READING BOROUGH COUNCIL · The offer of any relocation allowance set out below will remain available/payable for one year from the employees starting date with Reading Borough Council

READING BOROUGH COUNCIL

REPORT BY MANAGING DIRECTOR TO: POLICY COMMITTEE

DATE: 2 NOVEMBER 2015

AGENDA ITEM: 14

TITLE: READING OFFER: RELOCATION SCHEME, ACCOMMODATION ALLOWANCE AND RELOCATION SCHEME FOR OVERSEAS SOCIAL WORKERS PROPOSALS

LEAD COUNCILLOR:

COUNCILLOR LOVELOCK

PORTFOLIO: POLICY & FINANCE

SERVICE: ALL

WARDS: BOROUGHWIDE

LEAD OFFICER: DENISE BURSTON

TEL: 0118 937 2486

JOB TITLE: HR PARTNER

E-MAIL: [email protected]

1. PURPOSE AND SUMMARY OF REPORT 1.1 The purpose of this report is to seek agreement to:

• Update the Council’s Relocation Scheme (Appendix 1a and 1b); • Introduce an Accommodation Allowance (Appendix 2); and • Update the Council’s Relocation Scheme for Overseas Social

Workers (Appendix 3). 1.2 The Council faces recruitment difficulties in key service areas and

other areas where it is nationally difficult to recruit. We have looked at how we can update our existing policies and introduce new incentives so that we have suitably qualified staff and to reduce the number of interim and agency workers that cover essential and other services.

2. RECOMMENDED ACTIONS 2.1 That Committee approve the amended Relocation Scheme and Relocation

Scheme for Overseas Social Workers and the new Scheme for Accommodation Allowance mentioned in 1.1 above as outlined within the report and attached in the appendices.

3. CONTEXT 3.1 The Council have been reviewing as part of the Reading Offer, our

existing policies and considering whether any new initiatives need to be introduced to assist with recruitment and retention in particular in key service areas, but also where it has proven very difficult to fill posts.

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3.2 The Council faces some key staff shortages in Children’s Social Care

with over 40 posts being covered by agency workers and schools are experiencing recruitment difficulties too. There are also other key areas within our workforce where we already offer a market supplement due to recruitment issues and other areas which nationally are proving difficult to fill at the moment e.g Building Surveying. A list of posts which currently attract a market supplement are attached within Appendix 1b for information.

3.3 Some good work has already taken place with some success to recruit

to permanent social work roles, this needs to continue and be expanded amongst the other key areas.

4. PROPOSALS 4.1 In order to ensure that our offer to potential new employees is

simple, clear, fair and attractive we have undertaken research looking at other public sector organisations’ policies, spoken to many staff who have joined us recently, as well as existing interim staff. The recurring and most prominent theme is a concern about the high accommodation costs because of the strength of the housing market within Reading.

4.2 The schemes would be available to all services that needed to use

them to attract employees to certain job roles, including schools. Relocation Scheme 4.2 The Council has had a Relocation Scheme since the authority became

a Unitary Authority and it has been available to all staff. It is proposed that we update this policy in the following areas:

• Be clearer about which posts would be able to have the benefit

of the Relocation Scheme given the Council’s financial position. Directorate Management Teams/Governing bodies with Head Teachers would agree which posts would be applicable using a consistent framework as shown in Appendix 1b. This means that there would be no automatic entitlement to all staff and it would be attached to defined posts;

• Introduce a maximum cap of £8k comprising - £5k for house purchase/rental fees and £3k for settling in expenses. Currently, there is no cap on the amount. This would bring us in line with many local authorities in terms of a maximum amount of £8k;

• Change the eligibility so that the staff member must live more than 50 miles away from the Civic Offices/designated work location and move within 25 miles of Civic Offices/designated work location. Currently to get 100% of the scheme’s financial benefit you would have to live within the Borough and to obtain 75% of the benefit you would need to live within 15

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miles. The change reflects the travel to work distances many staff will need to undertake due to the high property prices and rental costs.

Accommodation Allowance 4.3 The Accommodation Allowance is a new proposal. It was described in

the Reading Offer as a Mortgage & Rent Subsidy Scheme. After further research and talking to people who have recently joined the organisation on what would be the best approach, we are recommending a single allowance that could be used either to assist with mortgage or rental costs.

4.4 As with the Relocation Scheme, Directorate Management

Teams/Governing Bodies and Head Teachers would approve which posts would be eligible for the allowance, prior to a job advert and the new member of staff would need to live more than 50 miles away from the Civic Offices/designated work location and move within 25 miles of Civic Offices/designated work location.

4.5 It is proposed that it would be a 3 year fixed allowance on a sliding

scale:

Year 1 £300 per month Year 2 £200 per month Year 3 £100 per month

Relocation Scheme for Overseas Social Workers 4.6 The proposals for this scheme are an update of an existing policy.

We have updated terminology and cross-referenced to the Accommodation Allowance proposal. This scheme allows an additional £1k to be claimed to assist overseas social workers with flight costs, luggage or visa checks for example.

5. OTHER OPTIONS 5.1 Other options have been considered which included a rent or

mortgage subsidy. This involved a complex system of calculations and review of a national Housing Price Index. The Accommodation Allowance will provide a simple to administer, easily identifiable allowance for staff to use as a contribution towards mortgage or rent payments.

6. IMPLICATIONS Corporate Priorities 6.1 The proposal for the revised relocation scheme supports the Reading

Offer and the Council’s need to deliver our statutory services, improve the quality of services and manage the delivery of significant

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budget savings whilst demonstrating continued commitment to our staff. Being able to recruit and retain key professional staff will help us to deliver the priorities in the Corporate Plan.

The Relocation Scheme and Accommodation Allowance will be available for use by schools. The Governing Body and Head Teacher will determine which posts prior to advert will attract the assistance.

The Relocation Scheme and Accommodation Allowance have been circulated to schools and the wording will be amended to remove DMT and replace with Governing Body and Head Teacher.

How this could impact on residents, businesses and partners 6.2 The key impact will be for service-users to hopefully to see more

permanent staff and a stable workforce to improve outcomes. Risk Management 6.3 Recruitment and retention is identified as a risk to the authority and

these proposals should assist in mitigating this. Financial 6.4 There are financial implications for the proposals. Each Directorate

will need to take this into account within their existing budgets when recruiting to posts. There should be savings overall, however, considering the financial costs of interim and agency support as opposed to permanent staff.

6.5 Schools will need to identify resources within their own budgets if

they want to use the policies. Legal 6.6 New members of staff would need to sign a legal agreement to repay

a proportion of any financial assistance if they leave the Council within 3 years. The scheme for additional support to overseas Social workers will require them to remain with the Council for 1 year before repaying any claim. Although if they also make a claim against the Accommodation Allowance this will automatically mean they need to remain for 3 years.

7. EQUALITY IMPACT ASSESSMENT 7.1 An EIA has been completed to accompany this report, see Appendix 4

but there will not be a need to introduce any mitigating measures. The decision to allow a request for access to the Relocation Scheme will be determined by the application of a consistent framework by DMTs. The decision on access will be determined according to the role and budget availability prior to an advert being placed and as such would not have a differential impact on: racial groups; gender;

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people with disabilities; people of a particular sexual orientation; people due to their age; people due to their religious belief.

8. BACKGROUND PAPERS 8.1 Appendices:

• Appendix 1a - Relocation Scheme • Appendix 1b – Draft DMT Relocation Framework • Appendix 2 – Accommodation Allowance • Appendix 3 – Relocation Scheme for Overseas Social Workers • Appendix 4 – Equality Impact Assessment

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APPENDIX 1a

Relocation Scheme

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PURPOSE OF THE SCHEME

The Relocation scheme has been designed to assist new employees who need to move house to the Reading area as a direct result of taking up a permanent appointment with Reading Borough Council.

CONDITIONS OF THE SCHEME

A vacancy must be identified as attracting the relocation allowance before the advert is placed. If the post does not attract the relocation allowance then this will not apply to the successful candidate.

A post will qualify for access to the relocation scheme if it has received prior approval from DMT.

DMT’s are responsible for compiling and holding an evidence based list of posts which will attract access to the relocation scheme, reviewing, adding and removing posts where appropriate. DMT’s will then give approval for each request depending on the demonstrable evidence and criteria below. Where necessary any final decision will be made by the Director.

Approval will be made by DMT using the “approval to fill form” prior to advertising the post. Criteria as follows:

• It is a recruitment incentive and the post has been agreed by DMT;

• To enable an employee to take up their appointment with the Council.

• That appropriate funds are available

An application under the scheme should normally be made within four

weeks of an employee’s start date even if expenses are not to be paid out immediately. A copy of the application form should be sent to Payroll pending future claims for assistance. Evidence of circumstances will be required prior to any payments being made under the scheme.

The scheme is one of reimbursement - claims for expenditure are submitted which have already been made upon provision of valid original receipts, the Council reimburse the claims in monthly salaries.

Claim periods and eligible expenses which do not attract tax or national insurance are determined by the HMRC. Further details can be discussed with HR or Payroll Services.

The offer of any relocation allowance set out below will remain available/payable for one year from the employees starting date with Reading Borough Council. Where circumstances prevent this, a request for an extension may be made to the Director.

All offers of relocation allowance are subject to the employee entering into a legal agreement with the Council. The appointment would be for a minimum 3 year period if fixed term or the postholder must remain with Reading Borough Council for a minimum of 3 years otherwise a proportion of the assistance must be repaid - this can be done through direct deduction from salary.

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Employees must repay all of the relocation allowance (or a proportion of) received if they:

• Do not relocate within one year of commencement of employment

• Do not remain with Reading Borough Council for 3 years

• Either knowingly or unwittingly receives expenses for claims not permitted by the scheme, or in excess of the total permitted.

Relocation reimbursements are treated as part of earnings for tax and NIC purposes. However there is a HMRC limit of £8,000 which is exempt from tax and NIC’s as long as certain conditions are met.

The Council has therefore set an overall maximum figure of £8,000 (not including Accommodation Allowance).

No additional paid time off will be given for moving house.

ELIGIBILITY

The employee must live more than 50 miles (by the most direct transport route) away from the Civic offices, or their designated place of work within the borough boundary. The employee must move to within 25 miles of their place of work or the Civic Offices (by the most direct route).

The employee or their partner should not be receiving relocation assistance from another party, and the property that is being bought or sold must be the main residence; the scheme is not available to purchase a second property.

WHAT CAN I CLAIM

All reimbursement is subject to the employee providing documentary evidence of expenditure, and evidence of quotations as applicable. The expenditure must relate to the following:

• Disposal/intended disposal of old residence

• Acquisition/intended acquisition of new residence

• Transport belongings

• Travelling & subsistence, and

• Essential goods for new residence • Rental fees

House Sale / Purchase

(i) Legal / Estate Agent Fees

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- Reimbursement of necessary and unavoidable fees associated with moving house up to a maximum of £5,000. This will include agreed legal and estate agent fees for the sale of an existing home and for the purchase of a new property, including mortgage survey fee, stamp duty and other legal costs. This may include reimbursement for the property survey fee that your Bank / Building Society / other lender requires you to have done, but will not include the cost of any additional survey which you decide to have undertaken.

- Three detailed quotations for legal costs must be obtained. The employee may choose any one but you will only be reimbursed for the cost of the lowest.

Rental Fees (i) For a non home-owner seeking rented

accommodation any finding/letting agency fees will be reimbursed up to a maximum of £5,000, including fees to cover early termination of tenancy costs.

(ii) Security deposits are not expenses as they are returnable so these would be taxable.

(iii) Rental fees cannot be claimed in additional to house sale/purchase fees.

Settling-In Allowance This is a maximum reimbursable sum of £3,000, in

total to cover any combination of the following, available to house purchase and rented accommodation where appropriate:

(i) Lodging Allowance

For lodging in temporary accommodation pending the house move (house purchase only).

(ii) Removal Expenses

Up to 100% of approved expenses for one move to either rented accommodation or house purchase (i.e. removal costs and insurance in transit). This also applies to removal from temporary rented accommodation to a permanent address.

3 written quotations must be obtained; the employee may choose any one but we will only reimburse the amount of the lowest quotation.

(iii) Travel Allowance

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An employee may claim standard second class public transport or petrol costs (whichever is cheapest)for journeys from home to work pending the permanent house move.

(iv) Storage of Furniture

Up to 100% of the necessary cost of storing furniture and effects. Again, 3 written quotations must be obtained – an employee may choose any one of the 3 but we will only reimburse the lowest one.

(v) Search for accommodation

An employee may claim standard second class public transport or petrol costs (whichever is cheaper) for journeys from home to the Reading area to search for accommodation pending the move to either rented or house purchase. No travel allowance for any subsequent move.

(vi) Other Incidental Expenses

An employee may claim payment for soft furnishings (e.g. carpets, curtains) and for items that are essential for you to live in the property you have purchased, not desirable items such as TV’s, DVD player.

Only one claim will be possible for either a move

into rented accommodation or the purchase of a new home.

Receipts are required for ALL claims - without them payment cannot be made.

HOW TO SEEK REIMBURSEMENT

a) STEP 1

An employee should consult the guidance notes outlined above to decide whether they wish to take up the scheme and decide what aspects of the scheme they wish to be reimbursed for.

b) STEP 2

An employee should discuss with their manager what they wish to be reimbursed for, ensuring that they are eligible and have the documentary evidence available to support a request. An application form needs to be completed (Appendix I) which will be given to the appropriate Director for consideration. A Legal Agreement (Appendix II) will need to be entered into.

c) STEP 3

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Once an employee has received confirmation that an application has been approved, claim forms can be submitted (Appendix III) Receipts and other necessary documentation must be attached to the claim form. Please note that no payment will be made without the relevant receipt(s).

Payment is made through the monthly payroll system so it will appear as part of an employee’s salary. It is therefore important that claims are submitted to Directorate HR by the 10th of the month (payroll deadline date). Claims submitted after the 10th will be paid in the following month's salary.

A record of all claims made will be held on an employee’s personal file.

CONCLUSION

The Relocation Scheme provides for most situations which are likely to arise when a new employee takes up employment. In the event that an item arises that is not covered but it is clear is within the spirit of the scheme, then agreement can be obtained from the Managing Director to seek discretion to vary the scheme. Any additional item may be subject to tax if it falls outside of the HMRC guidelines.

Employees will be entitled to the level of reimbursement which applies on their date of commencement of employment with the Council.

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RELOCATION SCHEME

APPENDIX I - APPLICATION FORM Please ensure that you have read the explanatory notes on the scheme, and that you have discussed your application with your Manager and Directorate HR Partner. NAME: START DATE: POST TITLE: DIRECTORATE: PRESENT / FORMER ADDRESS: CONTACT TELEPHONE NO: NEW ADDRESS / INTENDED ADDRESS OR LOCATION: ITEMS FOR MANAGER APPROVAL DECISION tick as required House Sale / Purchase Costs For sale of existing property and purchase of new property (legal fees etc) Rental fees Settling In Allowances Removal Expense Lodging Allowances Travel Allowances Storage of Furniture Search for Accommodation Incidental Expenses

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Please approve my application for those items of financial assistance that I have requested, the details of which we have discussed.

I agree to comply with all the conditions of the scheme set out in the explanatory notes, a copy of which I have read.

Signature: ................................

Date: ................................

N.B Please submit a copy of the application form to Payroll prior to the decision by the Corporate Director, any concerns regarding tax and inappropriate claims can be discussed at an early stage.

……………………………………………………………………………………………………………………………………………….

DECISION OF CORPORATE DIRECTOR

This application for assistance IS approved as detailed above.

Signature: ………………………………………..

Date: …………………………………………

This application for assistance IS NOT approved as detailed above. My reasons for this are as follows:

………………………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………………….

Signature: ………………………………………..

Date: …………………………………………

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APPENDIX II – LEGAL AGREEMENT

TO BE PHYSICALLY ATTACHED TO REQUEST FOR

RELOCATION SCHEME TO BE SUBMITTED AT THE SAME TIME

I, (name)

of :

(address),

being over the age of 18, acknowledge that I have received the sums itemised in the schedule hereto paid to me by Reading Borough Council ("the Council") in accordance with the terms of the above mentioned Scheme and in consideration of those payments I HEREBY UNDERTAKE:

a. to remain in the service of the Council for a period of three years from the date on which my employment with the Council commenced, namely ....……………............................

b. in the event of my employment with the Council ceasing or being

terminated for any reason whatsoever within the said three year period, to repay to the Council a proportion of the sums I have received and the further payments (if any) mentioned in the said Schedule, and I agree that the amount to be repaid shall be proportionate to the number of weeks by which my employment by the Council falls short of the said three year period. I also agree that any part of a week shall count as a full week for the purpose of this calculation.

c. I further agree that any such sum owing by me to the Council may be deducted by the Council from my salary/wages.

/Cont'd...

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I acknowledge that notwithstanding the undertakings herein contained the Council shall be entitled at any time to terminate my employment in accordance with the conditions of service under which I am employed and relevant employment law.

DATED this day of

Signature

.........…………………...................

Signature of Witness:

..........................…………………………..........

Address: ....................………………………......

.............................…………………………........

.............………………………….......................

Occupation: ...................……………………....

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RELOCATION SCHEME

APPENDIX III - CLAIM FORM Name: Position: Directorate/Service: £ Legal and Estate Agent's Fees Please ensure all receipts and quotes are attached to this form Legal fees - (lowest of 3 quotes) Details: Estate Agent's fees Details: Rental fees Details: TOTAL (max up to £5,000): Settling In Allowances Please ensure all receipts and quotes are attached to this form Removal Expenses (lowest of 3 quotes) Lodging Allowance Details: Travelling Costs (from existing home to Reading standard public transport or petrol costs) (please attach details of journeys) Storage of furniture (lowest of 3 quotes) Search for Accommodation Details of journeys: Other Incidental Expenses Details: TOTAL (max up to £3,000)

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APPENDIX 1b

Relocation and Accommodation Allowances DMT framework for approval Each DMT will determine at the point of approving a “request to fill a vacant post” and prior to an advert, whether or not that post will qualify for access to the Relocation Scheme and the Accommodation Allowance. DMT will need to establish that:

• There is a proven recruitment and/or retention problem with a particular post.

• Evidence should include unsuccessful attempts to fill the post over the past 12 months, supported where possible with evidence to support a local or national shortage in the role

• That if there is already a market supplement on the post, that this has been recently reviewed and evidence is available to maintain it.

• Approval will enable the employee to take up their appointment with the Council

• That appropriate funds are available from the Services budget. The posts which currently attract a Market Supplement are: DENS Casual - Meadway Casual - RSL Casual - Arthur Hill Casual - Central Pool Casual - Palmer Park Casual - Highdown Casual Coach (Circuit) - Arthur Hill Building Control and Fire Safety Manager Senior Building Control Surveyor Building Control Surveyor Assistant Building Control Surveyor Trading Standards and Coroners Manager Licensing and Health & Safety Regulation Manager Food Law Manager Senior Environmental Health Officer Environmental Protection & Nuisance Manager Senior Consumer Protection Officer Senior Trading Standards Officer Principal Environmental Health Officer Senior Environmental Health Officer Transport Development Control Manager Environmental Health Officer Coroner

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CSS Casual Interpreter CEEHS Service Manager - Placement Choice Service Manager - Safeguarding Service Manager - Family Support Service Manager - Reviewing & Quality Foster Placement - Reviewing Officer Independent Reviewing Officer Team Manager - Specialist Fostering Child Protection/IRO Manager Team Manager Assistant Team Manager Consultant Practitioner (Family Finder) Consultant Practitioner Assistant Team Manager (Adoption) Post Adoption Social Worker Higher Specialist Social Worker Senior Practitioner Supervising Social Worker Creative Therapist - KEEP & LAC

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APPENDIX 2

Accommodation

Allowance Scheme

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PURPOSE OF THE SCHEME

The accommodation Allowance Scheme has been designed to assist new employees who need to move house to the Reading area as a direct result of taking up a permanent appointment with Reading Borough Council.

If eligible this allowance can be claimed in addition to the Council’s Relocation Scheme.

CONDITIONS OF THE SCHEME

A vacancy must be identified as attracting the accommodation allowance before the advert is placed.

A post will qualify for access to the relocation scheme if it has received prior approval from DMT.

DMT’s are responsible for compiling and holding an evidence based list of posts which will attract access to the Accommodation Allowance, reviewing, adding and removing posts where appropriate. DMT’s will then give approval for each request depending on the demonstrable evidence and criteria below. Where necessary any final decision will be made by the Director.

Approval will be made by DMT using the “approval to fill form” prior to advertising. Criteria as follows:

• It is a recruitment incentive and the post has been agreed by DMT;

• To enable an employee to take up their appointment with the Council.

• That appropriate funds are available

An application under the scheme should normally be made within four weeks of an employee’s start date even if the allowance is not to be paid out immediately. A copy of the application form should be sent to Payroll pending future claims for assistance. Evidence of circumstances will be required prior to any payments being made under the scheme.

The offer of any accommodation allowance set out below will remain available/payable for one year from the employees starting date with Reading Borough Council. Where circumstances prevent this, a request for an extension may be made to the Director.

All offers of accommodation allowance are subject to the employee entering into a legal agreement with the Council. The appointment would be for a minimum 3 year period if fixed term or the postholder must remain with Reading Borough Council for a minimum of 3 years otherwise a proportion of the assistance must be repaid - this can be done through direct deduction from salary.

Employees must repay all accommodation allowance (or a proportion of) received if they:

• Do not relocate within one year of commencement of employment

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• Do not remain with Reading Borough Council for 3 years

• Either knowingly or unwittingly receive expenses for claims not permitted by the scheme, or in excess of the total permitted.

• The accommodation allowance will stop if the employee ceases to reside at the property on which the subsidy is paid or if they leave Council employment.

The accommodation allowance will form part of remuneration and an employee will be taxed at either standard rate of higher rate depending on their personal circumstances.

Evidence will be required to show that an employee is either paying a new mortgage or has entered into a new rental agreement.

ELIGIBILITY

The employee must live more than 50 miles (by the most direct transport route) away from the Civic offices, or their designated place of work within the borough boundary. The employee must move to within 25 miles of their place of work or the Civic Offices (by the most direct route).

The employee or their partner should not be receiving relocation assistance from another party, and the property that is being bought or sold must be the main residence; the scheme is not available to purchase a second property.

WHAT CAN I CLAIM

The allowance has been set up to help employees moving from an area of lower house prices (over 50 miles from Reading Civic Offices) to Reading. This is a fixed payment to any employee with the qualifying criteria, irrespective of the region of the UK that they are relocation from.

The scheme pays a monthly allowance for up to 3 years from the completion of a new house purchase or commencement of a rental tenancy. The payment is based on a sliding scale over the 3 year period.

The allowance is regarded by the Inland Revenue as part of an individual’s assessable income and is therefore subject to tax and national insurance contributions.

The fixed payment over 3 years is as follows:

Year 1 - £300 per month



HOW TO SEEK REIMBURSEMENT

a) STEP 1

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An employee should consult the scheme details to decide whether they wish to take up the scheme.

b) STEP 2

An employee should discuss with their manager that they wish to claim, ensuring that they are eligible and have the documentary evidence available to support a request. An application form needs to be completed (Appendix I) which will be given to the appropriate Director for consideration. A Legal Agreement (Appendix II) will need to be entered into.

Payment of the accommodation allowance is made through the monthly payroll system so it will appear as part of an employee’s salary. It is therefore important that claims are submitted to Directorate HR by the 10th of the month (payroll deadline date). Claims submitted after the 10th will be paid in the following month's salary.

A record of all claims made will be held on an employee’s personal file.

CONCLUSION

The Accommodation Allowance Scheme provides support towards the cost of relocating to Reading and the additional costs of paying a mortgage or rent.

Employees will be entitled to the level of reimbursement which applies on their date of commencement of employment with the Council.

The level of accommodation allowance will be reviewed on a regular basis.

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ACCOMMODATION ALLOWANCE SCHEME

APPENDIX I - APPLICATION FORM Please ensure that you have read the explanatory notes on the scheme, and that you have discussed your application with your Manager and Directorate HR Partner. NAME: START DATE: POST TITLE: DIRECTORATE: PRESENT / FORMER ADDRESS: CONTACT TELEPHONE NO: NEW ADDRESS / INTENDED ADDRESS OR LOCATION: ITEMS FOR MANAGER APPROVAL DECISION tick as required Accommodation Allowance

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Please approve my application for accommodation allowance that I have requested, the details of which we have discussed.


Signature: ................................

Date: ................................


……………………………………………………………………………………………………………………………………………….


This application for accommodation allowance IS approved as detailed above.

Signature: ………………………………………..

Date: …………………………………………

This application for accommodation IS NOT approved as detailed above. My reasons for this are as follows:

………………………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………………….

Signature: ………………………………………..

Date: …………………………………………

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ACCOMMODATION ALLOWANCE SCHEME TO BE SUBMITTED AT THE SAME TIME

I, (name)

of :

(address),






/Cont'd...

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DATED this day of

Signature

.........…………………...................


..........................…………………………..........

Address: ....................………………………......

.............................…………………………........

.............………………………….......................

Occupation: ...................……………………....

APPENDIX 3

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1. Introduction

The Relocation Assistance Scheme has been designed to assist new Social Workers who need to move to Reading area from overseas as a direct result of taking up a permanent appointment with Reading Borough Council.

The scheme is one of reimbursement – claims are submitted for expenditure which have already been made, claims are reimbursed in monthly salary.

The offer of any relocation assistance set out below will remain available / payable for one year from the employee start date with Reading Borough Council. Where circumstances prevent this, an employee must write to their Director to request an extension, stating the reasons for the request.

All offers of Relocation Assistance are subject to employees entering into a legal agreement with the Council, employees must undertake to work for the Council for 1 year otherwise a proportion of the assistance must be repaid - this can be done through direct deduction from salary.

Employees should not assume that any assistance will be paid until individual particular circumstances are discussed and agreed with the Service Manager, who will submit a request to the Director for approval. Any questions about the scheme should be directed to the appropriate Directorate HR Partner. In addition to this financial assistance, employees from overseas can access the relocation scheme in relation to rental fees, appropriate settling in allowances and subject to approval an accommodation allowance subsidy.

2. The Scheme - What Can be Claimed?

The Relocation Assistance provides for reimbursement of a range of incidental costs, and is subject to a maximum reimbursement figure of £1,000. All reimbursement is subject to documented evidence of expenditure, and evidence of quotations as applicable.

There is a maximum reimbursable sum of £1,000 to cover costs towards any combination of the following:

(i) Removal Expenses – Including Flights, Visa, FBI Checks

When you move into the Reading area you may claim: (ii) HCPC Fees

Receipts are required for ALL claims - without them payment cannot be made.

3. How to Claim Financial Assistance?

a) STEP 1

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The level of assistance required should be discussed between the employee and their manager, liaising with HR/Payroll where appropriate.

b) STEP 2

Complete the application form for Relocation Assistance (see Appendix I) and give it to the Director for approval, and a Legal Agreement (see Appendix II) will be drawn up.

The Legal Agreement

Employees must remain in the employment of Reading Borough Council for 1 year from your starting date for this particular relocation assistance, failing which a proportion of the assistance received must be repaid on the basis of the number of weeks not worked. The Council will also be able to deduct any money owing to it from salaries.

c) STEP 3

Once an employee has received confirmation that their application for assistance has been approved, they can start to submit claim forms (Appendix III). Receipts and other necessary documentation must be attached to the claim form. Please note that no payment will be made without the relevant receipt(s).

Payment is made through the monthly payroll system so it will appear as part of a salary. It is therefore important that claims are submitted to Payroll by the 10th of the month (payroll cut off date). Claims submitted after the 10th will be paid in the following month's salary.

The Payroll Team will keep a record of all claims made.

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OVERSEAS SOCIAL WORKERS RELOCATION SCHEME

APPENDIX I - APPLICATION FORM Please ensure that you have read the explanatory notes on the scheme, and that you have discussed your application with your Manager and Directorate HR Partner. NAME: START DATE: POST TITLE: DIRECTORATE: PRESENT / FORMER ADDRESS: CONTACT TELEPHONE NO: NEW ADDRESS / INTENDED ADDRESS OR LOCATION: ITEMS FOR MANAGER APPROVAL DECISION tick as required Accommodation Allowance

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Please approve my application for relocation assistance that I have requested, the details of which we have discussed.


Signature: ................................

Date: ................................


………………………………………………………………………………………………………………………………………


This application for relocation assistance IS approved as detailed above.

Signature: ………………………………………..

Date: …………………………………………

This application for relocation assistance IS NOT approved as detailed above. My reasons for this are as follows:

………………………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………………….

………………………………………………………………………………………………………………………………….

Signature: ………………………………………..

Date: …………………………………………

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OVERSEAS SOCIAL WORKERS RELOCATION SCHEME TO BE SUBMITTED AT THE SAME TIME

I, (name)

of :

(address),






/Cont'd...

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DATED this day of

Signature

.........…………………...................


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Address: ....................………………………......

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APPENDIX 4 Equality Impact Assessment

Relocation & Accommodation Allowance

Name of proposal/activity/policy to be assessed

Relocation & Accommodation Allowance

Directorate: Corporate Support Services

Service: Human Resources

Name and job title of person doing the assessment

Name: Denise Burston

Job Title: HR Partner

Date of assessment: 8 October 2015

Scope your proposal

What is the aim of your policy or new service/what changes are you proposing?

To introduce a revised Relocation Scheme for employees to replace the current Financial Assistance Scheme for staff; designed to assist new employees who need to move house to the Reading area as a direct result of taking up a permanent appointment with Reading Borough Council. The change is the inclusion of Rental Fees, recognising that not everyone will want, or be able to purchase a property, but fees when renting a property are incurred. The scheme will be available to employees who have been appointed into difficult to fill posts, rather than to all employees as it is at the moment.

To introduce, in addition to the Relocation Scheme, an Accommodation Allowance and support for overseas Social Workers to assist new employees who need to move house to the Reading area as a direct result of taking up a permanent appointment with the Council. These can be accessed in addition to the Relocation Scheme support by those who have secured employment in a “difficult to fill” post.

Who will benefit from this proposal and how?

New employees who need to move house to the Reading area as a direct result of taking up a permanent appointment with the Council will benefit from the proposal. They will be able to access financial support for

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reimbursement of house purchase or rental fees up to a maximum of £5,000 in addition to a settling in allowance up to a maximum of £3,000.

In addition to financial assistance available through the Relocation Scheme, there is an Accommodation Allowance available for up to three years, payable on a sliding scale; £300 per month in year 1, £200 per month in year 2 and £100 per month in year 3.

Social Workers are a group which have proven very difficult to recruit and in some cases the Council has needed to look overseas in order to appoint into these roles. It is recognised that in addition to moving to within the Reading area, these employees have travelled from overseas and they would have incurred even more additional expenses. In recognition of this, expenses up to a £1,000 can be claimed to help with flight costs, luggage, Visa fees or HSPC fees.

What outcomes does the change aim to achieve and for whom?

The proposal aims to assist the recruitment of employees into difficult to fill posts, some of which provide a statutory role to vulnerable groups within Reading. Without the financial support it may prove difficult to attract people to Reading given the level of house purchase prices and rents.

Who are the main stakeholders and what do they want?

Elected members will want to ensure that managers within Reading Borough Council can deliver the services provided by staff in the areas where posts are difficult to fill. Clients and residents of Reading will be the recipients of the services and they will not want to wait for their service while the Council are unable to attract the appropriate staff to vacant posts.

Assess whether an EqIA is Relevant

How does your proposal relate to eliminating discrimination; promoting equality of opportunity; promoting good community relations?

Do you have evidence or reason to believe that some (racial, disability, gender, sexuality, age and religious belief) groups may be affected differently than others? (Think about your monitoring information, research, national data/reports etc.)

No

Is there already public concern about potentially discriminatory practices/impact or could there be? Think about your complaints, consultation, and feedback.

No

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If the answer is Yes to any of the above you need to do an Equality Impact Assessment.

If No you MUST complete this statement

An Equality Impact Assessment is not relevant because: The decision to allow a request for access to the Relocation Scheme will be determined by the application of a consistent framework by DMTs. The decision on access will be determined according to the role and budget availa bility prior to an advert being placed not an individual and as such would not have a differential impact on: racial groups; gender; people with disabilities; people of a particular sexual orientation; people due to their age; people due to their religious belief.

Signed Denise Burston Date 8 October 2015

Signed (Warren King) Date 15 October 2015

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Documents

READING BOROUGH COUNCIL · The offer of any relocation allowance set out below will remain available/payable for one year from the employees starting date with Reading Borough Council