Removal and Associated Expenses Policy for Run-through Trainees

Transcription

1 [Type text] The Administrator Trust for the North Western Deanery Removal and Associated Expenses Policy for Run-through Trainees Implementation Date: August 2007 Review Date: August 2008

2 Page 2 Contents 1.POLICY STATEMENT ELIGIBILITY TRAVEL IN LIEU OF RELOCATION RELOCATION FUNDING PROVISION FOR REMOVAL AND ASSOCIATED EXPENSES PROCESS FOR OBTAINING REIMBURSEMENT OF REMOVAL AND ASSOCIATED TRAVELLING EXPENSES TRAVEL EXPENSES AND ROTATION EXPENSES DURING SEARCH FOR ACCOMMODATION CONTINUING COMMITMENTS EXPENSES ON REMOVAL FORM OF UNDERTAKING ALLOWANCES AND RATES ADMINISTRATIVE ARRANGEMENTS APPEALS PROCEDURE...8 APPENDIX 1 - EXPENSES FOR REIMBURSEMENT...9 APPENDIX 2 - FORMS... 10

3 Page 3 1. POLICY STATEMENT 1.1 This policy provides the framework for the reimbursement of removal and associated expenses to doctors appointed to run-through training under the Service Level Agreement between the Postgraduate Dean and employing Trusts. The policy applies where availability of support for removal costs has been agreed as part of the employment contract. This policy may be amended from time to time after consultation. 1.2 All references to the Trust in this policy refer to the Trust in which you are currently employed. 2. ELIGIBILITY 2.1 This policy is applicable to all run-through trainees who are required to relocate and sell their previous property to enable them to take up their appointment with the Trust or who are given approval for a second move during their employment by the Trust It should be noted that this second move is related to moving personal belongings only. 2.2 Run-through trainees who are home owners and as a direct result of the appointment are required to relocate and sell their previous property will be entitled to the items set out in appendix 1 in respect of purchase and selling expenses. 2.3 Those doctors who were in rented or hospital accommodation prior to appointment should refer to section 4.3 of this policy 2.4 Travel and removal expenses will be reimbursed from UK port of entry only. 2.5 Relocation and associated expenses will not be paid where an employee s partner is also receiving support from his/her employer.

4 Page 4 3. TRAVEL IN LIEU OF RELOCATION 3.1 Newly appointed run-through trainees who were property owners and would prefer not to move into the new area may apply to be paid excess travel from their home to their place of work for a maximum of twelve months after appointment to the run-through training programme 3.2 Newly appointed run-through trainees who are unable to find suitable accommodation in the new area may apply to be paid excess travel from their home to their place of work for a maximum of twelve months from the appointment to the run-through training programme Mileage will be paid at public transport rate 3.3 Run-through trainees may apply to the Trust Payroll department for payment of mileage at the standard rate if the journey can be demonstrated not to be tenable by public transport. The decision will be at the discretion of the Postgraduate Dean. 4. RELOCATION 4.1 Run-through trainees who sell a property in their old home area and purchase a new property within an appropriate proximity of their base hospital must have moved a minimum of thirty miles to their new accommodation, and live within a reasonable commuting distance of the base hospital in order to meet on-call commitments to be eligible for reimbursement of expenses as set out on 5.1 and The property for which reimbursement of removal and associated expenses is made must be of a broadly comparable standard to that occupied in the area of previous employment. 4.3 Run-through trainees who are occupying rented or hospital accommodation immediately prior to beginning employment with the Trust will be reimbursed the cost of removal of furniture and effects up to 500. All other expenses set out in appendix 1 are not applicable unless qualification is met under section 2.2 Eligibility.

5 Page 5 5. FUNDING PROVISION FOR REMOVAL AND ASSOCIATED EXPENSES 5.1 Reimbursement of relocation expenses is conditional on run-through trainees being able to demonstrate that they are an owner occupier and able to produce evidence that their property is on the market for sale and every effort is being made to obtain suitable accommodation in the new area. 5.2 Reimbursement is normally to a maximum of 8,000 for all categories of expenses outlined in this policy inclusive of all removal and associated expenses. The sum reimbursed will be the less of 8,000 or the total of authorised and receipted expenses (see 6.3). Exceptionally the Postgraduate Dean may consider funding additional expenditure beyond 8, One abortive purchase may be reimbursed where the run-through trainee is not responsible for the abandonment of the transaction or the runthrough trainee s withdrawal is entirely reasonable. 5.4 Under normal circumstances, claims submitted more than 12 months from the date of appointment will not be reimbursed. If you are unable to claim within this period you must clarify your reasons in writing to the Trust (see section 13.1 for contact details) 6. PROCESS FOR OBTAINING REIMBURSEMENT OF REMOVAL AND ASSOCIATED TRAVELLING EXPENSES 6.1 Run-through trainees must obtain written authorisation of removal expenses from the Trust Payroll department before making any firm arrangements. The North Western Deanery will not accept any responsibility for expenses incurred where arrangements are made without written confirmation that expenses are authorised for reimbursement. 6.2 Before storage and/or removal of furniture is agreed, three quotes must be submitted to the Trust Payroll department for approval. Reimbursement will be limited to the lowest quote. For small removals reimbursement of a self-hire vehicle is available. 6.3 Reimbursement will only be made upon presentation of receipts of authorised expenses. Details of expenses for reimbursement and excluded expenses are given in Appendix Stamp duty will be reimbursed to the order of the lower value of the two properties.

6 Page 6 7. TRAVEL EXPENSES AND ROTATION 7.1 The first hospital on the rotation will remain as the designated base hospital. However due to the rotational nature of the employment travel expenses to various hospitals will be reclaimable under the following criteria: Home to place of work less 11 miles (22 return) i.e. a) Home to place of work 20 miles 11 miles = 9 miles to claim (18 return) Home to place of work 10 miles 11 miles = no claim 7.2 Run-through trainees who do not wish to move house do not wish to travel on a daily basis to the next hospital on the rotation may apply to the Trust Payroll department to be reimbursed for accommodation costs. The decision whether to pay accommodation costs will be based on an assessment of the projected cost of travel versus the cost of accommodation 7.3 Mileage will be paid at public transport rate however; run-through trainees may apply for payment of mileage at the standard rate if the daily journey can be demonstrated not to be tenable by public transport. Applications must be made in writing, detailing journey times and the availability of public transport, to the Medical Staffing Officer at the Client Trust. The Medical Staffing officer, taking account of local circumstances, will forward his/her recommendation to the Trust Payroll Manager. The decision will be at the discretion of the Postgraduate Dean. 8. EXPENSES DURING SEARCH FOR ACCOMMODATION 8.1 On Appointment to the Trust Run-through trainees are entitled to make a preliminary visit to the area of their new employment in search for accommodation. 8.2 The following expenses for preliminary visits will be reimbursed: Accommodation and subsistence for a maximum of four nights will be paid (see 12.2) Travel will be reimbursed at public transport rate or standard rail fare

7 Page 7 9. CONTINUING COMMITMENTS 9.1 Whilst the old property is on the market and remains unsold, accommodation costs will be reimbursed to a maximum rate of 600 per month. Reimbursement will be for the lower of the monthly mortgage on the old property and the monthly mortgage/rent on the new property. 9.2 Payment will be limited to six months in the first instance although if approved by the Dean this period may be extended to twelve months in certain circumstances. 9.3 Run-through trainees who have not found suitable accommodation in the new area and who are in single accommodation may be reimbursed the travel costs of weekly home visits home at public transport rate or standard rail fare for a maximum of twelve months 10. EXPENSES ON REMOVAL 10.1 Run-through trainees and their dependants will be reimbursed for traveling expenses incurred on removal from the old property to the new property at public transport rate or standard rail fare Run-through trainees will be reimbursed for one return visit to their old property to supervise removal. The following entitlements are available paid leave for a maximum if three days will be given accommodation and subsistence will be paid travel will be paid at public transport rate or standard rail fare 11. FORM OF UNDERTAKING 11.1 Run-through trainees will be required to sign a form of undertaking that they will not leave the training programme within a period of two years, unless a further move is a result of unforeseen circumstances which are deemed to justify being released from the signed undertaking. The level of reimbursement by run-through trainees to the Trust will be pro rata to the length of time remaining in the two year period 1.2 A signed undertaking is also required that the run-through will not recover any expenses (in part or full) from another source e.g. partner s employer

8 Page ALLOWANCES AND RATES 12.1 Subsistence will be payable only on provision of receipts 12.2 The following rates apply: Bed and Breakfast Meals Trust Accommodation Public Transport Rate per night (single) per night (family) per 24 hour period Trust rates 0.23 per mile 13. ADMINISTRATIVE ARRANGEMENTS If you have any queries with regards to this policy, please contact: The Payroll Department of the Trust. The Medical Staffing Department of the Trust will provide you with the contact information if you do not already have it. 14. APPEALS PROCEDURE The appeals procedure is set out in the Trust s Grievance Procedure.

9 Page 9 APPENDIX 1 - EXPENSES FOR REIMBURSEMENT As detailed in the policy and to include House purchase Solicitors fees Stamp duty Land registration fees Survey fees Incidential legal expenses House Sale Solicitors fees Estate agents fees Incidential legal expenses Furniture removal and storage expenses General Travelling expenses Subsistence expenses Continuing commitments allowances Miscellaneous expenses grant for vouched expenses to 500 Excluded Expenses The following categories of expenses are excluded from the policy: Loans for assisted house purchase Excess rent allowance Interest on bridging loans Increase in insurance premiums Mortgage redemption fee

10 Page 10 APPENDIX 2 - FORMS

11 Page 11 REMOVAL EXPENSES CLAIM FORM Name: Grade: Dept/Unit Description Amount Claimed Removal of Furniture 2. Storage of Furniture (from to ) 3. Expenses for House Sale 4. Expenses for House Purchase General Expenses TOTAL CLAIM I hereby claim reimbursement of the above expenses, which I have incurred in respect of my relocation and for which I am due reimbursement under the Trust s Removal and Associated Expenses Policy I have read and understand the policy and am enclosing all relevant receipts Signed: Date: Completed forms should be returned to the Payroll Services Dept APPLICATION FORM FOR REMOVAL EXPENSES

12 Page 12 Personal Details Surname: Forenames: Payroll Number: Employment Details Date of Appointment: Place of work: Previous Employer: Post Held: Property Details Address of Property to be sold (Estate Agents Brochure to be forwarded to.. Address of Property to be purchased (Estate Agents Brochure to be forwarded to ) Will expenses be recoverable from any other source: e.g. Spouse s Employers? Yes/No Signed: (Applicant) Signed: (Authorising Officer) When completed this form should be returned to: Payroll Department.. You will be notified in due course of your eligibility to Removal Expenses

13 Page 13 REMOVAL EXPENSES FORM OF UNDERTAKING Name: Grade: Date of Appointment In consideration of.. ( The Trust ) agreeing to pay me removal expenses, on taking up the above appointment, in accordance with the Trust s removal and associated policy. I hereby agree that I will not leave the service of the Trust within a period of two years. I understand that in the event of my breaking this undertaking I will be required to refund expenses paid to me in accordance with section 11 of the policy. I also confirm that the expenses I will claim will be paid by me and are/are not * recoverable in part or whole from any other source Signed: Name: Date: * delete as appropriate Removal policy