Community Campus Delegation 303: Relocation Allowances

Purpose

To specify the delegated authority to negotiate and approve relocation reimbursements.  

References

Board of Regents Regulation 05.02.06B
Administrative Services Policy Manual, Finance 304: Relocation Allowance

Definitions

Authorized Relocation Expenses: The costs associated with the moving and relocation of an employee that are considered deductible under IRS regulations by an employee in conjunction with his/her moving or relocation to a new place of employment. Deductible moving expenses are the cost of moving household items and personal effects of the employee and his/her dependents and their travel costs. Deductible travel costs include lodging, but exclude meals and incidental expenses. Pre-move house hunting trips and temporary living expenses are not deductible.

Relocation Allowance: The negotiated lump-sum payment provided to and employee in lieu of reimbursement for authorized relocation expenses. Because of federal requirements, payment of relocation costs is restricted to payment of relocation allowances at authorized levels rather than reimbursement of moving and relocation expenses.

Policy

Delegation Authority Authority is delegated to the Directors/President to negotiate and approve relocation reimbursement to new employees. This authority cannot be redelegated below the Director/President level.

The Directors/President, with express authority, may negotiate relocation allowances with professional staff hired for one academic year or longer. It should be noted that payment for relocation and moving expenses is not required as a condition of employment. The Director/President should use discretion in negotiating this employee benefit.

Delegation Criteria
Adherence to Board of Regents Regulation 05.02.06B and Finance 304 including the following requirements:
  1. Completion of the Relocation Allowance Request Form.
  2. Assurance that the authorized relocation allowance does not exceed one month’s salary.
  3. Approval of the Chancellor if the relocation allowance exceeds one month’s salary.
  4. Signed employee statement of responsibility for repayment if voluntary termination occurs within one year.
  5. Relocation allowances paid to employees with a term of less than one year require the advance written approval of the Statewide Vice President for Administration.
Applicability
All community campuses have the limited delegation authority for relocation allowances expressed in this policy unless special limits or requirements are set by the Vice Chancellor for Administration.

Effective: 10/25/2005