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Travel – Relocation and Removal Expenses Purpose To identify and provide for proper control over expenses arising from relocation and removal of personal and scholarly effects of new employees, to reduce 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. Scope Applicable to all employees of the University who are eligible to be reimbursed for household removal and relocation expenses as provided by their terms and conditions of employment and collective agreements, where applicable. Definitions 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 immediate family. 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. Policy Removal of Personal and Scholarly Effects Selection of Carrier a) The University will select a mover by competitive bid to handle University moves. b) The Department of Financial and Administrative Services provides a service to individuals being moved by arranging for removal of personal and scholarly C:\Docstoc\Working\pdf\d299a54d-61a0-4974-bd50-16a8682e91cd.doc effects through the selected carrier, in cooperation with the prospective employee. New employees are urged to use this service. Amount reimbursed As approved by the Dean or Director, and in accordance with the various collective agreements in effect, newly appointed or transferred faculty and staff members, with whom the University has agreed to reimburse removal expenses, shall be reimbursed for: a) up to 100 per cent of the cost of moving normal personal effects of the appointee and dependents (spouse and children) as determined by the University mover. Guideline: Normal weight for personal effects is estimated at 8,000 - 10,000 pounds for a family of four. The percentage to be paid will be stated in the offer of employment. In special circumstances and when recommended by the Dean or Director, the cost of removal of excessive weights for personal effects may be paid subject to the approval of the responsible Vice- President. b) Should an employee choose not to utilize the services of the University's selected carrier the University will reimburse the employee on the following basis: the reimbursement percentage agreed to, in the letter of appointment, times their actual moving costs (based on documentation supported by original receipts) to a maximum of: the reimbursement percentage agreed to, in the letter of appointment, times the estimated cost as determined by the University carrier, in accordance with Section (a) above. Scholarly and Technical Books, and Technical Equipment The cost of moving all scholarly and technical books, and technical equipment relevant to the Academic Staff Member (ASM) scholarly activity, shall be reimbursed. Signed authorization from the Dean or Director for the moving of any technical equipment shall be secured before the move is authorized. Expenses not claimable a. Storage and storage handling charges. b. House cleaning of new or old residence. C:\Docstoc\Working\pdf\d299a54d-61a0-4974-bd50-16a8682e91cd.doc Relocation Expenses As approved by the Dean or Director, and in accordance with the various collective agreements in effect, a newly appointed or transferred faculty or staff member shall be reimbursed for actual relocation costs supported by invoices as follows: a. Airfare to a maximum cost of an economy airfare, for the appointee, spouse and children from his/her then place of residence prior to appointment to his/her normal place of employment as defined by the University. OR b. If the appointee travels by private motor vehicle, or by other than the most direct route, he/she will be reimbursed the actual cost of travel, including meals and accommodation enroute, up to the amount outlined in a). Vouchers covering travelling expenses must be produced when the reimbursement is claimed. c. The cost for a hotel or private accommodations for a combined total of up to 7 nights, at either his/her then place of residence or upon arrival at the normal place of employment as defined by the University. The private accommodation rate is $25.00/night regardless of the number of people. Except in rare cases to be pre-approved by the Dean or Director and Director of the Department of Financial and Administrative Services, all hotel bills will be refunded on a reimbursement basis and are not to be charged to the University by the hotel/motel. d. Meals will be reimbursed as per the Schedule of Reimbursable Expenses (for children 12 years or younger, the University will reimburse the maximum of 50 per cent of the applicable per diem rate). Expenses not claimable a. Expenses such as valet service, long distance telephone calls, beverage bills, entertainment, laundry, car rentals, etc., are not claimable. b. Immigration expenses (i.e., travel to Immigration Office, passport expenses, medical expenses for immigration, etc.) are not claimable. c. Excess baggage costs are only claimable where it can be demonstrated that this is a cost effective means of moving such baggage and the contents thereof are personal and scholarly effects C:\Docstoc\Working\pdf\d299a54d-61a0-4974-bd50-16a8682e91cd.doc d. Expenses related to trips to address logistical issues related to relocation such as looking for housing, schools, physicians 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 travel and moving expenses reimbursed or paid by the University. Advances The University does not make advances to cover transportation costs to the applicable campus. However, in exceptional cases, when in the opinion of the Department Head, it is impossible for the employee to purchase the tickets for personal travel and/or to finance the removal of an agreed amount of personal effects because of hardship or currency transfer restrictions, alternate arrangements may be arranged subject to the approval of the Director of Financial and Administrative Services. 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 van line 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. 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. Authority Vice-President (Administration and Finance) through the Department of Financial and Administrative Services, who makes the arrangements for relocation and removal in cooperation with the prospective employee. Procedure for Relocation and Removal It is the responsibility of the Department of Financial and Administrative Services to make arrangements for relocation and removal in cooperation with the prospective employee. C:\Docstoc\Working\pdf\d299a54d-61a0-4974-bd50-16a8682e91cd.doc Notification of Prospective Employee a. Department Heads should discuss the appropriate University policy and procedures in respect of relocation and removal expenses with the prospective candidates for appointment. b. The Secretary to the Board of Regents and/or the Director of Human Resources will ensure that all letters of appointment include a copy of the University's Relocation and Removal policy. c. Arrangements with respect to moving expenses should be detailed in appointment letters. A copy of the appointment letter will serve as authority for the employee to incur and the Department of Financial and Administrative Services to process the payment for moving expenses and charge the Department's budget. Removal expenses a. It is the responsibility of the appointee to contact the Staff Accountant - Household Removal at 709-737-2597 (Department of Financial and Administrative Services) to make arrangements with the University appointed moving company for removal expenses. b. The University will make all moving arrangements and obtain all the required quotations as needed. c. The University will contact the local agents of the van lines in St. John's who will, in turn, contact local agents near the present address of the new appointee to arrange a visit to the new appointee's home. d. The agent will prepare a quotation for the University. Upon review by the University and the new appointee, the University will advise the agent to proceed with the move and issue a purchase order. e. The University will be responsible for reimbursing the moving company for 100 per cent of the cost of removal of normal household goods. (Total weight 8,000 - 10,000 pounds for a family of four.) f. Department of Financial and Administrative Services will invoice the new appointee for their portion of the bill. Upon receipt of this invoice, the appointee has 10 days to remit payment. g. If the newly appointed employee chooses to use another moving company, arrangements will normally be made by the employee and reimbursed to the employee after removal. Reimbursement of Relocation expenditures C:\Docstoc\Working\pdf\d299a54d-61a0-4974-bd50-16a8682e91cd.doc After arrival at the applicable campus, the new employee will submit a request for reimbursement on the "Staff Settlement Claim" form to the financial or administrative officer within the unit. Original vouchers covering travelling expenses, (i.e. airline tickets, gas receipts, hotel bills, ferry charges and meals) must accompany the Staff Settlement Claim Form. Credit card receipts in accordance with Revenue Canada Guidelines do not qualify as a receipt except for gasoline purchases. The meal per diem is outlined in the Schedule of Reimbursable Expenses. If the employee is claiming for costs in lieu of airfare, a quote for the applicable airfare must be attached. An application to cover household relocation and removal expenses not provided in this relocation and removal policy must be made to the Vice-President (Administration and Finance) through the Director of Financial and Administrative Services. C:\Docstoc\Working\pdf\d299a54d-61a0-4974-bd50-16a8682e91cd.doc
"Household Removal and Relocation Guidelines"