Standard view Zoom in Zoom in more

UCL Australia SUPPORT PACKAGE - Academic Staff (Lecturer through Professor) and Administrative Staff Grade 9 - 10

UCL Australia Relocation Policy

1. Purpose of policy

This policy outlines the relocation support offered to all Academic and Professional Services staff grade 9 and above, required to relocate to assume their position at UCL Australia. The policy is intended to alleviate reasonable financial costs that new staff members are likely to incur as a result of relocation.

2. Definitions

Partner: A partner is a person who is a spouse, de facto or same sex partner.

Dependent children: Children living at home, up to the age of 18, or still in Higher Education up to the age of 21 or who have a disability and for whom the candidate has lasting carer responsibility for (no age restriction).

Household effects: Tangible property (whether or not owned by a family member) kept primarily for the personal use of family members.

Academic Staff: Professors, Readers, Senior Lecturers, Lecturers, Research Associates and Teaching Fellows.

3. Academic Staff and Professional Services Staff Grade 9 and above
(Long term -
External appointments or UCL Secondees)

3.1 Relocation support

Appointees who meet the criterion stated at 3.2 are eligible to relocation support as follows:

Relocation from:

With dependents

With no dependents

Australia - Outside South Australia

Up to $9,000 for eligible relocation expenses*

Up to $4,500 for eligible relocation expenses*

Overseas

Up to $21,000 for eligible relocation expenses*

Up to $10,000 for eligible relocation expenses*

             * Refer to Appendix A for relocation expenses eligible for reimbursement.

Part-time appointments are entitled to pro-rata relocation support.

50% of eligible relocation expenses may be reimbursed up to six weeks before the date of commencement upon receipt of satisfactory evidence of expenditure and granting of an appropriate visa.

Appointees required to relocate with dependent children and consider that their specific circumstances would cause them to be unreasonably disadvantaged by the policy restrictions may submit an application to the Chief Executive for special consideration.

3.2 Eligibility

To be eligible appointees must meet the following criteria:

  • must have an offer of employment with UCL Australia and be granted a visa to work in Australia
  • be required to relocate from outside  the State of South Australia
  • an appointment which is for three or more years

3.3 Approval

Applications for a relocation supplement for the Chief Executive must be made to the Dean – Faculty of Engineering Sciences. For all other posts, applications must be endorsed by the Chief Financial Officer prior to the approval by the Chief Executive, once there is confirmation that an appointee is relocating in line with the parameters of this scheme.

Applications for relocation expenses must be made to the Chief Financial Officer, within six months of the date of commencement of the appointment or such later date as may (in the individual circumstances) be acceptable to UCL.

3.4 Recovery of relocation

Staff who voluntarily leave UCL within 3 years of appointment will be required to pay back a proportion of the relocation reimbursements in addition to any taxation paid or payable by UCL, on a pro-rata basis.

For example:
If $9,000 was paid for the relocation including taxation of an eligible staff member who resigns 18 months after commencing. The repayment required is calculated as $9,000 x 18 / 36 = $4,500.

4. Academic Staff

(Short Term – External Appointments or UCL Secondees)

4.1. Relocation support

Appointees who meet the criterion stated at 4.2 are eligible to relocation support as follows:

Relocation from:

With dependents

With no dependents

Australia -                   Outside South Australia

Up to $5,000 for eligible relocation expenses*

Up to $3,500 for eligible relocation expenses*

Overseas

Up to $8,500 for eligible relocation expenses* by negotiation following cost benefit analysis

Up to $8,500 for eligible relocation expenses*

              * Refer to Appendix A for relocation expenses eligible for reimbursement.

Part-time appointments are entitled to pro-rata relocation support.

50% of eligible relocation expenses may be reimbursed up to six weeks before the date of commencement upon receipt of satisfactory evidence of expenditure and granting of an appropriate visa.

Appointees required to relocate with dependent children and consider that their specific circumstances would cause them to be unreasonably disadvantaged by the policy restrictions may submit an application to the Chief Executive for special consideration.

4.2 Eligibility

To be eligible appointees must meet the following criteria:

  • must have an offer of employment with UCL Australia and be granted a visa to work in Australia.
  • be required to relocate from outside South Australia.
  • an external appointment is for less than 3 years; or
  • a UCL secondment is more than 1 year but less than 3 years.

4.3 Approval

Applications must be endorsed by the Chief Financial Officer prior to the approval by the Chief Executive, once there is confirmation that an appointee is relocating in line with the parameters of this scheme.

Applications for relocation expenses must be made to the Chief Financial Officer, within six months of the date of commencement of the appointment or such later date as may (in the individual circumstances) be acceptable to UCL.

4.4. Recovery of relocation

Staff who voluntarily leave UCL within 2 years of appointment will be required to pay back a proportion of the reimbursement less any taxation paid or payable by UCL, on a pro-rata basis.

For example:

If $5,000 was paid for the relocation of an eligible staff member who resigns 12 months after commencing. The repayment required is calculated as $5,000 x 12 / 24 = $2,500.

5. UCL Secondees

(Short Term - up to 1 year)

5.1. Relocation support

5.1.1.Flights

One economy class return for self, partner and dependent children, where it is agreed that they will accompany the secondee, to cover the start and end of the secondment.

5.1.2. Accommodation costs

It is acknowledged that staff may need to maintain accommodation in London whilst seconded for a short period to UCL Australia. For short term secondees, who are not eligible for relocation costs, an accommodation allowance will be paid.

For the first 2 weeks, travel and subsistence rates will apply. Thereafter a taxable accommodation allowance of up to AU$350 p.w. will be payable.

In exceptional circumstances where an individual is going for less than 6 months (and short term rental will prove problematic), but sufficiently long for hotel accommodation to be costly and onerous for an individual, we will consider a higher payment for serviced apartments.

6. Visitors from London

6.1 Flights

UCL's Travel Policy states:

International Travel outside Europe

Such travel must be in Economy class (or equivalent) but the Head of Department (or higher authority as required by the UCL Financial Regulations) may authorise business class travel on long journeys, i.e. those scheduled to be single journeys of six hours or over, or in other exceptional circumstances. Arrangements relating to staff seconded from UCL to work in a foreign country for long periods, are included above. Academic staff who visit an overseas UCL campus to carry out short term teaching, where the flight time is in excess of six hours, and who are required to teach within one day after their arrival, will be entitled to travel business class.

UCL staff are encouraged to use UCL's travel insurance (which is normally cheaper than other policies) by completing the standard application form. Full details of the policy are available on the Finance Division's website: Financial Accounting - Travel Insurance.

6.2 Accommodation

Hotel Accommodation to be booked through the Approved Travel Provider, in line with UCL's Travel and Subsistence policy.

6.3 Subsistence

Reimbursement will be made only for the cost of the room, reasonable evening meal, breakfast and one reasonable private telephone call per day. Where meals are not taken in the hotel, separate restaurant receipts must be obtained. Claims for subsistence and related expenses must always be supported by receipts. It should be noted that items of a personal nature such as wine, other alcoholic drinks, video hire, newspapers etc., will not be reimbursed by UCL. Laundry costs will be reimbursed if the member of staff is away for more than five days. Alternatively, employees may claim subsistence allowances.

6.3.1 Overseas 'per diem' Allowance

The Australian Tax Office (ATO) has agreed daily reasonable amounts for daily travel allowances to cover meals, accommodation and incidentals. Where the Head of Department has agreed that reimbursement for subsistence can be claimed at the per diem rate, payment is made in accordance with the ATO published rates for each night spent in Australia.

http://law.ato.gov.au/atolaw/print.htm?DocID=TXD%2FTD201316%2FNAT%2FATO%2F00001&PiT=99991231235958&Life=20130703000001-99991231235959

6.3.2 Staying with Family or Friends

Where an individual stays with family or friends, the cost of meals and incidentals can be claimed at the per diem rate in accordance to the ATO published rates.

Appendix A

1. Relocation Expenses Eligible for Reimbursement

The following items are eligible for reimbursement from the relocation supplement:

  • one way economy flights including travel insurance, excess baggage, travel expense to and from airport for self, partner and dependent children**
  • temporary accommodation for up to 4 weeks, including leasing of goods for domestic use while the staff member is searching for long term accommodation.
  • cost of initial work visa
  • removals, transport and storage of household effects including transit insurance, packing and unpacking of household effects
  • cost of travel by motor vehicle to Adelaide for interstate relocations based on the ‘cents per kilometre’ rate or equivalent standard economy airfare
  • costs in relation to sale of a former home and acquisition of a new home including advertising, agent’s commission, stamp duty and related legal expenses
  • the cost of personal taxation advice provided by a recognised tax adviser.

Receipts or other evidence of payment will be required to substantiate the claim for reimbursement.

**Note: Appointees may choose preferred class of airfare, however the policy will only reimburse the cost a standard economy fare.

2. Taxation

There are potential taxation implications in Australia both for the employer through the Fringe Benefits Tax (FBT) legislation and the employee in relation to Income Tax legislation.

The eligible items above are not subject to FBT, however these may vary from time to time with legislative changes. The cost both to the employer and employee must be met from the relocation support granted.

UCL Australia retains expert taxation consultants to assess the FBT costs to the employer. Employees of UCL Australia will need to seek personal taxation advice.

HR Policy and Planning
July 2014