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Travel - Relocation and Removal

  

Purpose:

To identify and provide for proper control over expenses arising from relocation and removal of personal and scholarly effects of new employees to minimize costs to both the employee and the University, to increase mover care and concern, and to reduce the time involved in processing any damage claims resulting from the move.

 

Scope:

All employees of the University who are eligible to be reimbursed for removal and relocation expenses as provided by their terms and conditions of employment and collective agreements, where applicable.

 

Definitions:

Personal Effects - refers to normal household goods and effects such as furniture, clothing, and items of a personal nature. Personal effects do not include motor vehicles, boats, antique collections, pets, unusually heavy hobby items and the like. The normal weight of personal effects for a family of four is in the range of 8,000 - 10,000 pounds.

Relocation - refers to the travel, accommodation, and per diem expenses for a newly appointed employee and the new employee's spouse and dependent children.

Removal - refers to the move of the newly appointed employee's personal and scholarly effects

Scholarly Effects - refers to scholarly and technical books, and technical equipment relevant to the newly appointed employee's scholarly activity.

Unit Head - For the purpose of this policy, Unit Head means Dean, Director, Executive Director, the University Librarian, the University Registrar, Associate Vice-President and Vice-President as per the circumstance.

 

Policy:

A. Removal of Personal and Scholarly Effects

1. Selection of Carrier
a) The University will select, by competitive bid, a mover to handle University moves.

b) The Department of Financial and Administrative Services provides a service to individuals being moved by arranging for removal of personal and scholarly effects through the selected carrier, in cooperation with the prospective employee. New employees are urged to use this service.

2. Amount reimbursed
As approved by the Unit Head, and in accordance with the various collective agreements in effect, newly appointed or transferred employees, with whom the University has agreed to reimburse removal expenses shall be reimbursed for:

a) Up to 100 per cent of the cost of moving normal personal effects of the appointee and spouse and dependent children as determined by the University mover.  The normal weight for personal effects is estimated at 8,000 - 10,000 pounds for a family of four.  The percentage to be paid will be stated in the letter of appointment.  In special circumstances and when recommended by the Unit Head, the cost of removal of excessive weights for personal effects may be paid subject to the approval of the respective Vice-President.

b) Should an employee choose not to utilize the services of the University's selected carrier the University will reimburse the employee on the following basis:

• the percentage agreed to, in the letter of appointment, times the actual moving costs (based on documentation supported by original receipts)

to a maximum of:

• the percentage agreed to, in the letter of appointment, times the estimated cost as determined by the University carrier, in accordance with Section (a) above.

3. Scholarly and Technical Books, and Technical Equipment
The cost of moving all scholarly and technical books, and technical equipment relevant to the Academic Staff Member's (ASM) scholarly activity, shall be reimbursed.  Signed authorization from the Unit Head for the moving of any technical equipment shall be secured before the move is authorized.

4. Personal Motor Vehicle
The costs related to the shipment of personal motor vehicles are normally not eligible for reimbursement. However; if there are extenuating circumstances, subject to the discretion and prior approval of the Unit Head, the employee may be reimbursed for the shipment of one personal motor vehicle.

5. Expenses not claimable:

a) Storage and storage handling charges.
b) House cleaning of new or old residence.

B. Relocation Expenses

1. As approved by the Unit Head and in accordance with the various collective agreements in effect, a newly appointed or transferred employee shall be reimbursed for actual relocation costs supported by receipts as follows:

a) Airfare to a maximum cost of economy airfare, for the appointee, spouse and dependent children from his/her then place of residence prior to appointment to his/her normal place of employment as defined by the University. Air travel should be booked as early in advance as possible in order to increase the possibility of obtaining the most economical fare.

OR

b) If the appointee travels by private motor vehicle, or by other than the most direct route, he/she will be reimbursed the actual cost of travel, including meals and accommodation enroute, up to the amount outlined in B.1.a). Vouchers covering travelling expenses must be produced when the reimbursement is claimed.

c) The cost for a hotel or private accommodations for a combined total of up to 7 nights, at either his/her then place of residence or upon arrival at the normal place of employment as defined by the University. Reimbursement for private accommodations may be approved by the Unit Head as per the rates outlined in the Schedule of Reimbursable Expenses.  At the discretion of the Unit Head, the maximum 7 nights may be combined with the maximum 3 nights provided for in the policy on Travel - Familiarization Visit for a maximum combined total of 10 nights See Travel - Familiarization Visit policy.

d) Meals will be reimbursed as per the Schedule of Reimbursable Expenses. (for children 12 years or younger, the University will reimburse the maximum of 50 per cent of the applicable per diem rate).

2. Immigration Expenses

Work visa application fees, permanent resident application fees, and permanent resident application fees for spouse and dependent children, payable to Citizenship and Immigration Canada, may be reimbursed subject to budgetary requirements and pre-approval by the Unit Head.  In accordance with Canada Revenue Agency Guidelines, any amount reimbursed for immigration expenses will be considered a taxable benefit to the employee.

3. Expenses not claimable

a) Expenses such as valet service, long distance telephone calls, beverage bills, entertainment, laundry, car rentals, etc., are not claimable.
b) Passport expenses
c) Excess baggage costs are only claimable where it can be demonstrated that this is a cost effective means of moving such baggage and the contents thereof are personal or scholarly effects

C. Repayment to University

If the appointee fails to complete two years of service he/she is responsible to repay to the University 50 per cent of relocation and removal expenses reimbursed or paid by the University.

D. Advances

The University does not make advances to cover transportation costs to the applicable campus.  If it is impossible for the employee to purchase the tickets for personal travel alternate arrangements may be arranged subject to the approval of the Unit Head.

E. Purchase Order

The Department of Financial and Administrative Services will arrange for the provision of official cost estimates and issue a purchase order through the local representative of a named moving company and/or arrange to provide tickets for personal travel from place of ordinary residence to the applicable campus. The purchase order issued will cover the total cost of the estimate and the employee will be billed for their portion if applicable.

F. University Liability

In providing financial assistance for moving expenses, the University does not assume any liability nor will it be held responsible for injury or loss which may arise during or as a result the move to the applicable campus.


An application for relocation and removal costs not provided for under this policy must be made to the respective Vice-President.

 

Procedures

Title: Travel - Relocation and Removal
Category : Finance Approval Date: 2008-12-11
Effective Date : 2013-04-09 Review Date: 2016-12-11
Authority:
Vice-President (Administration and Finance) through the Department of Financial and Administrative Services.
Sponsor:
Vice-President (Administration & Finance)
Contact:

Financial and Administrative Services 709-864-2597

Previous Versions:
Please contact the Policy Office to view any of the following previous policy versions:

  • 2008-12-11
  • 0000-00-00