3000-3-4Relocation Assistance

Issue Date:
February 01, 2017
Replaces:
New

Upon request, the college will provide a copy of this policy in an alternate format.

The College is committed to recruiting and hiring the best possible new full-time employees. It recognizes that part of an effective formal recruitment and selection process is appropriate compensation for relocation expenses.

Policy

  1. The College may, at its sole discretion, provide Relocation Assistance to a new employee when there is a compelling case to relocate the employee’s place of permanent residence, and it is in the interest of the College to provide assistance.
  2. Reimbursement for relocation expenses may be provided for new permanent full-time appointments, or for new temporary, full-time assignments that have an expected duration of 24 months or more.
  3. Reimbursement for relocation expenses may be offered to a new employee whose place of residence at the time of appointment to Lambton College is 100 kilometers or more from the College work location. For relocation expenses to be paid, the employee must relocate to Lambton County.
  4. Reimbursement for relocation expenses will be limited to expenses incurred by the employee and legally-recognized, immediate family members who currently live with the employee.
  5. In the event that an employee resigns from the College, or is terminated for cause, before completing one year of service with the College, the employee will be required to reimburse the College for all relocation assistance paid by the College.
  6. Determination of eligibility for relocation assistance will reside with the Vice-President, Corporate Performance and Employee Relations, who will consult with the Hiring Manager.
  7. Reimbursement of eligible relocation expenses may not exceed ten percent of the employee’s starting annual salary. The eligible relocation expenses and the total reimbursement will be determined by the Hiring Manager in consultation with their Supervisor and the Vice-President, Corporate Performance and Employee Relations.
  8. Expenses must be submitted within six months of the date of appointment or within two months of the relocation move, whichever time limit is first, unless an extension has been approved by the Vice-President, Corporate Performance and Employee Relations. Extensions must be provided in writing and may not exceed one year beyond the date of appointment.
  9. The new employee must pay his/her own relocation expenses and then submit appropriate, original and complete receipts and request reimbursement.
  10. The College reserves the right to audit all expense claims submitted for approval for reimbursement.
  11. In those instances in which the new employee is covered by a Collective Agreement or Terms and Conditions of Employment that provides for relocation expense reimbursement, whichever of the Agreement/Terms and Conditions or this policy provides greater benefit to the employee will take precedence.
  12. The hiring manager is responsible for informing the new employee of this policy and its contents, and for acquiring prior written approval from the Vice-President, Corporate Performance and Employee Relations for any deviations from or exceptions to this policy before any commitment for reimbursement for relocation expenses is made to a potential or new employee.

Eligible Expenses

Refer to Appendix A

Excluded Expenses

Refer to Appendix B

Repayment Procedures

Refer to Appendix C

References

College Policy 4000-1-2 Travel, Meals and Hospitality Policy

Appendices

Appendix A

Eligible Relocation Expenses

The following expenses are eligible for reimbursement:

  • Travel expenses, including meals and mileage, required in one-way transit for the employee and their dependents.
  • Travel requirements, e.g. ticket fares, lodging.
  • The cost of changing your address on legal documents.
  • The cost of replacing automobile permits/ownerships and driving licenses.
  • Packing and shipment expenses for the personal belongings of the employee and his/her dependents.
  • The costs of establishing utility connections.
  • En route insurance for the replacement value of the personal belongings of the employee and his/her dependents.
  • One month of storage, if required.
  • Temporary lodgings, in the event that the occupation date of the new residence is delayed.
  • Transportation of one personal vehicle.
  • Real estate and legal fees associated with the sale of the old residence and purchase of a new residence.
  • Under certain circumstances, employees may feel it is reasonable or necessary to transport their own goods. In these instances, the new employee should discuss the proposed relocation arrangements prior to initiating the arrangements, with the Hiring Manager. If the proposed relocation arrangements are approved by the Hiring Manager, the College will reimburse the new employee for out-of-pocket expenses up to the allowable maximum travel allowance of 40 cents per kilometer and within the total approved relocation assistance limit.
  • Travel costs for the employee to visit family if the family is delayed moving with the employee. This cost is included in the total approved relocation assistance limit.

Appendix B

Expenses Ineligible for Reimbursement

The College will not provide reimbursement for the following expenses:

  • Shipping costs associated with any boat, trailer or recreational vehicle(s).
  • Shipment of any livestock, farm or construction supplies or equipment.
  • Pickup from, or delivery to, a secondary residence or cottage.
  • Removal or installation of permanently fixed items such as custom cabinetry, lighting fixtures, fencing, patios, fireplaces, etc.
  • House cleaning, maintenance or repairs costs.
  • Any duties incurred at customs.
  • Shipment of any hazardous materials (e.g. propane tanks, firearms/ammunition, chemicals, liquor, or perishables).
  • Insurance for any objects of special value (e.g. art, jewelry, precious metals, cash or bonds, antiques, legal documents, or any collection of high monetary value).
  • Expenses for work completed to make the ‘old’ residence more saleable.
  • Any financial loss from the sale of the old residence.
  • Expenses for house hunting trips prior to the move.
  • The value of items movers refused to take such as plants or paintings.
  • Expenses for replacing personal-use items such as a toolshed, firewood, drapes or carpets.
  • Purchase of fixtures, appliances, equipment or materials for new residence.
  • Tips or gifts to moving company employees
  • Mail forwarding costs.

Note: Moving expenses that are not covered by the employer may be tax deductible.

Contact Canada Revenue Agency to obtain the necessary forms and a definition of what is covered.

Appendix C

Reimbursement Procedures

All approved expenses that are incurred must be documented, and submitted with applicable original receipts to the Hiring Manager for processing as per College Policy 4000-1-2 Travel, Meals and Hospitality Policy

Finance Department Claim forms


For questions or concerns regarding policies, please contact:

Jim Elliott
Director, Quality Assurance & Institutional Research
519-542-7751 x 3489
jim.elliott@lambtoncollege.ca

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