SUMMARY OF UNIVERSITY POLICY ON REIMBURSEMENT OF TRAVEL AND MOVING EXPENSES FOR NEW FACULTY MEMBERS In accordance with the terms of the policy, the Faculty will reimburse new appointees for the cost of: (a) travel to Toronto (staff member and his/her immediate family) (b) two-thirds of the cost of moving household effects by a licensed mover or U-Haul costs, as detailed below. TRAVEL: By land, sea, or air - up to the equivalent of one way economy air fare By personal auto, most direct route - 47 cents per kilometre up to the equivalent of one way economy air fare. The per kilometre rate includes all operating costs including gas, insurance, repairs, and maintenance. Note: Multiply miles by 1.613 to convert to kilometres. MOVING: By licensed mover - two-thirds of the cost of moving household effects, including: packing, unpacking, and the cost of reasonable insurance By U-Haul - all rental charges - gas, tolls The following expenses are NOT reimbursable under the Policy: -temporary housing -meals or accommodation while in transit -taxis, limousines to or from airport -exit visas, medical examinations, passport fees -storage of household effects -claims for damages Employment Visa Charges: Although these charges are not covered as an expense in the University’s Policy on Travel and Moving Expenses for Academic Staff, the Faculty will provide reimbursement for the cost of the immigration fee levied on the staff member and the members of his/her immediate family. Approvals and payment: Travel and moving costs estimated to exceed $ 2,000 should be approved, in advance, by the Chief Financial Officer, Faculty of Arts and Science, on behalf of the Dean. Therefore, as soon as an offer of employment has been accepted, the department should inform the successful candidate that the Faculty requires 2 or 3 quotations from licensed Moving companies. Securing quotations may be a time-consuming process. The candidate should, therefore, ascertain that these quotations are sent to the department well in advance of the employment start date. Once the cost estimate has been approved and the physical move has been completed the department will pay the expenses or reimburse the appointee for the expenses incurred. Finally, the department will request reimbursement from the Faculty by completing an “Application for Funding – Travel and Moving Expenses for New Faculty Members” form and forwarding it to the Faculty Finance Office. Following approval of the application, the Faculty will provide funding to the department on a one-time-only basis. October 2006