7 June 2018
EBA Restricted Use
Operations Department/Human
Resources Unit
Specific arrangements to be offered to the
EBA staff for relocation to the new seat of
the EBA
In order to facilitate the relocation of the EBA staff members to Paris, following an analysis
of al possible options, and considering entitlements applicable to the EBA staff upon
relocation to Paris, the fol owing specific arrangements have been proposed.
1. Assumptions
1. It is foreseen that Paris wil become the new seat of the EBA as of 29 March 2019.
Specific arrangements will become effective following the legislative change having
taken effect.
2. No office space will be available for EBA staff in the UK after 29/03/2019.
3. The place of employment of all EBA staff will be Paris with effect from 1 April 2019.
4. All employment contracts will be amended accordingly and the salaries of all the EBA
staff shal be subject to the correction coefficient applicable to Paris from 1 April 2019.
5. EBA currently employs 40 staff members with children in compulsory school
attendance who may need to complete the school year and end of year examinations
before moving to Paris.
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6. Further 25 staff members have children in nursery or pre-school age.
There may also be staff members with contractual obligations extending beyond
29/03/2019.
7. As the school year normally ends on 15 July, the
deadline for relocation of staff and
their families to Paris wil be extended until 31 August 2019.
The period from 29 March 2019 until 31 August 2019 is considered a
relocation transition period.
2. Specific arrangements
Financial and organisational support to relocation
1.
Full entitlement to installation allowance/s will be paid as an advance payment
irrespective of the remaining duration of the staff member’s employment contract
immediately upon presentation of documents proving the rights to insatallation
allowance in Paris
1 (the rental/home purchase contract in Paris, proof of registration
with local commune). Any overpayments will be recovered as and when necessary.
[Standard practice
2: Amount of instal ation al owance paid is in proportion to the
duration of the contract on the date of relocation.]
2. EBA shall launch a tender for
Removal Company in May 2018. The selected company
will organise the removal of the EBA office to Paris and the removal of households from
1 Article 5 (3) and (4) of Annex VI to the Staff Regulations; staff member entitled to household allowance provides rental/home purchase
contract and a proof or relocation of the family (proof of registration with local commune); staff members who are not entitled to
household allowance provide rental/home purchase contract.
2 Instal ation al owance is equivalent to:
• One third of monthly basic salary, if the foreseeable period of service is not less than one
year but less than two years;
• Two thirds of monthly basic salary, if the period of service is not less than two years but
less than three;
• Three thirds, i.e. 100%, of monthly basic salary if the period of service is three years or more.
Staff entitled to household allowance is entitled to the same equivalents calculated from two months basic salary. In the case that a staff
member leaves the EBA serving less than 2 years after the date of EBA relocation to Paris, EBA will claim back the proportional amount
of instal ation al owance paid in accordance with the Staff Regulations.
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London to Paris of those EBA staff members (TA, CA) who wish to use the selected
Removal Company.
3. Removals shall take place no later than 1 year after the relocation date of the EBA.
Removal fees for
removals arranged with the Removal Company will be invoiced to
and paid by the EBA subject to the rules and ceilings in accordance with Staff
Regulations
3.
Removals organised privately will be paid by the staff members and reimbursed by the
EBA subject to rules and ceilings of the Staff Regulations2. Staff members (TA, CA) may
apply for the reimbursement of removal cost to Paris irrespective of the remaining
duration of contract.
[Standard practice: remaining duration of the contract less than 1 year – no removal
paid)
SNEs: EBA will inform seconding authorities on the relocation and request them to
support removal to Paris of their staff on secondment to the EBA.
4. Special leave of maximum 2 days4 shall be granted to all EBA staff relocating to Paris.
Requests for such leave wil be addressed to HR.
Administrative support
5.
Renewals of employment contracts due in the course of 2019 and in Q1 of 2020 will
be considered, decided and communicated to staff
before 31 December 2018 to ensure
that every staff member relocating to Paris will have a contract of at least one further
year.
[Standard practice: decision on renewal of the contracts is made and staff members are
informed 6 months before expiry of the contract. Following the relocation to Paris EBA
will resume applying the standard practice.]
6. EBA will continue to pay the
EBA education contribution for EBA staff
children
continuing in their primary and secondary school
education in the United Kingdom
until the end of the school year
2018/2019 in accordance with the conditions applied
by the EBA prior to 29 March 2019 under the EBA education contribution policy.
3 Commission Decision C (2013) 9040 of 16.12.2013 adopted by analogy by EBA DC 088/2014 on 22 January 2014
4 Commission Decision C (2013) 9051 of 16.12.2013 on leave
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link to page 4
7. EBA will also continue to contribute to nurseries in London until the end of the
relocation transition period in accordance with the conditions applied by the EBA prior
to 29 March 2019 under the EBA Nursery/pre- education contribution policy.
8. Enrollment/entry fees to schools and nurseries in Paris/France will be
paid by the EBA.
9. A proposal for the thresholds of the EBA Education contribution and the EBA
Nursery/Pre-school contribution for
schools and nurseries in the United Kingdom for
the school year 2017/2018 will be submitted to the MB in June 2018.
10. A proposal for the thresholds of the EBA Education and the EBA Nursery/Pre-school
contribution for
schools and nurseries in Paris/France for the school year 2018/2019
applicable from the official relocation date will be submitted to the Management Borad
in June 2018.
11. A proposal for thresholds of the EBA Education contribution and the EBA Nursery/Pre-
school contribution for the school year 2019/2020 applicable for schools and nurseries
in Paris only will be submitted to the Management Board in May/June 2019.
12.
From 1 September 2019 EBA staff with children studying elsewhere than in France are
entitled to education al owance under Staff Regulations
5.
Working arrangements
13. The EBA will introduce
occasional teleworking policy with effect from the day following
its adoption by the MB.
14. Staff members will be allowed to telework in accordance with the EBA Decision on the
implementation of telework.
15. The
specific conditions on the implementation
of teleworking in the context of
relocation take into account the business needs, the needs of staff members in the
process of relocation of the EBA and the need to support smooth relocation and staff
transition and include the fol owing:
Minimum presence in the EBA offices in Paris required during the relocation transition
period (29 March 2019 - 31 August 2019) is
5 days in any two-week period. The related
travel cost shall be borne by the staff member.
5 Commission Decision C (2013) 8971 of 16.12.2013 on general implementing provisions on granting the education allowance (Article 3
of Annex VI I of the Staff Regulations) adopted on 22 January 2014.
4
Maximum number of
45 working days will be
available to the EBA staff to
telework during the period from 1 January 2019 to 31 December 2019.
Participation of TW staff in meetings
16. In case
physical presence of TW staff in internal meetings held in the EBA offices is
not
required/necessary, the meetings shall be arranged using Telco or Videoconference
facilities.
17. If
physical presence in the meetings held in the EBA offices is
required, TW staff will be
required to be present and wil bear the travel and accommodation cost.
18. Cost of the participation of TW staff in meetings organised elsewhere than in the EBA
offices in Paris wil be borne by the EBA based on the lower of either:
a. the lowest theoretical cost of the mission as estimated by EBA as if the
mission were to start and end in its seat in Paris, or
b. the actual cost for the mission starting and ending at the staff member's
place of teleworking and travelling by the most cost-effective means and
route.
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