This downloaded copy is unofficial. Check www.mun.ca/policy for the official version.

Memorial University of Newfoundland

  Memorial University of Newfoundland

Relocation Guidelines - Postdoctoral Fellows

Approval Date: 0000-00-00

Effective Date: 2014-10-14

Review Date: 2021-05-01

Authority:

Vice-President (Administration and Finance) through the Department of Financial and Administrative Services.

Purpose

To provide for proper control of relocation expenses.

Scope

All Postdoctoral Fellows of Memorial University of Newfoundland.

Policy

Relocation Expenses – Upper Limit
a. In order to control relocation costs of Postdoctoral Fellows the individual academic units are permitted to prescribe an upper limit on the costs which the unit is prepared to pay.
b. The upper limit on costs cannot exceed the costs outlined under Relocation Expenses.
c. The upper limit should be clearly stated in the letter of appointment sent to the Postdoctoral Fellow, a copy of which should be forwarded to the Director of Financial and Administrative Services.
d. The establishment of an upper limit will be the responsibility of the appropriate Unit Head.

Relocation Expenses
a. Relocation expenses for newly appointed Postdoctoral Fellows are limited to the lowest obtainable cost, not to exceed the limit specified by the academic unit. Relocation expenses should not exceed economy airfare for the appointee, his or her spouse, and any legally dependent children from their place of residence to the University. One way air fare will be reimbursed upon arrival at the University.
b. The return portion of the airfare will be paid upon completion of the employment period. However, in cases where reduced fares (e.g. seat sales) are available, the total fare will be reimbursed upon arrival or the University may arrange that the return ticket be purchased and forwarded to the appointee.
c. If the newly appointed Postdoctoral Fellow chooses to travel by private motor vehicle, or by a route other than the most direct, he/she will be reimbursed the actual cost of travel up to the otherwise lowest obtainable cost.
d. Expenses for the return trip after the appointment is completed will be reimbursed at time of return and not at time of arrival.
e. Relocation costs are the budget responsibility of the sponsoring academic unit or supporting research grant.
f. Prospective candidates will not receive funding to assist with removal of household goods.

Related Documents

Schedule of Reimbursable Expenses

Procedures

For inquiries related to this policy:

Financial and Administrative Services (709) 864-8222

Sponsor: Vice-President (Administration & Finance)

Category: Finance

Previous Versions:

There is at least one previous version of this policy. Contact the Policy Office to view earlier version(s)

Approval Date 0000-00-00   Effective Date 1986-04-01

Procedure for Arranging Relocation of Postdoctoral Fellows

Approval Date: 2014-10-14

Responsible Unit: Department of Financial and Administrative Services

a.    It is the responsibility of the Unit Head to satisfy the Department of Financial and Administrative Services that the correct procedures and guidelines are being observed and that strict economy is exercised. This responsibility may be delegated, in writing.
b.    It is essential that information is obtained about the number of legal dependents (spouse and children) the Postdoctoral Fellow has or expects to have by the time of the proposed appointment and whether he/she intends to bring such dependents with him/her, if appointed.
c.    This information is required prior to the issue of a contract of employment. The contract will then state the extent of any liability in respect to relocation expenses.
d.    Unit Heads must ensure that prospective candidates are aware of this policy.
e.    Unit Heads must advise prospective candidates that they will not receive funding to assist with removal of household goods.
f.    An application to cover costs not provided in these guidelines must be made to the Vice-President (Administration and Finance) for consideration.

 


Procedure for Reimbursement of Relocation Expenses for Postdoctoral Fellows

Approval Date: 2014-10-14

Responsible Unit: Department of Financial and Administrative Services

a.    Reimbursement of expenditures incurred in relocation will, in normal circumstances, be made on arrival at the applicable campus and on production of the necessary vouchers covering the expenses claimed.
b.    Vouchers are accepted as proof of the disbursement of cash. Credit card receipts, in accordance with Revenue Canada guidelines, do not qualify as receipts.  See Travel - General policy.
c.    Requests for reimbursement should be submitted on a Staff Settlement Claim form, which is available from the Department of Financial and Administrative Services.