UCL-Q SUPPORT PACKAGE

These conditions of service are only applicable for those staff employed at UCL Qatar

These conditions of service are only applicable for those staff employed at UCL-Qatar
Allowances provided by our sponsor Qatar Foundation, e.g. accommodation provision, are subject to the rules in place at the Qatar Foundation and may change from time to time.

A. External appointments (non Qatar) or UCL Secondees (Long Term)

1. Pay, Tax and Bonuses

Grades and Salary rates

Jobs will be graded using UCL job evaluation scheme. A UCL Qatar payscale has been developed which will be reviewed on an annual basis taking into account local labour market pay and economic circumstances. The review date will be 1 August.

Salary will be paid in Qatari Riyals (QAR) into local bank accounts.

Tax

Under Qatari legislation, individuals are not currently required to pay income tax on their earnings. On the basis that a change in residential status has occurred, salary will not be taxed in the UK. Individuals must check and be responsible for their personal tax circumstances.

NI Contributions

For UK nationals, NI contributions (employer and employee) will be payable for 52 weeks after a change in residential status. Employees may choose to continue contributions after this period.

Please note that any salary payments including round sum allowances (e.g. relocation supplement) may be subject to any statutory deductions, including NI, student loans, etc. subject to individual circumstances. As in the UK, you will not have deductions made against recompense for allowable business expenses.

2. Relocation Policy

UCL Qatar Relocation policy applies (see appendix A).

This includes reasonable reimbursement of transport of personal effects for self, a spouse and dependent children.

In addition, UCL will pay for an economy flight for self, a spouse and dependent children at the start and end of the appointment or secondment, unless remaining in Qatar.

A one-off relocation supplement of £5,000 (QAR 29,500) is payable upon taking up the appointment, which is to provide for initial costs of setting up home.

3. Flights

One annual economy class return to the UK or the employee’s country of residence for self, a spouse and dependent children to maintain family contact (1). This is payable upon the successful completion of the probationary period, for the duration of the secondment or permanent appointment up to a maximum of five years. This is payable for complete years of service in Qatar. UCL Qatar reserves the right to seek reimbursement of this benefit, if an employee voluntarily leaves during the year, with less than 9 months completed service.

UCL staff should use UCL’s travel insurance by completing the standard application form. Please note that the annual flights are insured, personal travel outside Qatar is not insured and employees should make their own insurance arrangements.

4. Accommodation costs

The Qatar Foundation will provide free accommodation in Qatar for expatriate staff. This will include the cost of utilities (but excludes the cost of international telephone calls).

5. Transport

UCL Qatar will provide a Transport allowance, of QAR 39,000 pa, for each employee for the duration of their employment with UCL Qatar, from their date of arrival in Qatar. This may be used for car hire, towards car purchase, or for transport by taxi.

6. Insurance

UCL will provide medical insurance.

7. School Fees

There are several good international schools in Doha. UCL will pay school fees up to the fee level of the American School Doha (currently QAR 67,180 p.a.) for each school age child (including pre-school).

8. Superannuation

Membership of the Universities Superannuation Scheme (USS), a UK-based pension fund, is encouraged. Employer contributions are currently 16% and employee contributions are currently 6.35% for new joiners, or 7.5% for those in the final salary section. Pension contributions and entitlements are calculated on basic salary (i.e. excluding other allowances). Since contributions will be made to the USS in sterling, a deemed baseline sterling salary will be agreed at the commencement of employment, and revised with effect from each subsequent 1 July, taking into account the prevailing sterling exchange rate.

Gratuity

Staff who choose to opt out of the Superannuation Scheme at commencement of employment will be eligible for an end of service gratuity payment after the completion of a minimum of one year’s service. The gratuity is calculated at the following rates:

a) In compliance with Article (54) of the Labour Law for periods of service greater than 1 year but less than the full term of the contract three years.

Three weeks basic salary per year of service. Fractions of a year will be paid pro rata.

b) For staff with service of a minimum of three years, an end of service of gratuity of the UCL employer contribution to the USS for each year fo service or part thereof, e.g.:

Deemed baseline salary p.a.	£ 35,000
UCL Employer USS Contribution @ 16%	£ 5,600
Length of contract in years	3.00
End of Service Gratuity	£ 16,800

B. External appointments (Qatar Nationals)

1. Pay, Tax and Bonuses

Grades and Salary rates

Salary will be paid in Qatari Riyals (QAR) into local bank accounts.

Tax

Under Qatari legislation, individuals are not currently required to pay income tax on their earnings.

2. Relocation Policy

UCL Qatar Relocation policy applies (see appendix A).

This includes reasonable reimbursement of transport of personal effects for self, a spouse and dependent children.

The Relocation Supplement is not payable.

3. Flights

Annual return flights – not applicable.

4. Accommodation costs

Accommodation will not be provided by the Qatar Foundation for Qatar nationals. Due to the high costs of accommodation in Qatar a housing allowance will be paid to Qatar nationals as follows:

	Housing Allowance - Married
Grade	Full (QAR)	Supp. (QAR)
9 &10	15000	5000
6,7 & 8	10000	3500
4&5	6000	2500
1,2&3	3500	1500

	Housing Allowance - Single
9 &10	12000
6,7 & 8	8000
4&5	4500
1,2&3	2000

This allowance is determined by the Qatar Foundation from time to time. The reduced supplement is payable where the employee’s spouse is also eligible for a housing allowance, or equivalent from their employer.

5. Transport

C. External appointments (Non-Qatar citizens already resident in Qatar)

1. Pay, Tax and Bonuses

Grades and Salary rates

Salary will be paid in Qatari Riyals (QAR) into local bank accounts.

Tax

Under Qatari legislation, individuals are not currently required to pay income tax on their earnings.

2. Relocation Policy

UCL Qatar Relocation policy applies (see appendix A).

This includes reasonable reimbursement of transport of personal effects for self, a spouse and dependent children.

In addition, UCL will pay for an economy flight for self, a spouse and dependent children at the end of the appointment or secondment, unless remaining in Qatar.

The Relocation Supplement is not payable.

3. Flights

One annual economy class return to the UK or the candidate’s country of residence for self, a spouse and dependent children to maintain family contact (1). This is payable upon the successful completion of the probationary period, for the duration of the secondment or permanent appointment up to a maximum of five years. This is payable for complete years of service in Qatar. UCL Qatar reserves the right to seek reimbursement of this benefit, if an employee voluntarily leaves during the year, with less than 9 months completed service.

4. Accommodation costs

Qatar Foundation will provide free accommodation in Qatar for expatriate staff, unless the member of staff is resident on their spouse’s residence permit. This will include the cost of utilities (but excludes the cost of international telephone calls). If the spouse of the employee is entitled to a housing allowance, then the employee will be required to contribute an equivalent sum towards the housing provided.

If the member of staff is resident on their spouse’s residence permit, a housing allowance will be paid as follows:

Grade	Supp. (QAR)
9 &10	5000
6,7 & 8	3500
4&5	2500
1,2&3	1500

This allowance is determined by the Qatar Foundation from time to time. This does not apply where the spouse is employed by the Qatar Government.

5. Transport

6. Insurance

UCL will provide medical insurance.

7. School Fees

8. Superannuation

Gratuity

a) In compliance with Article (54) of the Labour Law for periods of service greater than 1 year but less than the full term of the contract three years.

Three weeks basic salary per year of service. Fractions of a year will be paid pro rata.

b) For staff with service of a minimum of three years, an end of service of gratuity of the UCL employer contribution to the USS for each year fo service or part thereof, e.g.:

Deemed baseline salary p.a.	£ 35,000
UCL Employer USS Contribution @ 16%	£ 5,600
Length of contract in years	3.00
End of Service Gratuity	£ 16,800

D. UCL Secondees (Short Term - up to 1 year) and Appointments of less than 1 year

1. Pay, Tax and Bonuses

Grades and Salary rates

Dependent upon the duration of the secondment, salary may be paid in Qatari Riyals (QAR) into local bank accounts or continue to be paid in sterling through the UCL UK payroll. This will be agreed on an individual basis.

Tax

Unless a change in UK residential status can be demonstrated for an entire UK fiscal year, salary will be subject to UK tax legislation.

NI Contributions

For staff who have worked in the UK immediately prior to the secondment, NI contributions will continue to be payable.

2. Relocation policy

Not applicable.

3. Flights

UCL will pay for an economy flight for the secondee at the start and end of the secondment. Where the period of secondment exceeds six months, UCL will pay for one economy class return, to the secondee’s country of residence, for the secondee and a spouse and dependent children.

4. Accommodation costs

The Qatar Foundation will provide free accommodation in Qatar. This will include the cost of utilities (but excludes the cost of international telephone calls).

5. Transport

E. Visitors from London (normally stays up to 2 months)

1. Accommodation

Hotel Accommodation to be booked through the Approved Travel Provider, in line with UCL’s Expenses Policy

2. Subsistence

Reimbursement will be made only for the cost of the room, reasonable evening meal, breakfast and one reasonable private telephone call. 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. See UCL’s Expenses Policy. Expenses should be claimed via FIS IExpenses.

Appendix A

RELOCATION POLICY - QATAR

The Relocation Scheme applies to academic staff (Lecturer through to Professor) and research and administrative staff grades 7 – 10 who take up an appointment with UCL Qatar.

A) Relocation Expenses

Principles

1. To be eligible, candidates must have an offer of employment with UCL Qatar for three or more years and be granted a visa to work in Qatar.

2. Should a member of staff in receipt of relocation expenses (including a relocation supplement) voluntarily leave UCL Qatar within 36 months of appointment, a proportion of the reimbursed expenses will be repayable, based on the following sliding scale.

12 months or less	12 – 24 months	24 – 36 months
100%	50%	25%

3. Dependent children are considered as 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).

Eligibility

4. Applications for relocation expenses from Qatari citizens will not be considered unless the appointee has moved from the place/town where they were ordinarily resident in order to take up their appointment with UCL Qatar and the move makes a significant difference to their travel to work time.

Approval

5. Applications must be endorsed by the Chief Operating Officer, UCL Qatar prior to being forwarded to the Director – Special Projects, Finance Division. Cases of doubt about eligibility will be referred to the Director of Human Resources.

Expenses Payable

6. Reasonable relocation expenses (normally up to a maximum of 10% of starting salary) will be reimbursed in respect of the following expenditure where it is supported by evidence of expenditure:

Qatar nationals only: Legal expenses in connection with the buying and selling of property, including survey fees. Stamp duty (or similar property-related taxes) and estate agents’ commission are excluded.
The cost of transporting the personal effects of the member of staff, a spouse and dependent children.
The cost of storage of personal effects for a period not exceeding six months.
The cost of transit insurance and packing.
The cost of fares including a spouse and dependent children at normal economy rates.

7. An advance of 50% of the relocation expenses may be made up to six weeks before the date of taking up appointment on production of satisfactory evidence of expenditure.

8. Applications for relocation expenses must be made to the Chief Operating Officer, UCL Qatar 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.

HR Policy and Planning
updated May 2013

¹ For the avoidance of doubt, where a married couple works for UCL, one annual return flight per family will be payable.