Household Removal and Relocation Guidelines by leader6

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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



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         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.



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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



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    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.


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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




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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.




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