Relocation Assistance

Overview

Relocation assistance will be provided to help with expenses incurred by new 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 costs associated with relocation. 

Standard Relocation Assistance 

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

Costs Covered 

Expenses deemed reasonable by Northumbria University include: 

• Costs of transporting furniture and personal effects, including insurance* 
• Storage costs where a permanent move cannot be made immediately* 
• Travel and subsistence expenses (excluding gratuities) for the colleague and their dependents, both during the move and in house-hunting. 
• Fees incurred in selling property: this can include legal fees, estate agents fees, and advertising costs. 
• Fees incurred in buying/renting property: this can include legal fees, mortgage indemnity fees, survey/valuation fees, land registry fees, and stamp duty. 
• The cost of any unexpired lease where tenancy is involved 
• The cost of engaging a relocation service provider 
• Temporary accommodation (e.g. in a hotel or rented property) where the intention is to move to a permanent residence and active steps are being taken to achieve this
• The University's standard mileage rate will apply, when using personal transport. 

*Three competitive quotes should be obtained. Northumbria University will reimburse the lowest of the three quotes; however, it is at your discretion which quotation you accept. 

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

Eligibility 

Standard Relocation Assistance is open to new colleagues (at Grade 6 and above) who are employed on permanent or fixed-term contracts for a minimum of three years. 

To qualify for relocation assistance, individuals must be: 

• currently living more than 40 miles away from the location of their new work base. 
• moving to a new permanent residence (either rented or purchased) located within 40 miles of their new work base. 

Amount Available 

The maximum amount of standard relocation assistance provided by Northumbria University will be 10% of annual starting base salary, up to a maximum of £8,000. For part-time staff, the maximum amount will be pro-rated against the full-time equivalent. This amount can be reimbursed for eligible expenditure as set out below.

Qualifying relocation costs (up to £8000) are exempt from tax and national insurance.

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

Tax 

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

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

Application

A 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 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 Relocation Assistance 

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 you 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 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:

• Original Property
• Pickfords
• Relocation Support

The relocation companies can assist with all aspects of a move for a fee payable to the provider. Each company provides a range of different services including:

• Home searches 
• Area orientation 
• School/nursery searches 
• Removals 
• Help with short term accommodation 
• 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 relocation assistance in individual circumstances.

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