Immigration Relocation Policy

Introduction

Immigration relocation assistance will be provided to help with expenses incurred by new non-UK colleagues relocating to take up employment with Northumbria University.

These arrangements provide a contribution to the cost of relocation only and are not intended to meet all immigration costs associated with relocation.

The University recognises that immigration costs can be high and offers immigration relocation assistance to cover their own immigration fees relating to their Skilled Worker or Global Talent visa, including immigration healthcare surcharge fees.

Immigration Relocation Assistance

Northumbria University will reimburse the immigration expenses incurred in relocating that are deemed reasonable and allowable under HMRC regulations.

All immigration relocation expenses must be supported by original valid VAT receipts.

Policy Detail

Eligibility

Immigration relocation assistance is open to all newly appointed colleagues who require permission to work in the UK and are relocating from either inside or outside of the UK who have a contract of 6 months or more.

Amount Available

We offer new colleagues relocating from outside of the UK a tax-free allowance up to a maximum of £4000 for any immigration costs incurred.

For any new colleagues relocating from within the UK in line with policy guidance, we offer a taxable allowance up to a maximum of £4000 for any immigration fees incurred.

Immigration relocation assistance provided by Northumbria University is in addition to the standard relocation assistance where colleagues are eligible for this.

Immigration Fee Loan

The University offers an interest fee loan for employees or their dependants (if not already covered by Relocation Assistance). Applicants may be asked to supply documentary evidence to support the request for the loan, where this is considered appropriate i.e. evidence of immigration fees.

Eligibility for Immigration Fee Loan

Employees are eligible to apply for a loan if they:

are employed on a permanent contract or a fixed term contract which will last for at least one year from the date of applying for the loan
are not currently subject to a staff management procedure.

How the scheme operates

The University will assess affordability and allow eligible staff to apply to borrow up to 10% of their gross annual salary, up to a maximum of £10,000, in any given tax year.

Any other benefits which are classed as interest-free or beneficial loans e.g. some salary sacrifice options, will be aggregated alongside any new loan when calculating the maximum.

Loans will be repaid over 12 months and will be deducted directly from net salary. The University will consider repayment up to 12 months and exceptionally up to 24 months where the loan relates to significant immigration fees.

Where an employee resigns or is dismissed during the repayment period, the outstanding balance will be deducted from their final net salary. Where the outstanding amount owed on the loan exceeds the employee's final net salary, any surplus figure owed by the employee will need to be repaid immediately following confirmation from HR of the employee's final net salary. Where an employee's notice period exceeds one month and where this covers more than one re-payment instalment period, at the discretion of HR, the repayment terms may be re-negotiated to enable the individual to increase the monthly instalment amount originally agreed to reduce or eliminate any outstanding loan repayable by the employee at the point of the final net salary being paid.

Where evidence is brought to light after payment of the loan that an employee has not used the loan for its intended purpose as stated on the original application, the University reserves the right to demand immediate repayment or repayment on an accelerated basis to that originally agreed.

How to apply

To apply, submit a request in NU People and Finance. In the request, you will confirm that you permit loan repayments to be deducted from your net monthly salary.

Loan applications will be considered, and a decision made by the Director of Human Resources or nominated deputy. Loan applications received from members of the University Executive will be considered by the Chief People Officer and the Chair of the Remuneration Committee, or full Remuneration Committee, where this is deemed appropriate. The Secretary of Remuneration Committee will co-ordinate the decision-making process.

The first deduction of the loan will commence in the month following the advance (e.g., Month 0 = application, Month 1 = loan made, and repayable across Months 2-4, 2-7, 2-10, 2 – 13 or exceptionally 2 – 25 months).

Monitoring

The Director of HR will provide an annual report to the Vice Chancellor, Chief People Officer and Chief Finance Officer on the number, value and terms of loans granted within the relevant financial year. In all cases, recipients' details will not be provided subject to the exclusions identified for categories of staff identified above.

The loan will be paid in its entirety with the next month's salary payment following loan approval.

Tax

The University operates under HM Revenue & Customs (HMRC) regulations.

Colleagues are responsible for any statutory income tax and national insurance liability incurred because of receiving relocation expenses which do not meet the exemptions.

Immigration Relocation Assistance

Reimbursement of all immigration costs is regarded as a taxable benefit and therefore is subject to tax and national insurance deductions unless it’s a new employee applying for their visa outside of the UK.

Application

An immigration relocation assistance claim should be submitted via the Compensation module in NU People and Finance. Human Resources will check and verify eligibility for the allowance and that the expenses submitted comply with the conditions of the Scheme before making payment.

Expenses will be paid via the individual's monthly salary. Claims need to be submitted prior to the payroll deadline for payment within the same calendar month.

Claims for immigration relocation expenses must be made within one year following the end of the tax year during which employment with the University started. For example, a colleague starting on 1 October 2024 must make a claim before March 2026 as the UK tax year runs from 1 April to 31 March each year.

Repayment of Immigration Relocation Assistance

Immigration relocation assistance is offered on the condition that you agree to repay some, or all, of the amount paid if you leave the University within 3 years of taking up employment. In making a claim under the Scheme it is a requirement that you accept this condition.

The timescale for repayment begins from the start date of employment at Northumbria University. The amount repayable which will be recovered from your final pay, is reduced proportionally and is as follows:

Period of service (from start date of employment)	Amount to be repaid (as % of total amount paid)
Less than 1 years' service	100%
More than 1 years' service but less than 2 years'	50%
More than 2 years' service but less than 3 years'	25%

Repayment will not be required if the reason for termination of your employment is redundancy.

If you claim immigration relocation assistance and do not relocate, you will be asked to repay the full amount.

Relocation Services

Northumbria University has agreed discounted rates with the following providers for relocation expenses which can where applicable include immigration services:

Colleagues can if they wish, engage an alternative relocation service provider of their choice.

The cost of engaging a relocation service provider is deemed to be a reasonable expense for reimbursement, subject to the total costs claimed not exceeding the maximum allowance.

Application of Policy

Northumbria University retains the discretion to adjust the amount of immigration relocation assistance in individual circumstances.

Immigration relocation assistance is discretionary, and it is not a contractual entitlement. Northumbria University reserves the right to withdraw it at any time.