Moving Expenses Reimbursement Guidelines

Moving Expenses Reimbursement Guidelines
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PURPOSE
The University is committed to recruiting outstanding individuals for faculty positions. In order
to attract and retain these individuals, the University has implemented the following guidelines
to reimburse moving expenses for core faculty employees who are moving to the Durham area
to work with UOIT.
GUIDELINES
The University will reimburse reasonable moving expenses for relocation, up to the maximum
amount that has been offered in the faculty’s letter of offer.
Reasonable expenses are expenses that are considered to be logical under the circumstances of
a particular move (such as travel from the old to the new residence made via a conventional
mode of transportation using the shortest and most direct route available and in the shortest
period of time normally required to travel the distance).
In order to be eligible, candidates must be moving at least 40 kilometers from their current
principle residence.
UOIT will pay for the faculty member to take the most direct route from the current principle
residence to the Durham region.
House‐hunting expenses are considered a recruitment cost and should be discussed with the
Dean of the Faculty.
In the event that the faculty member resigns within two years after the date of hire, the
individual will be responsible for reimbursing the University, on a pro‐rata basis, for moving
expenses paid on their behalf (e.g., for someone who leaves after 6 months service must
reimburse 75% of the expenses paid, for someone who leaves after one year of service must
reimburse 50% of the expenses paid).
It is understood that in providing financial reimbursement for moving expenses, the University
does not assume any liability nor will it be responsible for injury or loss which may arise
during or as a result of the appointee moving to work with the University.
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SCOPE AND AUTHORITY
Eligible moving expenses include:
(a) travelling costs including, airfare, meals, lodging and vehicle expenses, in the course of moving
the faculty member, spouse and dependents (actual receipts or current per diem (UOIT) rates);
(b) transportation and short‐term storage costs for household effects (including auto‐mobile
shipment but excluding items such as boats and trailers) and car rental until the faculty
member’s car has been received;
(c) costs for up to 15 days of meals and temporary accommodation near either new or old
residence for the faculty member, spouse and dependents (any person living with the employee,
for whom the employee has a legal or conferred responsibility of care or custodianship due to
age and/or physical or mental infirmity/disability).;
(d) costs of cancelling a lease for the old residence;
(e) Utility connections and disconnections;
(f) Legal costs for the sale of the faculty member’s primary residence (excluding advertising, real
estate commissions, mortgage prepayment or discharge fees incurred on the sale, expenses for
work done to make the property more saleable, and any loss incurred on the sale, legal fees in
respect of the purchase of the faculty member’s new residence, and any tax, fee or duty
imposed on the transfer, or registration of title to the new residence);
(g) three‐months’ interim University Health Insurance Plan coverage for the faculty member,
spouse and dependents until Ontario Health Insurance Plan cover‐age begins;
(h) costs of revising legal documents to reflect the address of the faculty member’s new residence
and replacing drivers’ licenses (does not include Canada Post mail forwarding costs).
Legal expenses and immigration allowance for work permits and immigration documents are
covered in a separate document titled “Academic Appointments – Support for Non-Canadians.”
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PROCEDURES
The individual faculty member must obtain written estimates of the furniture and automobile
shipment expenses and submit them to the Office of the Provost before moving. The Office of
the Provost will either authorize the faculty member to proceed or will suggest other more cost
effective alternatives. Once approved, the University will process the payment to the moving
company in accordance with the established purchasing procedures of the University. Sufficient
time must be given to allow the University to obtain quotes from other companies.
After the move has been completed, employees must submit an Expense Claim for their moving
expenses to the Office of the Provost. Original receipts should be attached to the claim in order
for processing.
Claims are not accepted later than nine months after initial appointment date and must be
submitted along with receipts in order for processing and payment.
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V
REFERENCES
Faculty members are encouraged to consult the web site of the Canadian Association of
University Business Officers (http://www.caubo.ca/supplier_contracts/moving)
for possible discount rates for movers and car rentals.
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