £8000.
  • If someone who has received a removal and relocation payment leaves the council (for reasons other than death, redundancy, ill health or joining a company wholly owned or an arms length organisation of the Council, such as Education Leeds or Leeds ALMO) he/she will need to repay as follows:

Time Period (from the date of the move to Leeds) /

% to repay

  • He / she leaves within 12 months
/ 100
  • He / she leaves within 12 – 18 months
/ 75
  • He / she leaves within 18 – 24 months
/ 50
  • He / she leaves within 24 – 36 months
/ 25
  • He / she leaves 36 months +
/ 0
  • The move and any claim must be made within 12 months of the job start date. However, the relevant HR Manager can extend this period at his/her discretion to allow for (a) no sale of the property due to market conditions (b) other reasons given in advance by the officer e.g. a desire not to move due to children taking exams later in the year. However any extension could be outside the tax-free period allowed by the Inland Revenue. It is the employee’s responsibility to apply to the Inland Revenue for these expenses to be exempt even though they exceed the tax free period.
  • If two people are appointed in Leeds and they jointly buy a home and claim under this scheme this will be treated as one person. Therefore the maximum allowance would still be £8,000, to be paid by mutual agreement with the parties involved.
  • Payments must not be claimed where a partner is claiming a payment from another employerto cover the same costs.
  • The scheme will only apply to the first property purchased in Leeds.
  • Temporary accommodation only refers to renting, it does not refer to buying a property for temporary use.
  • Providing that all the eligibility criteria are met, this scheme can be used by new employees with no house to sell e.g. someone currently renting but buying in Leeds.
  • All claims by a Director or the Deputy Chief Executive should be approved by the Deputy Chief Executive and Chief Executive respectively.

7. Discretion

The terms of this scheme constitute a corporate standard and no discretion to extend the scheme exists. Any request for amendment or interpretation should be referred to Corporate HR.

8. Monitoring and review

The individual allowances for Temporary Lodging and Disturbance Allowances will be increased as updated nationally by the NJC Agreement (relating to predecessor agreements) and would continue to be deducted from the total claimable. The overall maximum will be reviewed on 1st April each year and increased by the RPI index, subject to the tax relief threshold for relocation expenses, as defined in the Finance Act, not being exceeded.

Page 1 of 7 Agreed at CNG on 11th October 2005