Relocation Expenses Policy

Policy Scope

This policy complements the University’s staff recruitment and selection processes and aims to support new staff in their relocating to take up a role at the University of Bristol.

Relocation assistance may be claimed by eligible new staff appointed on an open-ended (permanent) contract or a fixed term contract of one year or more (not including extensions to an existing fixed term contract).  

Where the appointed member of staff currently lives outside a 50 mile radius of Bristol and moves within 30 miles of their new place of work they will be entitled to a relocation package as detailed below. Arrangements for this will be made through Human Resources.

All relocation claims (excluding visa reimbursement) should be submitted within a year of the employment start date. However, if this is not possible for exceptional personal reasons, it may be possible to agree a deferred time scale with the Resourcing team. 

Visa Reimbursement
There is a separate Immigration Costs Reimbursement Policy (PDF, 211kB) where staff can check their eligibility and conditions on reclaiming the standard cost of the visa. This cost must be submitted within six months of the visa being approved through the visa expense process as quoted in this policy.

Entitlements

Staff moving from within the UK

• A maximum of 7.5% of annual starting salary (gross) for costs incurred as listed below (inclusive of recruitment and retention supplement, but excluding other allowances).  

Staff moving from outside the UK

• One set of travel costs for employee (and immediate family members) to commence employment at the University of Bristol. In the case of air travel, return tickets will only be reimbursed where evidence is provided that this is cheaper than a single fare (the definition of who meets the criteria of 'family' must be made in agreement with the University).
• Additional costs incurred as listed below to a maximum of 7.5% of annual starting salary (gross)

Externally Funded Research Fellows

• If travelling expenses are included in the grant only additional incurred removal costs (as detailed below) can be claimed, up to a balance of £1,000. Please contact your Faculty HR Team to confirm your entitlement.

In exceptional cases the HR Director is empowered to authorise the reimbursement of removal expenses in excess of the above limits.

Expenses that can be reclaimed

In all cases, staff claiming expenses should seek the best value possible and the University reserves the right to only pay up to this value where it is exceeded:

• Removal of furniture and associated insurance (either via a removals company or by hiring a van and claiming for cost of van hire and fuel).
• Shipped packages.
• Storage costs.
• Professional fees when purchasing another property.
• Agency fees/travel costs for finding property either rented or to purchase*.
• Relocation company fees.
• Costs of hotel (or equivalent) accommodation whilst visiting the area to secure a property (bed and breakfast up to £70.00 per night, other meals will not be reimbursed). NB this does not cover on-going temporary accommodation before moving into a more permanent home. Please note that accomodation costs can be more than the guideline cost of £70.00 per night when using the relocation allowance. The allowance can be flexible and is there to be used in the most suitable way for the staff member. 
• Temporary accommodation when maintaining a mortgage or other accommodation elsewhere.  Please note that, in order to claim for this, proof of mortgage and a copy of the signed tenancy agreement for the temporary accommodation are required, plus copies of bank statements showing payment of both rent and mortgage for the period in question.  Payment will only be made where dates clearly coincide and can only be paid retrospectively.         
• Half of the interest of a bridging loan with regard to purchasing property.
• Stamp Duty when purchasing property.

* Note: the following travel costs will normally be reimbursed:

• Public transport from within the UK to the value of standard rail or coach fares or, where more economical overall, the standard fares for domestic flights;
• Local bus or taxi fares associated with the journey to and from the property;
• Private or hire car travel at 25p per mile, including reasonable parking charges;
• Standard fare flights from outside the UK. Applicants should seek the best value flight possible and the University reserves the right to only pay up to this value where it is exceeded.

 Expenses not covered under this relocation scheme

• Removal of office and laboratory effects (This will need to be discussed with the employing department where assistance towards these costs may be reimbursed separately)
• Mortgage Guarantees
• Accommodation Deposits
• Van Hire Deposits
• Meals and subsistence
• Any other expenses associated with relocation

Making the claim

• Expenses can be claimed via the HR and Finance system, MyERP. Guidance on how to claim can be found on the MyERP Support Site page for expense claims.
  
• All claims must be backed by receipts. Unfortunately bank statements or visa/credit card receipts cannot be accepted (except in the case of reimbursement for immigration visa costs, where receipts might not be provided).
• Claims should be submitted retrospectively because reimbursement can only be made after expenses have been incurred.
• Claims may be made in one submission or in several instalments as they are incurred (provided this does not exceed the maximum entitlement).
• Claims may be submitted in a foreign currency but will be reimbursed in £ sterling using the exchange rate applicable at the date on which the expenses were incurred.  (i.e. date of receipt)
• Relocation expenses which exceed £8,000 are liable for UK tax.
• The Resourcing team's decision is final in relation to the application of the Relocation Expenses Policy and the repayment terms in the event of leaving.
• The Staff Immigration team's decision is final in relation to the application of the Immigration Reimbursement Costs Policy.

Once your claim is authorised by Human Resources it will be processed for payment directly into your bank account.  Failure to provide the necessary documentation may result in delays in payment being made.

Should you wish to discuss any aspect of your claim please contact your HR team or the resourcing team.

Leaving the University

In the event of a member of staff who has received a contribution towards relocation from the relocation policy and leave the University within 3 years of taking up an open-ended post or before they have completed 50% of a fixed term contract, the University will require the staff member to repay on a pro-rata basis any relocation policy financial assistance as follows:

Less than one year from start of employment – 100%

More than one year but less than 2 years from start of employment – 50%

More than 2 years but less than 3 years from start of employment – 25%

More than 3 years from start of employment – 0%