Travel - Relocation and Removal
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.
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.
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.
A. Removal of Personal and Scholarly Effects
1. Selection of Carrier
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
3. Scholarly and Technical Books, and Technical Equipment
4. Personal Motor Vehicle
5. Expenses not claimable:
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:
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
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.
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.