One of the very first steps of the relocation process is the immigration process, where you do not already have the right to work and live in the destination country. Citadel’s immigration partner will assist you with obtaining work permits, visas, residency permits and any other required documentation necessary for entry to the destination country. Assistance will not be provided if you are a permanent residence or citizen of your destination country, or if you have the right to work/reside in that country, e.g., EU nationals.

Working with Citadel Immigration Counsel

While you will have assistance with the process from Citadel’s immigration partner, it is your responsibility to obtain passports, including for spouse and dependents, prior to the visa application. Proper work authorization must be obtained before the vendor finalizes your relocation, or your final move travel is booked. You and any family members accompanying you must have proper documentation in order to transfer to the destination country.

The Company will assist eligible spouse/partners and/or accompanying dependents in obtaining entry documents for relocation. If for any reason work permits or visas are refused, the terms and conditions of your relocation will be withdrawn, and your relocation will not be able to proceed. Should this be the case then your HR contact will discuss next steps with you. Please note that some countries will limit/prohibit the ability to acquire residency visas for anyone other than a legally recognized spouse or dependent; these cases will be reviewed on a case-by-case basis with the Company.

It is crucial that all required documentation be provided for the work permit and/or visa as soon as possible, as the immigration process in some countries can take several months. It is your responsibility to ensure that all travel documents and paperwork for you and your family (such as passports) remain valid while living overseas. Additionally, it is important that any current “right to work” or equivalent notices are up to date in your current, valid passport. The Company recommends that you monitor the documents’ expiration dates and begin renewal procedures well in advance.

Expense Reimbursement For “Employment-Based Immigration” Costs
Citadel’s assigned immigration partner will work together with you to secure your employment-based immigration benefits. Family-based immigration costs will not be reimbursed. If you and/or your family members must travel to fulfill any immigration-related requirements, reasonable travel and lodging, please discuss this with your Consultant so they can obtain approval from Citadel and, once approved, arrange reimbursement. Expenses relating to travel and lodging should be submitted to the vendor along with proper supporting documentation.

Important Reminders
Failure to obtain necessary documentation prior to departure can jeopardize your entry into the destination country and may jeopardize the Company’s immigration program. Notify your HR BP, the Citadel Global Mobility Team or your Consultant if there is a need to travel to a foreign location prior to receiving the work permit. Your target move date will remain tentative until after you have successfully obtained work authorization in the destination country, if applicable. You should not make any arrangements (including booking travel), give notice to your landlord, etc. until you have secured the necessary work authorization.

Citadel will help any accompanying family members obtain entry documents for the international relocation. It is important to note:

• Citadel cannot guarantee entry for accompanying family members into the destination country.
  
  
• Some countries do not recognize same sex couples, common law marriage, or couples who are not legally married. Therefore, s/he may not be issued resident documents, (as they will not be recognized as a legal dependent) and may enter only on a temporary (tourist) visa. In such cases, you will be responsible for ensuring that your spouse/partner and accompanying dependents obey all immigration laws.
• Verification of custody of children may be required.

Tax Consultation
After the acceptance of the transfer, you will have the opportunity to meet with Citadel’s designated tax services provider to discuss the tax consequences of the international relocation. For internal transfers, two tax consultations will be provided (one each in respect of the origin and destination countries). For new hires, a destination tax consultation will be provided. The topics generally covered during the consultation include:

• Your tax residency status in each applicable country
• Your salary, bonus, share plans, etc. (employment related/Citadel income)
• Relocation benefits/expenses covered by Citadel
• Social security and pension
• Other retirement plans
• Sale or rental of principal residence
• Personal assets or investments

Note: The tax consultation with Citadel’s tax service provider is not designed or intended to give you any specific tax planning advice. During the consultation, the provider will answer your questions about the topics listed above but only from a general tax rule standpoint. In other words, you will learn tax implications of each taxable event based on the current tax rules but it’s ultimately your responsibility to decide what to do and settle the taxes you owe in any country. Citadel is not responsible for the employee’s individual tax liability in any country. If you require out-of-scope tax services including personal tax planning, you may hire an external tax advisor at your own cost. Advice which is specifically not covered by Citadel includes:

• Tax advice in respect of personal investments or spousal income.

Tax Preparation
For internal transfers, Citadel’s external designated tax partner will prepare the origin and destination tax returns on your behalf only for tax years (generally just the first/transfer year) in which tax implications directly related to the international transfer exist. For new hires, Citadel’s external designated tax partner will prepare the destination tax return only on your behalf for tax years (generally just the first/ transfer year) in which tax implications directly related to the international transfer exist.
You will be required to provide the tax partner with all the information required in a timely manner, and you will be expected to file the proper origin and/ or destination country tax returns (with direction from the Company’s tax partner). Failure to provide information when requested by the Company or the Company’s tax partner may result in tax penalties, interest or other charges, which will be your responsibility.
Citadel does not cover any costs associated with spousal tax filings where tax returns are filed independently (they are covered where there is a joint filing requirement).

Citadel offers you and your spouse/partner the opportunity to take a pre- transfer trip to preview your proposed destination location upon initiation and acceptance of the transfer. The purpose of the trip will be to familiarize you with local housing, education availability, shopping facilities, and cultural activities.
Becoming acquainted with the new environment will help you to determine the suitability of the transfer and enable you to set realistic expectations. Additionally, if feasible, you will want to accomplish other objectives during this trip, including locating permanent housing or making necessary school arrangements for your accompanying children. Early selection of permanent housing will enable you and your family to determine what furnishings and personal effects to ship.
Your Consultant will arrange home finding and orientation services to assist you during your trip. These services are described in more detail earlier in this program under the section titled “Destination Settling-In/Home Finding Assistance”. These services typically include an overview of residential areas, viewing of pre-selected representative housing based on your pre- departure needs analysis and housing budget, a community familiarization tour, and assistance with lease negotiation.

Citadel will reimburse one round trip for you and your spouse/partner, as well as any eligible dependent children, for up to seven (7) days and six (6) nights, exclusive of travel time, to include the following:

• Airfare and lodging according to Citadel’s Global Travel & Expense Policy (must be booked via Citadel’s designated travel company
• Normal and reasonable ground transportation
• Meal expenses according to Citadel’s Global Travel & Expense Policy

Expenses relating to travel and lodging should be submitted to the vendor along with proper supporting documentation.
All travel should be booked through the Company travel provider. Your Consultant will advise you of the process for booking your travel to ensure it is reported correctly. Your preview trip should be coordinated with other business travel whenever possible.

Business Expenses
Should you incur regular business expenses during the preview trip, these expenses must be segregated from relocation expenses and submitted to Citadel separately to avoid any relocation tax liability.

If you have a company-issued corporate credit card this should never be used for any expense related to your relocation.

Home Marketing Assistance

For homeowners, the sale of your home may be one of the most critical factors in accomplishing a successful relocation. The home marketing assistance provided for you through the vendor is designed to help you obtain a suitable price for your home in a reasonable period of time. When you and your family are ready to begin marketing your home, the Consultant will be available to assist in listing your home with an approved broker.

Do not contact any broker or agent about listing your home for sale until you have spoken with your Consultant. It is in your best interest to work closely with your broker and Relocation Consultant to find a buyer for your home. The home marketing assistance program is designed to help you market your home effectively. Our vendor provides continuous support in marketing your home, evaluating offers and advising you during negotiations.

After conducting an initial interview with you, your Consultant will order two current BMAs (Brokers’ Market Analyses) and will review them with you thoroughly. These BMAs will assist you in making an informed decision on how to price your home based on neighborhood comparisons.

The vendor can help you reduce costs by selecting a broker trained in relocation and the processes involved in a quick sale of your home.

Home Sale

The Company will offer assistance on matters related to disposition of your origin location residence as outlined in the terms of the “Home Sale Program” section of the home country domestic relocation program in effect at the time of your move and applicable to your relocation. If no formal home country domestic relocation program exists at the time of your move, home sale costs considered reasonable and customary for the home location will be reimbursed (including but not limited to loss on sale, defined as the difference between the original amount you paid for the home, less the current selling price of the home, covered up to a maximum of $50,000). Please note the loss on sale benefit is reported as additional gross earnings and the amount is grossed up to help offset additional taxes.

Moving your household goods is a critical part of your relocation, and our vendorwillmaketheexperienceasworry-freeaspossible.Yourvalued belongings will be shipped by one of the vendor’s preferred carriers, chosen to deliver the highest quality of service.

Your Consultant will arrange for a household goods move coordinator to contact you initially and provide you with details surrounding the movement of your household goods and personal effects. Therefore, you should not make any contact with or commitment to any carrier prior to discussion with your Consultant.

The moving company will need sufficient time to properly coordinate your move, ideally at least three weeks’ advance notice. In the busy summer months, please allow up to 6 weeks.

Packing and loading dates will be arranged with every attempt made to provide these services on the dates you request. Weekend or holiday service results in additional cost to Citadel, so please give this consideration when scheduling household goods services.

The size of the shipment(s) should generally fall within the parameters described in this section. Included in these paid expenses are the following:

• Packing and loading of household goods and personal effects
• One (1) pickup at the origination location, i.e., from your primary
  residence
   
• Overland and overseas transportation
•  Shipping documentation and related fees
•  Delivery, unpacking and uncrating at one (1) location in the destination,
  i.e., your permanent residence
• Normal customs and import duties

You will also be entitled to one debris pick-up within 30 days of delivery of your household goods.

When planning what to ship you should consider the housing limitations which may exist in the destination location and plan accordingly. Any household goods or personal effects that do not fit or otherwise cannot be utilized in your residence in the destination location will be your responsibility to either dispose of or place in storage. Storage for these items in the destination location will not be covered by Citadel.

Please note that for international, cross-border moves, goods will not be shipped or moved into storage until work permits, visas and all other required documents are secured, and all required documents have been provided to and confirmed by the moving company.

Any storage, shipping and transportation expenses not covered by Citadel nor approved for payment by Citadel will be your responsibility.

Intra-Continental/Intra-Regional Moves
For intra-continental / intra-regional moves, in which your household goods do not have to be shipped across an ocean, you will typically be provided with one (1) surface / ground shipment of household goods. There is not a limit on the amount of household goods you can ship for intra-continental / intra-regional moves; however, the chart below provides guidance on what are considered typical shipment weights based on family size.

Inter-Continental/Cross-Border Moves

For inter-continental, cross-border moves, in which your shipment must cross an ocean, household goods are shipped using freight containers. The shipment weights and volumes below are established based on standardized shipping container dimensions utilized by international freight forwarders globally. If your shipment size(s) exceed the established parameters below, Citadel will evaluate your specific needs and the related additional cost accordingly. Please note the parameters below do not apply for intra- continental/ intra-regional moves.

Please keep in mind that certain items may be subject to duty, especially newly purchased items. You will need receipts for any computers, regardless of the date of purchase. You should also have receipts for all electronic equipment. Due to the delicate nature of some electronic goods, it is not advisable to ship or to store them. Please check with your moving company representative before making purchase or shipment decisions. Be certain you check on voltage requirements and possible duties or taxes on electronic equipment. Customs duties on previously owned items imposed by the country of destination are reimbursed when shipments are packed in accordance with Citadel’s and the shipper’s instructions. You will pay additional charges due to shipment of alcoholic beverages or new and unusual items. Citadel will not be responsible for any penalties or charges due to the shipment of illegal goods, customs restrictions or any other reason for charges to arise.

Shipment of household goods to the destination location is granted on a one-time basis. If you elect to ship further goods or personal effects after the initial shipment, it will be at your expense.

Temporary / In-Transit Storage

If your permanent housing in the destination location is not ready for occupancy at the time your household goods shipment arrives in the new location, temporary in-transit storage will be provided for up to sixty (60) days until your destination location residence is available for occupancy. Any additional storage requirement will be at your own cost.

Insurance

Replacement cost insurance up to US $15,000 for the air shipment and up to US $150,000 for the surface shipment, or local currency equivalent, is provided at no cost to you. If you require additional coverage in excess of the above amount, you will be responsible for the additional cost. Prior to packing the vendor will provide you with a quote for any additional insurance costs you may incur. Insurance coverage will not be provided for items of extraordinary value such as cash, antiques, fine art, coin and stamp collections, precious metals, documents, securities and notes.

Disconnecting And Connecting Appliances/Utilities

Citadel will include the cost of disconnecting and connecting normal household appliances or any other article requiring special servicing for safe transportation. Appliances include washer, dryer, refrigerator, icemaker and stove.

Auto Shipment (Intra-Country; Domestic Moves Only)

Up to two (2) personal auto may be shipped with your household goods. The vehicle(s) must be in working order and must fit on a standard car carrier or moving van. You are responsible for the movement of any additional personal automobiles at your own expense. Any costs not covered by Citadel can be covered by your Miscellaneous Expense Allowance.

Pre-shipment of your automobile may be arranged if requested. Citadel will provide insurance coverage for your vehicle while in transit. Certain costs associated with the shipment of a vehicle that are not covered under this benefit include, but are not limited to emission control checks, smog test/certification, weight certificate, and car registration fees.

Claims

Should you have to file a claim for missing items, damaged items, or property damage, notify your Consultant immediately. Your Consultant will send you claim filing instructions. Claims must be submitted within 30 days of delivery of your household goods.

Household Goods Shipment and Storage Exclusions

Discard and Donate Program

The Discard and Donate Program allows you to discard, sell, and/or donate items prior to your move. Please note the Discard and Donate Program may not be available in all locations globally.

Program features include:

• A personal organizer to assist you with making decisions about items you can discard or donate
• De-clutter the home to enhance market appeal
• Assists with getting organized and settled in the new location
• Employee tax deduction for donated items
• Eco-friendly - Green Program Initiative with reducing fuel and paper use
• Save a Tree, Plant a Tree program; Discard and Donate will donate 3 trees
  for every tree saved through their program.                                                                                           

Your Consultant can assist you in getting set-up with the Discard and Donate service. Please note that in some cases, a minimum weight/volume of household goods may be required to be eligible for the Discard and Donate service.

The Company will reimburse you for the loss on the sale and/or automobile lease cancellation of one (1) automobile (total) if you are single and up to two (2) automobiles (total) if you are married or if you are moving with a domestic partner.

This reimbursement will be based on the difference between the actual price obtained in selling the car(s) and the price for the car(s) as published on the Kelly Blue Book Internet site (http://www.kbb.com) in the United States, or its Citadel-approved equivalent outside of the United States. No reimbursement will be made for vintage or collectible automobiles.

Automobile Lease Cancellation
The Company will also reimburse auto lease cancellation fees and penalties

• Pre-arrival counseling and location advice
• Pre-select properties matching your needs and budget - scheduling,
  accompanied viewing, and managing estate agents
• Assist with lease negotiations
• Facilitate the lease process (terms, deposits, diplomatic clause, etc.)
  through to contract signing
• Assist with the set-up of utilities
• Arrange inventory check-in
• Area and cultural orientation
• Information on recreation, transportation and local expatriate networks
• Settling-in services (e.g., driver’s license, banking, utility connections,
  local registrations, shopping, special needs)

The destination settling-in / home finding assistance benefit allows you to more quickly assimilate into the local culture and begin focusing on the new job.