1. Scope

1.1

This policy will be applicable to all doctors in training as Specialist Registrars within the Anglia Deanery. Those on fixed term training appointments will be subject to the provisions of the Employing Trusts.

2. Eligibility

2.1

To be eligible for relocation assistance under this policy the following criteria relating to change of residence must be satisfied.

• the main residence of an employee on appointment must not be within reasonable travelling distance from their new normal place of work.
• the employee must be relocating to a new main residence, which is within reasonable travelling distance of their new normal place of work (not applicable if claiming excess travel in lieu of removal expenses).

2.2

Employing Trusts and trainees accept that there may be a requirement to move than once or incur excess travelling to complete posts on a rotation.
Trainees who relocate within the scope (2.1) above, whose new home is a greater distance from the subsequent trusts than the original home will normally have future eligibility limited to the original home, unless it is more convenient for the whole rotation.

2.3

Confirmation will be required from trainees that no financial assistance has been given to themselves, their spouse, partner or other person normally living with them from any other source in respect of the relocation. Should this be the case, support available will be subject to review of the individual circumstances.

2.4

The conditions of the policy as stated should be accepted by the trainee.

3. Conditions

3.1

All costs, for which reimbursement is sought, should have been reasonably incurred, be accompanied by relevant receipts or invoices, and be claimed in accordance with the policy. Claims should be signed by an authorised officer.

3.2

A signed undertaking will be required from all employees claiming relocation expenses. The employee undertakes to refund payments received, if they leave of their own volition within 2 years, or prior to the end of a fixed term contract. These repayments are linked to length of service as follows: 100% for employees leaving within 6 months, 75% for employees leaving within 6-12 months, 50% for employees leaving within 12-18 months, and 25% for employees leaving within 18-24 months.
The Trust will have the right to waive repayments in exceptional circumstances.

3.3

In the event of a trainee being unable to relocate within one year of commencing appointment, the situation will be reviewed in the light of their training programme.

3.4

Trainees will be required to provide evidence, as requested, that reasonable efforts are being made to relocate.

3.5

It is the aim of this policy to provide financial assistance for relocation to a property of a similar standard to that previously occupied (whether owned or rented). Where the doctor chooses to move to a property, which is substantially different, the amount of assistance may be reduced in discussion with the individual.

4. Allowances 

The following categories of expenditure and maximum allowances will be applicable to eligible doctors.

Category Limit (inclusive of VAT)

1. Homeowners : Up to £6000
2. Tenants who have been homeowners within the previous 12 months, and wish to purchase a further property : Up to £3000
3. Tenants : Up to £1000

Miscellaneous expenses will be limited to £500 within the overall maximum above.

Expenditure Category

• Legal Fees (A&B)
• Estate Agents/Auctioneers fees/Private Advertisement (A)
• Removals & Storage of furniture (All)
• Temporary accommodation (A). Payment will be made for the lesser cost of the following; Continuing expenses in the previous area (i.e. mortgage/community charge) and temporary accommodation (hospital or private) in the new area.
• Travel paid at public transport rates, second class rail or bus fare, for the following: (i) Up to three return journeys while searching for accommodation (All) or to superintend the move. (ii) Weekly return journeys where a previous property is retained.
• Travel paid at an appropriate rate (normally public transport rate), (A) for the following: (i) Excess daily travel, for those practitioners eligible to move in accordance with section 2 but choosing to travel the excess mileage daily.
• Miscellaneous expenses (All) Reasonable expenses associated with the relocation.

5. Procedure

5.1

Applications for assistance in relocation should be completed and returned with acceptance of the post.

5.2

Claim forms should be submitted, as soon as possible following expenditure, to the Medical Staffing Department of the Employing Trust.

5.3

As VAT may be reclaimed by the Trust doctors should discuss with the appropriate officer the possibility of invoices being directed to the Trust.

Agreed by Anglian Deanery and Chief Executives of all Trusts on October 1996