3 Expenses items

3.1 General

The relevant claim form can be downloaded from the Ministry's web site www.minedu.govt.nz/goto/resourcingforms.

Teachers moving to their First Permanent Appointment are entitled to only those expenses detailed in Section 2.4.3.

All other teachers eligible for removal expenses are entitled to the following expenses, grants and allowances as appropriate:

1. Travelling expenses;
2. Accommodation expenses;
3. Rent subsidy;
4. Furniture removal;
5. Legal fees and land agent's commission;
6. Penalty mortgage repayment charges;
7. Transfer grant;
8. Leave and expenses for a teacher separated from her/his dependants to visit them, including assistance with their transfer to the new location;
9. Expenses for an employee with dependants to inspect prospective accommodation in the new location;
10. Telephone reconnection charges.

3.1.1 Definition of a dependant

In determining expenses payable to teachers on transfer, a "dependant" is defined as a teacher's spouse/partner, children and any dependant relatives living with the teacher at the time of the move.

Family pets are considered to be part of household effects so teachers can claim for removal expenses for pets. Other animals, including horses, chickens and other livestock, including bees, are not covered.

3.2 Travel expenses

3.2.1 Scope

Travel covers the personal travelling expenses of the teacher and dependants. Reimbursement of expenses applies only to the actual shift from the teacher's previous home to their new one (the final shift). It may be that there is no one definitive shift. Teachers in such a situation are advised to contact the Resourcing Division to clarify what expenses may be reimbursed.

3.2.2 Normal means of travel

Transport costs of a teacher and their dependants by the cheapest suitable direct public transport available, together with the following expenses, are refundable:

1. Taxi fares to and from transport
2. Cost of meals en route
3. Cost of overnight board if a stop-over is unavoidable.

3.2.3 Travel by own car

When travelling by own transport, payment at the motor vehicle allowance rates set out in Appendix A to this document will be made.

The following rules apply:

1. Reimbursement will be made for only one journey between the former location and the new location.
2. If the dependants do not travel together, the fares of those using public transport may be reimbursed.
3. Payment will be made on the basis of distance by the shortest route.
4. Reimbursement will be made for expenses only where a reasonable time is taken to complete the journey. In assessing a reasonable distance for one day's travelling, reference should be made to the travel time maps used by the Automobile Association. Driving time, excluding a break for a meal but including short stops of 5-10 minutes per hour, of eight hours per day may be taken as a general guide. For inter-island travel the time spent on the ferry should be added to the road travel in assessing total time for the journey.
5. Incidental expenses for meals and accommodation incurred during the reasonable time required for travel are payable. Expenses incurred during additional time taken for the journey are not refundable.
6. If a second car or motor cycle that is part of that teacher's household effects is being driven from the previous location to the new location by a member of the teacher's dependants whose fare would otherwise be reimbursed, an equivalent surface fare for this driver will be paid. Motor vehicle allowance will not be paid in such cases.

3.3 Accommodation expenses

3.3.1 Introduction

Accommodation expenses may be reimbursed for the accommodation of a teacher and any dependants from the time of moving from the former location until permanent accommodation is obtained in the new location.

Note: This provision does not apply to teachers qualifying under the first permanent appointment criteria.

3.3.2 Prerequisite conditions

The dependants of a teacher who qualifies for transfer costs should not move to the new location until housing is available, except when there are special circumstances making this essential or when an accommodation allowance for the teacher and dependants will approximate the allowance payable to the teacher alone. The permission of the Resourcing Division should be obtained before the teacher's dependants move to the new location if reasonable housing is not available and an increase in the accommodation allowance payable would be incurred. Accommodation expenses should not exceed the travelling allowance for each adult, or half this rate for children under twelve years old. When application is made for payment of an allowance, the approving Resourcing Officer will take into account the teacher's circumstances, type of accommodation, costs, efforts made to find more reasonable board, avenues investigated and progress made in securing suitable housing.

3.3.3 Limitations

For the journey, only travel via a direct route between the former and new locations will be reimbursed. If a teacher chooses to take an indirect route, only accommodation common to both the direct and indirect routes will be reimbursed. In this situation, mileage for the direct route only would be reimbursed.

3.3.4 Expenses payable when moving

Personal expenses are allowable to cover meals, accommodation for the teacher and dependants as follows:

1. From the commencement of the journey, up to two days if necessary.
2. On arrival at destination, up to seven days if necessary.
3. The daily rate for accommodation for each adult is not to exceed the travelling allowance rate set out in Appendix A. Receipts are required. Incidentals allowance is not payable. Children 12 years and over are to be regarded as adults. For children less than 12 years of age the daily rate for accommodation is not to exceed half the travelling allowance rate.
4. If the teacher and dependants stay at a motel and they purchase and prepare food, an assessed payment for food may be made of an amount not exceeding one quarter of the travelling allowance rate a day per adult and child 12 years of age or over, and one eighth rate for children under 12 years of age. The total cost including rent is not to exceed the travelling allowance rate or to extend beyond the periods allowed above. Receipts are required for motel charges but not for food.
5. In exceptional circumstances the periods allowed may be extended but only with the approval of the Resource Determination and Delivery Manager, Ministry of Education.

3.3.5 When maintaining a home at the former location

A teacher on transfer who is required to maintain the home and dependants at the former location until suitable housing is obtained in the new location, may be granted an accommodation allowance as follows:

1. For the first month, up to a maximum of the rate of the travelling allowance as set down in Appendix A.
2. For the second month, up to a maximum of two-thirds of the rate of the travelling allowance as set down in Appendix A.
3. For the third month, up to a maximum of one-third of the rate of the travelling allowance as set down in Appendix A.
4. Teachers staying at a motel and preparing their own meals may be paid an assessed amount for food not exceeding one quarter of the travelling allowance rate, plus motel charges. The total cost is not to exceed travelling allowance rate (see Appendix A). Receipts are required for rent charges but not for food.
5. The incidentals allowance shown in Appendix A will also be paid to cover incidental expenses not otherwise recoverable. Receipts are not required. The allowances commence on and from the day the teacher arrives at the new location.
6. When the teacher finally obtains suitable accommodation in the new location and the teacher's dependants move, the assistance set out in section 3.3.4 may then be granted.

3.3.6 When dependants are boarding

The dependants of a teacher on transfer should not move to the new location until housing is available except where there are special circumstances making this essential, or when an allowance payable under these provisions would approximate the allowance payable if the teacher were maintaining a home in the former location. The teacher should, therefore, discuss the matter with the Resourcing Division before any payment for board for the dependants may be authorised.

When approval has been given for a teacher and dependants to board either together or in different localities, and a home is no longer being maintained at the former location, assistance may be granted in accordance with the following provisions:

1. In the first instance, a refund of personal expenses as set out in section 3.3.4.
2. At the expiration of this period, an accommodation allowance of the amount by which actual and reasonable board and lodging expenses exceed 45% of gross remuneration.
3. Board and lodging expenses for each adult are not to exceed the appropriate travelling allowance rate set out in Appendix A.
4. `Gross remuneration' means classified salary plus any allowance in the nature of salary. This is calculated on the consecutive day basis.
5. Teachers are to make every effort to get accommodation within the approved rate specified in `c' but, if this is not obtainable on arrival, the Ministry will consider an allowance at a higher rate until less expensive accommodation is obtained but in no case exceeding one calendar month.
6. If the teacher and dependants stay at a motel and they purchase and prepare food, a rent subsidy may be paid in accordance with the provisions of section 3.4. When meals must be taken in a restaurant, payment of the amount by which the total of rent and meals exceeds 45% of gross salary may be paid. The total cost is not to exceed the travelling allowance rate set out in Appendix A.

3.3.7 Calculation of accommodation allowance

Note: This allowance is payable only while the teacher is securing permanent accommodation in their new location and is no longer maintaining a home at their former location. It should therefore be a temporary measure only. It is calculated on the consecutive day basis.

3.4 Rent subsidy

3.4.1 Introduction

Assistance with rental accommodation may be considered if a teacher on transfer is experiencing difficulty in finding permanent housing. A rent subsidy will not be granted to teachers planning to rent accommodation for the long term.

3.4.2 The subsidy

The subsidy will be granted only in respect of a short-term tenancy at a rental, which is higher than the teacher could normally be expected to afford. The amount of the subsidy will be the excess of the rental over one-sixth of the teacher's gross salary.

3.4.3 Duration of subsidy

The period of subsidy is limited to three months. In exceptional cases an extension to six months may be approved. Any request for an extension of the rent subsidy must be in writing clearly outlining the circumstances contributing to the need for an extension.

3.4.4 Furniture storage

Furniture storage charges may be met while the teacher is in receipt of a rent subsidy.

3.4.5 Administration

Copies of the teacher's tenancy agreements and rent receipts are required. The subsidy is paid fortnightly in arrears. Additional expenses such as letting fees, bonds, electricity/gas connection charges etc will not be reimbursed.

3.4.6 Calculation of rent subsidy

3.4.7 Outgoings on former home

1. If a teacher and any dependants are occupying temporary accommodation at the new location and the teacher is in receipt of a rent subsidy, pending the sale of the former home and the purchase of another, interest, rates and insurance on the former home shall be taken into account while their former home remains unsold and unoccupied. In these circumstances, the outgoings on the teacher's house may be added to the rent of the temporary house, and the subsidy calculated on the combined total. Only mortgage interest may be included, not principal repayments. This may require inquiry from the teacher's banker.
2. Evidence, usually in the form of receipts, is required of outgoings on rates and house insurance.

3.4.8 Calculation of rent subsidy (outgoings on unsold and unoccupied former home)

3.4.9 Rent subsidy when double rent paid

If a teacher is required to rent a house at the new location before liability for rent at the previous location has ceased, resulting in the payment of double rent, a rent subsidy equal to the lower of the two rents may be paid for a maximum of three months.

Copies of tenancy agreements will be required before the Ministry will consider reimbursement.