On this Page:The Relocation Service | Eligibility | Reimbursement | Moving | Travel | Temporary Accomodation | Procedures for Payment / Deadline for Submission | Tax Deductions | Disclaimer | Importing a Vehicle Into Canada ||
The Relocation Service
The Immigration & Relocation Services section of APO provides support to newly recruited tenure-track faculty on the following three components of relocating to Montreal to take up a position at McGill University:
• Temporary Accommodation
This service applies to all newly recruited tenure-track and tenured academic teaching staff and librarian staff of the University, as well as to Assistant Professors (Special Category). In order to be eligible, staff must also be moving at least 40 kilometres closer to McGill to take up their position.
This service includes relocation expenses for the new appointee, his/her immediate family (spouse/partner and dependent children) from their current residence at the time of the appointment to the University.
Please allow at least 6-8 weeks for sufficient time to make arrangements for your move.
The Relocation costs paid under this Service constitute a loan made by the University to the employee. This loan will be paid off through 36 months of continuous service to the University. Should the employee for any reason leave the University prior to the completion of 36 months' service, the employee agrees to reimburse the University the outstanding portion (x/36) of the final relocation costs.
The Relocation Administrator will ensure that a designated moving company will contact you to schedule your moving date and a survey of your inventory. Once a moving date is set, arrangements for travel and temporary accommodation while your goods are in transit can be made. Contact the Relocation Administrator in the Immigration & Relocation Services section of Academic Personnel by telephone at 514-398-5610 or ulrike [dot] windmoeller [at] mcgill [dot] ca (email) to get the relocation process started.
Subject to maximum weight/volume allowances and certain exclusions as detailed below, the University will pay the costs of moving your personal household effects from your current residence to Montreal. McGill will contract directly with the mover to include the following services:
What we move
Subject to maximum weight/volume allowances and the exclusions detailed below.
Maximum Weight Allowances
The most common exclusions are listed below.
NOTE: This list is not exhaustive; if in doubt, check with your Relocation Administrator.
Procedures for arranging your move:
On receiving notice that you have been hired, the Relocation Administrator will contact you to obtain your address and relevant information. A mover will be assigned to contact you to arrange for an estimate.
The moving company will send the estimate for your move to the Relocation Administrator for approval. Once the estimate has been approved, no additions to your inventory can be made. Any extra charges will be at your expense.
When your goods arrive in Montreal from the US or overseas, there are Customs requirements.
Please note that customs clearance is your responsibility and must be done in person at the Canada Customs Office, 400 Place d'Youville, Montreal. Any bonded storage charges that are incurred due to your unavailability to clear customs when your goods arrive will be charged back to you. You must have a valid work permit in hand before your goods can be released. Be sure to inform the Customs Officer if you have any goods to follow.
Once your move is complete, the moving company will bill McGill directly for the costs covered under this service, without any disbursement on your part. In the event of damage or loss, contact the moving company immediately.
For further information on the application of the above service, please contact the Relocation Administrator at 514-398-5610.
In the event of damage or loss, contact your mover immediately.
Transportation costs for the employee and immediate family (spouse/partner and dependent children) determined as follows:
Economy air fare for the most direct route from your current residence to Montreal at the time of your appointment to the university. For those flying to Montreal, you may either book your own flight and be reimbursed after your arrival, or use the services of the McGill travel agent. Please contact the Immigration & Relocation Services section for details.
Note: taxis/airport buses to and from the airports are reimbursable under this service, with receipts. Please retain your original receipts and boarding passes for reimbursement.
Payment will be made per mile or kilometer for travel by the most direct route, plus a per diem for a reasonable number of driving days, in accordance with the University policy. If a car is rented to travel to Montreal, the costs for car rental and gas will be reimbursed, in accordance with the University policy. In both cases, the total costs may not exceed the prospective costs of an economy airfare to Montreal for the same dates (as verified by our travel agent). If a hotel stay is necessary en route, only those hotel expenses incurred for the most direct route possible to Montreal will be reimbursed.
By Train and all other forms of transportation
Payment will be made for the basic economy fare for the most direct route, and a per diem at the University rate. The total may not exceed the prospective costs of an economy airfare to Montreal for the same dates (as verified by our travel agent).
|TEMPORARY ACCOMMODATION|| |
A short hotel stay of up to two weeks while your goods are in transit, only as arranged by the Relocation Administrator at an officially designated McGill hotel, is available for you and your family (spouse/partner and dependent children).
Should a hotel stay be required, please speak directly to the Relocation Administrator to make arrangements.
Procedures For Payment / Deadline For Submission
Eligible moving and travel expenses may be paid for directly by the University. Authorized eligible out-of-pocket expenses will be reimbursed after your arrival in Montreal. Original paid receipts are required for all expenses being claimed.
The University will cover relocation expenses as outlined in this service for up to six months after the employee's official start-date as indicated in the Board of Governor's appointment letter. No claims for moving or travel of the employee and his/her family (spouse/partner and dependent children) will be considered after the expiration of this six-month period.
Although the University does not reimburse you for some of the expenses in connection with your move to Montreal, employees should be advised that Income Tax Regulations may allow a tax deduction for certain relocation expenses not reimbursed by McGill, provided that the employee is moving his/her place of residence at least 40 kilometres closer to his/her new place of employment.
To obtain further information, contact either the Canada Revenue Agency www.cra-arc.gc.ca or Revenue Quebec http://www.revenu.gouv.qc.ca/en/default.aspx with respect to removal expenses as income tax deductions.
It is understood that in providing financial assistance for moving expenses, the University does not assume any liability nor will it be responsible for injury or loss which may arise during or as a result of the appointee moving to Montreal or vicinity.
Importing a Vehicle Into Canada
|Canada Border Services Agency (CBSA)|| |
The following link provides important information about regulations for importing your vehicle into Canada: http://www.cbsa-asfc.gc.ca/publications/pub/bsf5048-eng.html .
|Transport Canada|| |
Transport Canada has a number of regulations regarding the importation of personal motor vehicles into Canada, particularly vehicles that are less than 15 years in age. To be eligible for importation, they must comply with Canadian safety and emission standards.
Check whether your vehicle qualifies for importation under Transport Canada's Registrar of Imported Vehicle (RIV) Program www.riv.ca
In addition to the proper certification from the Registrar of Imported Vehicles, you will also need to produce your title documents (ownership certificate), sales receipts, registration and proof of insurance documentation.
US Customs requires notification of all vehicles being permanently exported from the United States. Their regulations state that at land border points: