Specific arrangements for relocation to the
new seat of the EBA
Operations Department/ Human Resources Unit
Staff meeting 8th June 2018
Content
1. Assumptions
2. Specific arrangements
Financial and organizational support to relocation
Administrative support
Working arrangements
Participation of teleworking staff in meetings
2
1. Assumptions
Paris to become the new seat of the EBA as of 29 March 2019
No office space available for staff use in London after 29/03/2019
Paris - place of employment of all EBA staff with effect from 1 April
2019
Relocation transition period: 29 March 2019 until 31 August 2019
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2. Specific arrangements
Financial and organizational support to relocation
•
Instal ation allowance – ful entitlement to be paid as an advance
payment regardless of remaining duration of the contract; any
overpayment to be recovered
•
Removal company tendered by EBA - removal of households to be
invoiced to and paid directly by EBA; removal can also be arranged
privately and reimbursed
in both cases the ceilings under SR apply considering:
volume (40 m³/single SM with no children, 50 m³/SM entitled to
household allowance +10m³ for every dependent child,
max 100m³
distance
insurance cost
•
Special leave of maximum 2 days will be provided to staff relocating
to Paris/France
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Administrative support
•
Renewals of employment contracts due in 2019 and in Q1 2020 to
be considered, decided and communicated to staff before 31
December 2018
•
EBA education contribution to be paid to schools in the United
Kingdom by the EBA until the end of the school year 2018/2019
•
EBA nursery/pre-school contribution to be paid by EBA until 31
August 2019 (the end of relocation transition period)
•
From 1 September 2019 - children of EBA staff studying elsewhere
than in France are entitled to education allowance in accordance
with the Staff Regulations
•
Enrolment/entry fees to schools in Paris/France will be paid by the
EBA
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•
EBA Education contribution thresholds for 2018/2019 for schools
in the UK :
Primary schools:
£ 14,210
Secondary schools: £ 18,420
in Paris/France (applicable to costs incurred after the relocation
date, decision to be adopted following the adoption of legislation
changing the seat of the EBA):
Primary schools:
14.505 EUR
Secondary schools: 16.933 EUR
•
EBA Nursery/pre-school contribution threshold for 2017/2018 for
nurseries in the UK :
£1,300 monthly
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Working arrangements
•
EBA to introduce
occasional teleworking policy with effect on the day
fol owing its adoption – 1 July 2018 subject to the adoption of Decision on
telework by the MB:
•
Occasional teleworking to be approved on a case-by-case basis
•
Maximum 30 days of teleworking per staff member per calendar
year
•
Minimum presence in the office: 3 days per week
•
Specific conditions for occasional teleworking during the period from
1
January 2019 until 31 December 2019
•
Occasional teleworking to be approved on a case-by-case basis
•
Maximum 45 days of teleworking per staff member per calendar
year
•
Minimum presence in the office during relocation transition period
from 1 April 2019 until 31 August 2019:
5 days in any two-week
period
•
More detailed guidelines for managers and staff to be provided
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Participation of teleworking staff in meetings
•
Meetings to be arranged using Telco or Video conference facilities
•
If physical presence in meetings in Paris is required – teleworking
staff member to bear the cost of travel and accommodation
•
Participation of teleworking staff in meetings organised elsewhere
than in the EBA offices in Paris - cost to 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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Update on further action in cooperation with CPR
•
Second presentation/workshop taking into account the new EBA’s location
and covering some additional topics will take place
on 27 June 2018
• Spouses/partners are welcome (registration with reception to be made by
25 June cob at latest)
•
Individual consultations with CPR advisers to take place on
• 28-29 June 2018
• 5-6 July 2018
• 13-14 September 2018 (for staff not available in June and July)
• Invitations to register for the consultations to follow
• EBA to organise
informal monthly information sessions about various
aspects of life in Paris with expatriates who used to live in Paris. The
sessions to be facilitated by French Embassy in London.
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Document Outline
