Relocation Allowance for Senior Administrative Positions

1. Scope


1.1 This policy applies to all permanent full-time non-academic salaried employees joining   the University in senior administrative positions.

1.2 For the purposes of this policy, a "senior administrative position" shall be defined as a position in role profile level 3 or higher.

1.3 For the purposes of this policy, "full-time" shall refer to an employee working 2/3 or more of the normal working hours for their role profile, as defined in the Hours of Work Policy.
 


2. Policy


2.1 All Deans, Chairs and Unit/Department Heads may, at their discretion, arrange with the Vice-Principal (Administration and Finance) to pay relocation expenses of successful candidates in senior administrative classifications in accordance with this policy.

2.2 In order to be eligible for reimbursement, an agreement to pay relocation expenses  must have been entered into with the employee prior to hiring.

2.3 Such relocation expenses will be reimbursed in the event that the employee is required as a consequence of his/her employment with the University to move his/her principal place of residence at least 25 miles (40 kilometers) closer to the University.

2.4 Expenses eligible for reimbursement will be as follows:

1. 100% of transportation costs for the employee and members of his/her household, determined according to (i), (ii) or (iii) below as applicable:

  (i) economy air fare,

  (ii) rail fare and meals, not exceeding in total the prospective cost of (i) above,

  (iii) meals, lodgings and automobile expenses at the rate of 70 cents per mile (43 cents per kilometer), not exceeding in total the prospective cost of (i) above.

2. 50% of mortgage penalties, real estate fees, legal or notary fees and the costs of moving personal effects, provided that in no event will the total reimbursement under this section exceed 5% of the employee's annual starting salary.


3. Procedures


3.1 An expense report should be completed, charged to your unit/department’s FOAPAL for reimbursement of eligible expenses, and duly submitted. A copy of the expense report should be sent to the Senior Financial Officer in the Office of the Vice-Principal (Administration and Finance) who will arrange for a transfer of funds to your FOAPAL to cover the costs according to policy.

3.2 Employees should be advised that Income Tax Regulations allow a tax deduction for any portion of relocation expenses not reimbursed by an employer, provided the employee is moving his/her place of residence at least 25 miles (40 kilometers) closer to his/her new place of employment.
Further inquiries should be directed to the Senior Financial Officer in the Office of the Vice-Principal (Administration and Finance), at (514) 398-6039

Rev. March 2004

Rev. March 2009