Reimbursement for Employee Relocation Policy

Purpose: 

The purpose of this policy is to provide a standardized framework for the relocation of newly hired faculty and staff to be in closer proximity to campus. Only newly hired faculty and staff are eligible for relocation reimbursement unless relocation is a requirement for a promotion or other job change. 

Policy:

1. Departments shall provide a moving reimbursement of up to eight percent (8%) of a newly hired faculty or staff member's salary when all of the following criteria are met:
   1. Relocation is required for the person to accept employment with the university; 
   2. The position is a salaried, full time, and benefits-eligible position;
   3. The employee must move within three (3) months of the employment start date and must move a minimum distance of 50 miles from the employee’s former home; and, 
   4. The employee must commit to repaying the allowance if they voluntarily leave employment within 24 months of their start date.
2. All offers that meet the above criteria must include information on the relocation benefit as set forth in the University’s offer letter templates.  This language shall not be changed without express written permission from Human Resources.
3. A relocation reimbursement for an existing employee is allowable in cases where the employee accepts a new position and relocation is in the best interest of the University as determined by the division leader. The relocation must occur within the first three months of the new position and meet the minimum distance requirement of 50 miles, as stated in section 1(c). 
4. Relocation reimbursement can include: Moving services, transportation such as airfare, or mileage for a personal car, lodging while in route, one house hunting trip, moving supplies or shipment of items.
5. Relocation expenses are a taxable reimbursable benefit meaning that the employee must incur the fee and then request reimbursement from the university. The employee must complete and submit a Moving Expense Reimbursement form with receipts in order to be paid. 
6. Reimbursement payments will be paid via payroll and will only be paid as part of a regular pay cycle after the new employee has begun work. 
7. Direct payment to a vendor (or other payments outside payroll) for any costs associated with house hunting or moving expenses are not allowed because relocation expenses are a taxable benefit.  The initial trip of the candidate to interview for the position is a qualified business expense and is not taxable.
8. Expenses of the employee and/or their household members, after arriving at the principal site of employment, are the responsibility of the employee.

Effective Date: April 30, 2025
Responsible Person/Primary Contact: AVP for Human Resources
Responsible University Office: Human Resources