Removal Expenses Scheme

Introduction:

In the interest of attracting top quality staff, the provision of financial assistance is available to all eligible new appointees to assist in their relocation to Cork in order to take up employment within the University. The payment of relocation expenses under this policy is under the discretion of the relevant Head of College / Head of Executive Budget area.

Eligibility & Scope:

The Scheme applies to all new permanent and temporary academic and research appointees and to senior administrative appointees from Admin V (Grade 5) upwards.

The payment of relocation expenses under this policy for research staff will be subject to the availability of funding in accordance with the provisions of the funding body.

All relocation expenses paid by the University to staff must comply with Revenue's Statement of Practice on such payments. Revenue permits certain relocation expenses to be reimbursed without incurring a tax liability while other expenses are time limited. All requests for reimbursement should in the first instance check with the Finance Office to ensure the proposal is tax compliant.

Guidelines:

Expenses may be granted for new appointees relocating withing Ireland, providing their previous residence is not withing 100km travelling distance.

The scheme does not include staff transferring to a new post within the University nor does it include those that have been promoted.

Travelling and removal costs would normally include the appointee's cohabitant partner and unmarried dependent children under the age of sixteen or in full-time education or other approved full-time training at the time of the appointment.

Entitlement - Allowable Expenses:

The total maximum cumulative amount of relocation expenses payable to any individual under this policy is €4,500.

The maximum limit includes all expenditure reimbursed to the appointee, including that incurred on advances visit, whatever its description or nature. Eligible temporary appointees will receive an amount pro - rata to the term of their contract. Receipted expenses will be reimbursed, limited to a percentage (as per the table below) of the maximum level of expenditure.

Term of Contract	%
1 year	25%
2 years	50%
3 years	75%
4 years or more	100%

Please note that the provisions for un-receipted subsistence allowances is not included in this scheme.

Transportation of Self and Family:

The cost of one advance visit for the purpose of securing suitable housing is included. Where applicable, an employee’s spouse/cohabitant partner may accompany them.

The cost of transfer of immediate family by the most economical means of transportation as outlined below:

Travel Type	Rate
Air travel	at tourist or economy rate
Sea travel	at tourist, car ferry or equivalent
Rail travel	at economy rate, including the cost of sleepers from previous home to the point of embarkation
Car travel	cost of petrol (not mileage allowance) from previous home, to point of embarkation. Other reasonable expenses incurred en route - hotel bills (ordinarily one night’s accommodation), ferry charges and subsistence) will also be reimbursed on production of receipts. The total cost of transportation by motor vehicle cannot exceed the cost of reasonable economy class airfares.

Removal of Household and Personal Effects:

The scheme covers reasonable transportation costs of household and personal effects, including packaging by an approved carrier. This also includes insurance to cover risk of damage and the cost of storage not exceeding 30 days.

Temporary Accommodation:

Expenses related to vouched rent for short-term temporary accommodation, while waiting to secure a residence in Cork, will be paid for a period of up to 14 days only.

Nonqualified Expenses:

Work-related items (e.g., office or laboratory moves). Such costs should be discussed with your Institution, who may or may not be able to assist.
Removal of livestock and pets.
The costs of disconnection/reconnection of electrical or other household appliances or any household cleaning.
The cost incurred in the obtaining of visas or passports.
Stamp Duty and any other fees associated with buying or selling a home.
Social/Incidental Expenses.

Repayment Conditions:

The University will seek reimbursement in the event of an individual leaving employment earlier than expected (except by reason of retirement, redundancy, termination of the contract by the University other than by disciplinary action, death or medical unfitness), that is:

Terms	%
Departure during first year	100%
Departure during second year	75%
Departure during third year	50%
Departure during fourth year	25%

Claim Procedure:

Agreed claims for relocation expenses are managed directly by the relevant recruiting School/Unit and should not be submitted to UCCHR. To submit a claim:

A Relocation Expense Form should be submitted to the Head of School/Unit, with a schedule of expenses and relevant receipts/payments attached, for approval and coding.
Once approved, the School / Unit will process the claim via the Finance Office.

Candidates are advised to retain copies for future reference.

Reimbursement against the allowable expenses and up to the maximum limit of expenditure will be paid directly toa nominated bank account. Claims must be ordinarily submitted within 6 months of the appointee commencing in their post at UCC.

Queries relating to payement should be directed to apqueries@ucc.ie

All other queries relating to the policy can be forwarded to Ms Ruth Buckley, HR Advisor (Central Services), email: r.buckley@ucc.ie

The above policy can also be viewed directly on the following:

https://uccireland.sharepoint.com/sites/accounts-payable-ucc/SitePages/Removal-Expenses-Schemes.aspx?csf=1&web=1&e=k6pgcC&cid=f6c498dd-1072-4822-80b3-3de8919218ed

Human Resources

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