Travel to Work Loan Policy Table of Contents 1. Purpose...2 2. Scope...2 3. Policy...2 Applying for a loan...2 Interest...3 Repayments...3 Season tickets no longer required...3 Responsibility of the season ticket holder...3 4. Forms/Instructions...4 Form A: Application for an annual season ticket loan...4 5. Links/Dependencies...4 6. Appendices...4 Policy control Approved by Contact/s Vice Chancellors Executive Group Cathy Abu, Director of Human Resources History/Revision dates May 2009 Audience Internal (Intranet only) External (Internet) Page 1
1. Purpose 1 The University of Bedfordshire is committed to developing and promoting a sustainable travel and transport policy. This document sets out the arrangements and conditions of the interest free Travel to Work Policy and Procedure. Applying for this process is one of the University s green initiatives to discourage over reliance on private motor cars and encourage travel by more sustainable modes of transport. 2. Scope 2 This policy applies to all University employees, either full-time or part-time, but it does not apply to visiting contracts. 3 Principles: To encourage greener travel amongst the staff, at the University of Bedfordshire. To attract staff, as a benefit to the organisation. 3. Policy Applying for a loan 4 Loans are available to assist all permanent and all employees on fixed term contract (of at least a year or more) of the University of Bedfordshire with the purchase of bus or train season tickets, which are suitable for and purchased primarily for the employee s home to work travel. 5 Loans to staff on fixed term contracts must be repaid before the date of the end of the contract and these repayments will be calculated to account for this. 6 A photocopy of the season ticket to be purchased with the loan will be given to HR to keep as a record of the success of the scheme. The season ticket purchased with the loan must be approved by the University, this will be done by the counter-signatory of the authorised Head of Department, (e.g. the Budget holder), and will normally be for the period of one year, however could be for a period of 6 months in exceptional circumstances. Loans taken out for a ticket valid for a 6 month period cannot be spread over a 12 month period 7 The maximum loan available to an employee for the purchase of season tickets is 5000. An employee may receive loans to assist with the purchase of more than one season ticket if his/her home to work journey involves travel with two or more travel companies, but the total loans advanced to the employee is limited to 5000 in any one year. If the cost of the season ticket exceeds 5000 the employee must pay the difference. This maximum amount will be reviewed annually. 8 Applicants will be eligible for a loan on completion of their 3 month / 12-week review of their probationary period. The University of Bedfordshire reserves the right to refuse any application for a loan. Page 2
9 The loan will be paid as a University of Bedfordshire cheque payable to the relevant travel company. Interest 10 Loans are currently interest free. The University of Bedfordshire reserves the right to review this from time to time and may charge interest on future loans at a specified rate following consultation with the Trade Unions and subsequent notification to staff. Repayments 11 Repayment is by deduction of equal instalments from the employee s salary over the period of the season ticket commencing from the date of the loan, and being deducted from the next salary deadline. 12 The loan repayment period is determined when the loan is approved and will remain unchanged even if the travel company agrees to amend the season ticket period. 13 If an employee leaves the employment of the University of Bedfordshire before the whole loan has been repaid, the balance of the loan becomes immediately payable and will be deducted from the employee s final salary payment. If the outstanding balance on the loan exceeds the employee s final salary payment then the employee is required to pay the full outstanding balance must be paid before the last date of employment. 14 If at any time the borrower fails to comply with any of these conditions, the University of Bedfordshire is entitled to terminate the loan agreement and deduct outstanding amounts from any sums due to the borrower, including amounts due in respect of salary, and to demand immediate repayment of any sums not so discharged. Season tickets no longer required 15 If before the loan has been fully repaid, an employee no longer wishes to use his / her season ticket, the original must be brought to the Human Resources Department where a copy will be taken and returned to the employee for the refund to be sought from the travel company. Once the ticket has been received by the HR department, the balance on the loan becomes immediately repayable and will be recovered from the employees pay. 16 It will be the responsibility of the employee to request a refund from the travel company and the employee can then use that to reduce the amount payable to the University. Employees should note that the amount of any refund due for a surrendered ticket is calculated by the travel company in accordance with their refund policy and the travel company s refund policy may not result in a pro-rata refund. Responsibility of the season ticket holder 17 Care of the season ticket is the employee s responsibility. The University of Bedfordshire accepts no responsibility for any losses arising from theft, loss or damage to the ticket. 18 Employees must apply directly to the travel company for the replacement of nonfraudulently lost, defaced, illegible or mutilated season tickets and will be liable for any charges levied by the travel company. The University of Bedfordshire only needs to Page 3
be informed of any non-fraudulent loss, defacement, illegibility or mutilation if it occurs on more than one occasion over the loan period. 19 Season tickets will not be renewed automatically. The onus is on the employee to apply to the University of Bedfordshire if renewal is required. The application for the loan to purchase the new season ticket should be submitted at least one month prior to the old ticket s expiry date. 4. Forms/Instructions Application for an annual season ticket loan - see appendix 5. Links/Dependencies This policy should be read and its use considered with reference to: Not applicable 6. Appendices Application for an Annual Season Ticket Loan Form Page 4
Application for an Annual Season Ticket Loan Name. Payroll Number. Department Room no.. Ext no.. Cost of annual Season Ticket Amount applied for as a loan (if different) Ticket to be obtained from (Please put in the name of the travel company, i.e. First Capital Connect) (In order for us to process your application, please attach a photocopy of the application form). I wish to apply for a loan in respect of my annual travel ticket as detailed above. I agree to the University recovering the amount advanced to me from my net pay in 12 monthly instalments where it is an annual ticket, or 6 months where it is a six month ticket. However a 6 month ticket cannot be spread over a 12 month period. In the event of my employment with the University being terminated, I agree to any loan balance outstanding being deducted from my final pay and if this is insufficient to make full repayment, that I will settle the balance by cheque, before the last date of my employment. I understand that the payment will commence from the next available pay day. I agree to abide by the conditions of the operators providing me with the Annual Season Ticket and agree to pay any fee to the operator as a result of replacement of lost tickets. Signed (Applicant) Date I verify that the details shown are correct and that I support this application. Signed.. (Authorising budget holder) Date... I verify this employee has been employed by us for over 12 weeks and is entitled to use this policy. Signed.. (HR Advisor) Date.. Page 5