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Durham University

Human Resources & Organisational Development

Travel Allowance Scheme

As part of the University’s plans to repurpose Queen’s Campus in Stockton, staff may be required to move their work location from Stockton to Durham, or the surrounding area, on an ongoing basis.

This scheme applies to staff whose work location is proposed to move from Queen’s campus at Stockton to Durham, or the surrounding area, and who started work at Queen’s Campus in their current role before 1st September 2016. This includes staff who are wholly located at Queen’s Campus as well as those whose current role is split between Durham and Stockton. The scheme also includes internal transfers to Queens Campus from Durham City Campus.

The Durham University travel allowance scheme for Queen’s Campus staff is not open to staff from SMPH whose roles will TUPE transfer to Newcastle University. The transfer of SMPH is subject to separate formal TUPE consultation with Trade Union colleagues.

Applications for the travel allowance scheme will not be accepted until approximately one month before the date the work location is due to change.

Travel allowance calculation

It is recognised that the University’s proposals to relocate staff from Stockton to Durham, or the surrounding area, may result in additional mileage for some staff in terms of their daily journey to / from work.

In recognition of this, UEC has endorsed a travel allowance scheme for staff in order to facilitate the transition and to mitigate additional costs incurred as a result of this. The allowance will be offered as follows:

Staff in Grades 1 – 5 inclusive

For those in grades 1 to 5 (inclusive) the travel allowance will be paid for a period of 18 months from the date of transfer of their work location to Durham.

Staff in Grades 6 and above

For those in grades 6 and above the travel allowance will be paid for a period of 12 months from the date of transfer of their work location to Durham.

The allowance is based on the normal University mileage rate, currently 45p per mile up to a maximum of 10,000 miles per year; any mileage over 10,000 miles per year will be paid at 25p per mile.

Example calculation (G7 example based on a 5 day working week):

Current home to work journey

15 miles

New home to work journey

25 miles

Difference (per journey)

10 miles

Difference (per day)

20 miles

Difference (per day) x 45 p per mile

£9.00 (per working day)

£9 x 218 (working days per year*)

£1,962 (per year)

Annual figure / 12

£163.50 (monthly payment)

* Working days per year in this example: 52 (weeks p.a.) x 5 (days p.w.) = 260 working days (p.a.) – 42 (Annual leave, Public holidays and Customary Days) = 218 actual working days per year.

The following procedure will apply:

1. Staff who believe that the transfer of their work location (from Stockton to Durham, or the surrounding area) will result in additional mileage in terms of their daily journey to / from work can apply for the travel allowance approximately one month before the date the work location is due to change. Applications, which have been verified as correct with your Department, should be sent to Harriet Williamson in HR.

2. The University will use the tool on ‘Google maps’ to calculate the mileage from the employee’s home postcode to TS17 6BH (the postcode for Queen’s Campus).

3. The University will use the tool on ‘Google maps’ to calculate the mileage from the employee’s home postcode to DH1 3LE (the postcode for the main campus in Durham) or the new work location if different.

4. The difference in mileage between these 2 journeys will be calculated. Where the member of staff’s journey to their new work location is in excess of their current home to Queen’s campus journey, payment for this difference will be payable at the normal University mileage rate, currently 45p per mile.

5. The daily amount will be multiplied to determine the annual amount payable. This will then be divided by 12 and paid as a monthly allowance via payroll. Staff in grades 1 – 5 inclusive will receive 18 monthly payments of this amount; staff in grades 6 and above will receive 12 monthly payments of this amount.

Principles upon which this scheme is based

1. Any difference in mileage would be payable for 12 or 18 months only dependent on grade.

2. Where there are different possible routes between locations, the University will base its calculations on the shortest possible routes in all cases.

3. Payments will be made on a continuous basis for 12 or 18 months (dependant on grade) from the named employee’s date of relocation to Durham City Campus.

4. The University is intending to relocate staff between buildings in Durham as a consequence of the broader University strategy. For any staff moving work location within the Durham area no travel allowance would be payable.

5. For staff whose work location is Queen’s Campus for only part of their working week, the payment would be for days where they are based at Queen’s Campus only.

6. For staff who are employed on a part-time basis, the calculation would be based on their working pattern i.e. the number of days they work as opposed to their working hours.

7. For staff whose new home to work calculation is the same or less than the existing home to work location calculation, no travel allowance will be payable.

8. For any staff whose days of work reduce during the period the travel allowance is payable, the travel allowance would be recalculated and the lower amount payable from the effective date of the change of days.

9. For any staff who move home during the period the travel allowance is payable, the travel allowance would be recalculated.

10. The monthly allowance would be processed via monthly payroll and will be subject to income tax and National insurance.

11. Staff are responsible for updating their own home address and postcode on the Oracle Cloud system and the University’s calculations will be based on the information on this system.

Application method

Once you have been notified of a date your role will transfer to Durham or the surrounding area you may apply for the travel allowance using the attached form approximately one month before your transfer date.