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Memorandum Office of Faculty Affairs Date: April 9, 2011 To: College Deans From: Penelope Jennings Associate Vice President, Faculty Affairs Subject: Moving and Relocation Expense Reimbursement for New Faculty The purpose of this memo is to provide information about the procedures to follow when Colleges are providing reimbursement for the moving and relocation expenses of new faculty. It will also address issues concerning the assistance the campus can provide even though no dollar reimbursement is to be provided. 1. No mention of any moving expenses should be cited in the appointment letter. If the College is willing to provide funds for moving and relocation expenses, the Dean should so indicate to the faculty member in a separate communication. It is recommended that the Dean point out that CSU regulations require the repayment of moving expenses on a sliding scale if the faculty member voluntarily leaves the employment of the University within two years. A full explanation of this requirement can be found on the Chancellor’s website at http://www.calstate.edu/ under travel policies. 2. The “Authorization for Moving and Relocation Expense Reimbursement” form (OHRS 20-58 - see copy attached) should be completed by the Dean. This form can be found on the Human Resources website at: http://www-admn.csun.edu/hrs/forms/atozformindex.html. State the maximum amount to be provided in the appropriate space, as well as the categories of expenses being approved for reimbursement. The approving administrator may authorize transportation and lodging expenses incurred by the spouse as well as the appointee. If expenses for a spouse are to be reimbursed, check the appropriate spaces. The policy permits transportation and lodging expense for domestic partners as well, with appropriate documentation (recorded Declaration of Domestic Partnership form). 3. In some special instances, the Office of the Provost may commit funds to augment those provided by the College. The authorization form provides a place to show a split of reimbursement money between the College and the Office of the Provost. 4. The form should then be sent to the Office of Faculty Affairs. After it has been approved by the Provost, it will be forwarded to the Office of Human Resources. (OVER) Campus Extension: 2962 Internet: penelope.jennings@cs un.edu College Deans March 20, 2007 Page 2 5. Upon receipt of the completed form, the Office of Human Resources will prepare a written communication to the faculty member (see sample attached). In those rare instances when the moving authorization is $10,000 or over, estimates are encouraged. Ms. Ellen Steinberg in Purchasing and Contract Administration can provide the new faculty member with a list of vendors previously used by the university. Ms. Steinberg may be reached at (818) 677-5916 or (818) 677-2301. In this process, arrangements can be made for the University to pay the moving company directly up to the amount authorized. 6. In cases where arrangements have been made with Ms. Steinberg to pay the moving company directly, the appropriate Dean’s office will be asked to prepare a requisition to cover its commitment toward the moving and relocation expenses. In those rare cases where the Provost’s office is augmenting funds provided by the College, account information and a signature will also be required. Ms. Steinberg will inform the moving company of the balance, if any, that must be billed directly to the faculty member. 7. Moving expenses paid directly by the faculty member which are to be reimbursed should be processed through Accounts Payable. Procedures for submission and payment of claims can be found at http://www-admn.csun.edu/travel/. Completed Travel Expense Claim Forms and all documentation/receipts should be submitted to the appropriate Administrator for approval and to Accounts Payable for reimbursement. 8. Reimbursements involving mileage, per diem, and/or other travel costs (e.g., air fare) should be processed in accordance with University travel expense claim procedures. Ms. Phyllis Delgado, Travel Coordinator in Accounts Payable, may be contacted regarding these requirements. The requisition for faculty appointments includes a space in Section III to indicate whether partial moving expenses are being provided by the College. If you have further questions, please contact me on Ext. 2962. PJ:aa u:/Shared/Memos/moving-relocation Attachments cc: Harry Hellenbrand Robert Foldesi Judy Reyes Phyllis Delgado Ellen Steinberg Diane Stephens MARS
"Moving and Relocation Expense Reimbursement for New Faculty "