Relocation and Associated Expenses Policy For Speicalist Registrars in Training Programmes within the Mid Trent Region Implementation Date: 1 st October 2006 Policy Review Date: 1 St October 2007
Foreword This document should be included in recruitment packs and in any case must be made available to applicants before appointment. 1 Policy 1.1 The guiding principle behind the provision of relocation expenses is that a practitioner should not be financially disadvantaged by reasonable costs incurred through a move in the interests of the service; however practitioners are not expected to profit materially from reimbursements in respect of relocation. 1.2 This policy provides a basic framework for the reasonable reimbursement of relocation and associated expenses to practitioners appointed to Specialist Registrar training programmes within Mid-Trent with the recognition and agreement of the Postgraduate Dean. 1.3 The scope and level of the financial package should be determined and agreed prior to the post being accepted or, in the case of existing employees, a subsequent house move being agreed. 1.4 There must be no improvement in the quality of the housing at a cost to the taxpayer. 2 Eligibility 2.1 The policy is applicable to all Specialist Registrars in training who are required to relocate in the interests of the service to enable them to take up their appointment, or who are given approval for a subsequent move during their employment on the SpR training programme. 2.2 To be eligible for relocation expenses and tax relief under current legislation, the practitioner must have changed their main residence as a result of: 2.2.1 starting a new employment, or 2.2.2 a change of duties of employment, or 2.2.3 a change of location of employment. 2.3 The new residence must be within reasonable daily travelling distance of the designated principal (base) hospital on the specialty training programme i.e. within a 20 mile radius or 30 minutes travelling time. 2.4 The old residence must not be within a reasonable daily travelling distance of the designated principal (base) hospital on the specialty training programme i.e. within a 20 mile radius or 30 minutes travelling time. 2.5 The benefits must be incurred or provided, before the end of the year of assessment following the one in which the practitioner starts the new job. It does not matter when the practitioner moves to their new home. 2.6 First time buyers will not be entitled to claim financial assistance for any expenses associated with the purchase of a property. 2.7 Practitioners appointed to Locum Appointments for Training (LATs) for a period of six months or more may be eligible for the cost of removal of personal effects only. 2.8 Travel and relocation expenses will be reimbursed from UK port of entry only. 3 Travel in Lieu of Relocation 3.1 Excess travel is not included within those allowances eligible for tax relief under the provisions for relocation expenses. Although in most cases posts on rotation are classed as temporary workplaces and expenses paid in these circumstances are not subject to tax, practitioners should be aware that this may not be the case in all circumstances. 3.2 Newly appointed practitioners who choose not to move, or are unable to find suitable accommodation in the new area may apply to be paid excess travel from their home to
the designated principal (base) hospital for a maximum of twelve months after appointment to the training programme and to a maximum of 6,000. 3.3 The mileage that can be claimed under 6.2 will be the difference between the mileage from home to the place of previous employment and the mileage from home to the designated principal (base) hospital on the specialty training programme. 3.4 Excess travel under the provisions of 6.2 will be paid at public transport rate. 3.5 Practitioners may apply to the appropriate Trust for payment of mileage at standard rate, if the journey can be demonstrated not to be tenable by public transport. The decision will be at the discretion of the appropriate Trust. 3.6 Excess travel costs will not be payable where in the judgement of the appropriate Trust the journey time and/or the distance involved is likely to be detrimental to the safety of the practitioner and/or to the satisfactory performance of the practitioner s duties. In such circumstances the appropriate Trust will seek alternative arrangements addressing the needs of the practitioner and the service. 4 Relocation 4.1 Practitioners who sell a property in their old home area and purchase a new property within an appropriate proximity of the designated principle (base) hospital on the specialty training programme must meet the requirements contained in 3.2, 3.3, and 3.4 to be eligible for reimbursement of expenses as set out in 6.1 and 7.4. 4.2 The property for which reimbursement of relocation and associated expenses is made must be of a broadly comparable standard (in terms of present housing arrangements (i.e. rented or owner occupied, number of rooms, semi-/detached ( not absolute cost) to that occupied in the area of previous employment. Should that not be the case, reimbursement will be made as though the properties were similar. 4.3 Practitioners who are occupying rented accommodation immediately prior to beginning this employment will be reimbursed the cost of removal of furniture and effects. All other expenses set out in Appendix 1 will not be reimbursed in this circumstance except entitlement to claim the benefits of Sections 8, 9 and 11 of this policy. 5 Funding Provision for Relocation and Associated Expenses 5.1 Practitioners who have to move to take up an appointment on a Mid Trent specialty training programme may be reimbursed relocation expenses to a maximum of 6,000. 5.2 During the term of the rotational appointment where a practitioner is given approval for a subsequent move they may be reimbursed relocation expenses for a further maximum of 6,000. In such circumstances where a second move has occured, no excess travel will be reimbursed for the duration of the rotational appointment. 5.3 Where a practitioner has been reimbursed relocation expenses to take up their appointment and then subsequently chooses to travel the greater distance between their home and new placement hospitals on a daily basis instead of moving again, they may be reimbursed in addition, excess travel expenses to a maximum of 6,000 in total for the duration of the rotational appointment. 5.4 Where a practitioner has not had to move to take up an appointment on a Mid Trent specialty training programme and does not subsequently move house to take a placement in a hospital on the programme they may be reimbursed excess travel expenses to a maximum of 6,000 for the duration of the rotational appointment. 5.5 One abortive purchase may be reimbursed where the practitioner is not responsible for the abandonment of the transaction or the practitioner's withdrawal is entirely reasonable. 6 Process for Obtaining Reimbursement of Removal and Associated Travelling Expenses 6.1 Practitioners must submit an application form for assistance with relocation expenses and obtain written authorisation from the first Trust on the rotation before making any firm arrangements (Appendix 1) No responsibility for expenses incurred will be
accepted 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 obtained for approval. Reimbursement will be limited to the lowest quote. For small removals reimbursement of a self-hire vehicle is available. 6.3 Stamp duty will be reimbursed to the order of the lower value of the two properties, subject to the maximum overall limit for reimbursement of relocation expenses. 6.4 Reimbursement will not be made until the practitioner takes up the appointment. Original receipts will be required as proof of outlay against authorised expenditure. Generally reimbursement will not be made to third parties. Typical examples of expenses for reimbursement and excluded expenses are given in Appendix 2. 6.5 Claims for reimbursement must be made within twelve months of the incurring of authorised expenditure. 7 Designation of Base Hospital for Practitioners on Rotation 7.1 The Lead Recruiting Trust must clearly state the location of the designated principal (base) hospital when offering all posts and placements and this will be recorded in the practitioner s contract. 7.2 Due to the rotational nature of the training programme, approval may also be given to one subsequent move of house within the rotation. This move will be subject to the eligibility criteria in 3.2, 3.3, and 3.4. 7.3 Practitioners who would be eligible for support to move house during a rotational training programme may choose not to move on taking up the second or subsequent posts in a rotation, but to travel daily the greater distance between their home and the hospital. Should the practitioner have a home convenient to the hospital in which the second or subsequent post in the rotational appointment is to be held the practitioner may elect to travel the extra distance to the hospital in which the previous post or posts are held. If a practitioner chooses to exercise this option it should follow a discussion with the appropriate Trust, may be done only once in a rotation, and must be effected prior to commencement of the first post. 7.4 The mileage that can be claimed will be the difference between the mileage from home to the designated principle (base) hospital and the mileage from home to the placement hospital. Mileage will be paid at the public transport rate. 7.5 Practitioners who do not wish to move house and do not wish to travel on a daily basis to the next hospital on the rotation may apply to the appropriate Trust 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 either private or provided by the Trust. 8 Expenses During Search for Accommodation 8.1 On appointment to the training programme, practitioners are entitled to make preliminary visits to the area of their new employment in search of accommodation. 8.2 The following expenses for preliminary visits will be reimbursed: 8.2.1 Accommodation and subsistence for a maximum of 4 nights, (payable in accordance with the rates outlined in the Whitley Council Medical and Dental Terms and conditions). 8.2.2 Return travel at public transport rate (as outlined in the Whitley Council Medical and Dental Terms and Conditions) or standard rail fare. 9 Continuing Commitments 9.1 Whilst the old property remains unsold, reasonable accommodation costs may be reimbursed. 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 Practitioners who have not found suitable accommodation in the new area and who are in single accommodation may be reimbursed the travel costs of weekly visits home at public transport rate or standard rail fare for a maximum of twelve months. 9.3 To be eligible for reimbursement under 9.1 and 9.2 practitioners will be required to demonstrate that they are actively marketing their former property at a realistic price and/or that they are actively seeking suitable accommodation in the new area. 10 Expenses on Removal 10.1Practitioners and their dependants will be reimbursed for travelling expenses incurred on relocation from the old property to the new property at public transport rate or standard rail fare. 11 Form of Undertaking 11.1Expenses paid under this policy will be regarded as a loan, reducing over two years at the rate of 1/24 th per complete month of service. Practitioners will be required to sign a form of undertaking (Appendix 3) 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 release from the signed undertaking. The level of reimbursement by practitioners will be pro rata to the length of time remaining in the two year period. 11.2 The undertaking is also required that practitioners will not recover any expenses (in part or in full) from another source e.g. partner's employer 12 Allowances and Rates 12.2 Subsistence will be payable only against the provision of original receipts. 12.3 Rates for accommodation and meals will be in accordance with local Trust policy. 13 Administrative Arrangements 13.2 Application (Appendix 1) and claim forms (Appendix 4) can be obtained from the designated principal (base) hospital. 13.3 All correspondence, application forms and claim forms should be sent in the first instance to the designated principal (base) hospital. 13.4 Expenditure may be reimbursed in one payment or as it is incurred. A record (Appendix 5) will be retained in the Department of Human Resources at the designated principal (base) hospital.
Appendix 1 ADMINISTRATING TRUST Derby Hospitals NHS Foundation Trust SPECIALIST REGISTRAR APPLICATION FOR ASSISTANCE WITH RELOCATION EXPENSES This form must be completed as far as possible and returned to the Hannah Porter, Resource Team Manager, Derby City Hospital, Uttoxeter Rd, Derby DE22 3NE The information provides details of your circumstances and will enable an assessment to be made of the assistance, which can be granted to you in relation to relocation expenses. It will be treated in confidence and used for the above purposes only. 1. FULL NAME:. 2. CONTACT TEL NO: 3. MARITAL STATUS: Single / Married / Living with Partner * 4. CHILDREN: a) Number:.. b) Date(s) of Birth:. c) Number in full-time education:.. 5. IF YOU ARE MARRIED / LIVING WITH PARTNER, AND YOUR SPOUSE OR PARTNER ARE IN EMPLOYMENT: a) Will he/she receive assistance with removal expenses? YES/NO * b) If yes, from whom? 6. DETAILS OF YOUR APPOINTMENT ON THE SPECIALIST REGISTRAR TRAINING PROGRAMME a) First Post on the Training Programme: b) Specialty/Department: c) Date or proposed date of commencement:. 7. DETAILS OF PREVIOUS EMPLOYMENT: a) Employer:... b) Base Hospital: c) Post:... Post type: Permanent / Rotational / Temporary / Fixed Term * d) Specialty/Department:... e) Date of leaving:.
8. DETAILS OF PREVIOUS ACCOMMODATION: a) Full Address: The accommodation was rented / owned by myself * b) If owned estimated selling price:. c) If rented, it was Hospital / Private accommodation * and Furnished / Unfurnished * d) I was living with parents * e) Distance from home to old base:.. f) Distance from home to new base: 8. NEW ACCOMMODATION: a) Address:.... b) Is this temporary / permanent * c) If it is rented, it is:- i) Hospital / Private Accommodation * and Furnished / Unfurnished * d) Date of removal: e) Purchase price:... * Delete as appropriate I declare the information detailed on this form is correct. Signed: Date: For Office Use Only AUTHORISATION I confirm the following entitlements to relocation and associated expenses for the above named doctor: Signed:. Date:
Appendix 2 Examples of Expenses for Reimbursment The following are offered as examples only and are neither inclusive nor exclusive. House Purchase (not applicable to first time buyers) Solicitors' fees Stamp duty Land registration fees Survey fees Incidental legal expenses House Sale Solicitors' fees Estate agents' fees Incidental legal expenses Furniture removal and storage expenses Other Expenses Travelling expenses in connection with the move Continuing commitments allowances Miscellaneous expenses Excluded Expenses The following categories of expenses are excluded from the policy: Interest on bridging loans Increase in insurance premiums Mortgage redemption fee
Appendix 3 ADMINISTRATING TRUST Derby Hospitals NHS Foundation Trust SPECIALIST REGISTRAR RELOCATION AND ASSOCIATED EXPENSES UNDERTAKING I understand that any monies issued to me in respect of relocation and associated expenses are regarded as a loan, reducing over a period of two years at the rate of 1/24 th per month, and that if I leave the Mid-Trent,. (insert Specilaity) Specialist Registrar Training Programme within two years of taking up my appointment for which those expenses were issued, I will be liable to repay the appropriate amount, unless my leaving is (in the opinion of the Post Graduate Dean and Director of Human Resources) the result of unforeseen circumstances which are serious enough to justify my being released from this undertaking. I understand that any amount to be repaid will be deducted from final salary or other amount owing without further reference to me. I confirm that in taking up my appointment to the Mid-Trent Specialist Registrar Training Programme, I will not attempt to recover any removal or associated expenses, in part or in full, from any other source. Signed: Date:
Appendix 4 ADMINISTRATING TRUST Derby Hospitals NHS Foundation Trust DEPARTMENT OF HUMAN RESOURCES SPECIALIST REGISTRAR - RELOCATION EXPENSES CLAIM FORM Name: Department: Post: Start Date: Agreed Limit for Reimbursement of Relocation Expenses. Total Amount claimed Previously Reason Amount Total on this Claim Form.. For Office Use Only AUTHORISATION Receipts are attached and I authorise reimbursement of the relocation expenses detailed above: To be charged to: Completed form to be passed to Payroll for action. Original copies of invoices / receipts attached. Signed:.. Date : Name Authorising officer
Appendix 5 ADMINISTRATING TRUST Derby Hospitals NHS Foundation Trust DEPARTMENT OF HUMAN RESOURCES SPECIALIST REGISTRAR - RELOCATION EXPENSES CONTROL SHEET Name : Department : Post : Date Appointed : Amount of Relocation Expenses agreed for reimbursement...... Expenses Reimbursed 1. Estate Agent Fees 2. Solicitors Fees 3. Removal Expenses 4. Storage Expenses 5. Assistance with Rent / Accommodation 6. Other (please specify) Copies of all invoices / expenses claims must be attached to this form and filed in the doctor s personnel file.