Payment of removal expenses

Applicable to:  Paid associates, Fellows, Staff members

General

Entitlement to payment of removal costs (household and personal effects) on taking up appointment and on termination of contract is defined in articles R V 1.19 and R V 1.20 of the Staff Rules and Regulations as well as in Administrative Circular No. 30.

1. Beneficiaries and criteria

1.1 On taking up appointment

Beneficiaries Criteria

Staff members

  • must hold a contract of at least 12 months' initial duration, and

  • their place of residence must be more than 70 km from CERN (in a straight line) at the time of their appointment,
    The former place of residence corresponds to the address of the member of the personnel either on the date of the selection board or, in the absence of such a board, on the date the contract is offered. This place of residence does not have to be located on the territory of a Member State or an Associate Member State.
    and

  • must establish their new place of residence within a 50 km radius of CERN within two years of taking up their appointment.

Pursuant to article R II 4.35 of the Staff Regulations, staff members entitled to have their removal paid by CERN on taking up appointment are also entitled to special paid leave of one working day.

1.2 On termination of contract

Beneficiaries Criteria

Paid Associates appointed before 01.07.2006

Fellows appointed before 01.07.2006

Staff recruited before 01.01.2007 (except former "local staff")

  • must have their home station outside a 20 km radius of CERN, and

  • must establish their new place of residence at least 20 km in a straight line from their former place of residence, within two years of termination of their contract;

Staff members appointed on or after 01.01.2007 (including former "local staff")

  • must have their home station outside a 70 km radius of CERN, and

  • must establish their new place of residence outside a 70 km radius of CERN within two years of termination of their contract.

Home stations are defined according to Article R II 1.25 of the Staff Regulations and determined when the contract is drawn up.

The new place of residence shall be deemed to be the address to which the member of the personnel has actually moved.

The former place of residence shall be deemed to be the address communicated to the authorities of the Host States by the Organization.

N.B.:

  1. In the event of resignation during the first year of service, the member of the personnel shall not be entitled to payment of removal expenses on termination of contract.

  2. Successive contracts
    On the termination of a contract that grants entitlement to payment of removal expenses, if the member of the personnel remains at CERN under a new contract of association with the Organization, the latter will pay removal expenses only once in accordance with the following procedure:

    • his entitlement to removal expenses shall be deferred until he no longer holds a contract with a working week in excess of 20 hours; the removal must be undertaken within two years of that date;

    • if the working week is less than or equal to 20 hours, the removal must take place within two years following termination of the contract entitling the member of the personnel to the payment.

  3. Staff members who are married to each other or in a registered partnership
    A family is entitled to only one payment of removal expenses. Consequently, if a staff member claims entitlement to removal expenses within the two years following the end of his contract, no removal expenses will be paid on termination of his spouse’s/partner's staff member contract. However, if the first of the two staff member spouses or partners to leave CERN does not claim entitlement to removal expenses, the entitlement will automatically be bestowed on the other spouse/partner on departure from the Organization provided that the latter spouse/partner fulfils the relevant statutory provisions.

  4. Provided the conditions are met, and subject to the approval of the Installation service, staff members on long-term leave before the end of their contract (for example, as part of a pre-retirement program) may qualify for payment of removal expenses, provided that their removal takes place after their last day of work.

  5. To calculate the distances as indicated above, the functionality Calculation of the distance in a straight line may be used.

2. Benefits

On taking up appointment, the member of the personnel is entitled to payment of removal expenses either from his home station or from his former place of residence.

On termination of the contract, the removal expenses will be paid to the new place of residence but may not exceed the cost of a removal to the home station.

On taking up appointment and on termination of contract, the member of the personnel is entitled to payment of:

  • removal expenses for household and personal effects within the limits indicated in Administrative Circular No. 30;
    N.B.: The following items are not considered to be part of household or personal effects: motor vehicles, boats, caravans, aeroplanes and equivalent modes of transport, animals, works of art, jewellery and grand or upright pianos or other musical instruments.

  • the cost of storing furniture for a maximum period of 12 months.

 

Procedure

The HR Department will lay down the criteria for the duration of the contract and for the distance granting entitlement to payment of removal expenses when the contract is drawn up.

The Installation service will verify the distance criteria and the applicable conditions when the new place of residence is established.

Annex I of Administrative Circular No. 30 specifies the removal procedure and the applicable limits.

1. Application for payment of removal expenses

The member of the personnel must submit three removal quotations to the service indicated below six weeks before the scheduled date of the removal at the latest:

  • either by delivering the quotations in person to the Installation service,

  • or by fax: +41 22 766 9264,

  • or by mail to the following address:

    Logistics Section - Removal Service
    SMB Department
    CERN
    CH - 1211 Genève 23

N.B.:

  1. When the contract is terminated, CERN’s payment will not exceed the cost of a removal to the member of the personnel's home station. Where the destination differs from the home station, each removal company must provide two quotations: one for the actual destination and the other assuming the member of personnel's home station as the destination.
    In such cases, the Organization will pay removal expenses on the basis of the cheaper quotation.

  2. Where the volume of household items and personal effects exceeds the limits specified in Administrative Circular No. 30, each company must provide two estimates: one for the actual volume and one for the specified maximum volume, the price difference being borne by the member of personnel.
    The Removals Service will select the best bid, taking account of the quotation for the removal itself and the amount of insurance payable. It will then send the selected company a letter of confirmation, indicating that the invoice must be sent directly to CERN.

  3. The member of personnel may organise his own removal by hiring a utility vehicle. In order to be entitled to payment of removal costs by the Organization, he must supply:
    - three estimates for the hire of a utility vehicle for a maximum period of four days depending on the distance, and
    - an estimate from a removal company 
    In this case, on receipt of corresponding proofs of payment the Organization will reimburse only the cost of hiring the vehicle, the fuel and the motorway charges (motorway sticker and tolls).

If none of the quotations is considered to be reasonable (i.e. quotations higher than the usual commercial rates for removals), the Organization may invite other removal companies to submit quotations or request the member of the personnel to submit new quotations from other removal companies.

2. Removal

The member of the personnel must arrange all the practical details of the removal with the company, such as the date, the time, and the locations of the loading and unloading points.

3. Handling of the application for payment of removal costs

The removal firm must submit the invoice directly to the Installation service. The Installation service will check that the invoice matches the estimate and then creates a request for payment to a third-party in EDH for settlement of the invoice within 60 days by the FAP Department.

Any disputes resulting from damage or associated insurance matters must be settled by the member of the personnel with the removal and/or insurance company directly.

Revisions 

No revision Modifications Approuved on
1 Information added concerning the payment of removal expenses when staff members are married to each other: a family is entitled to only one payment of removal expenses.  19.10.2010
2 Information added concerning the payment of removal expenses after the last day of work. 25.05.2011