Relocation Assistance

Type
Human Resources
Classification
Human Resources
Responsible Authority
Director, People and Culture
Executive Sponsor
Vice President, Finance & Administration
Approval Authority
Executive
Date First Approved
Date Last Reviewed
Mandatory Review Date

Purpose

The purpose of this policy is to support the recruitment and retention of employees at the University through a relocation assistance program. The University is committed to recruiting individuals with the necessary knowledge, experience, and competencies to meet the needs of the University. 

Scope 

This policy applies to all employees at the University.  

Relocation for AUT members is governed by the AUT Collective Agreement (Faculty and Librarians – Article 2.1.1.2; Coady Institute Program Teaching Staff – Article 6.5.2). 

Should there be a conflict between this document and a Collective Agreement between the University and one of its employee groups the applicable Collective Agreement will govern. 

Policy

Eligible Employees will be reimbursed for moving expenses to relocate to Antigonish. Reimbursement for moving expenses will only occur if the employee is relocating at least 50 kilometres closer to the University.

Eligibility 

Employees eligible for relocation assistance are newly hired probationary and continuing senior administrators (Vice-Presidents, Assistant and Associate Vice-Presidents, Deans, Associate Deans and equivalent), and AUT Faculty, Librarians or Coady Institute Program Teaching Staff. Employees with Limited Term Appointments of more than two years as well as other newly hired probationary/continuing employees are also eligible for relocation expenses with the approval of the applicable Dean/Director and Vice President, Finance and Administration. 

Reimbursement Amount 

Reimbursement will be limited to a maximum of 1/12 of the employee’s starting salary (excluding market supplements). The maximum reimbursement for non-AUT employees is $10,000. 

Reimbursement of moving expenses will occur following the Eligible Employee’s start date. No advances or loans for relocation assistance are permitted except in exceptional circumstances with the approval of the Vice-President, Finance and Administration. 

Reimbursement of moving expenses must occur within one year of the Eligible Employee’s start date. 

Eligible Expenses 

All relocation expenses are subject to the amounts listed in the University’s Travel Policy. Eligible relocation expenses are: 

  1. Transportation of the Employee and their immediate family by their choice of the following (whichever is least costly):  
    1. Private automobile (one vehicle only); or, 
    2. Economy commercial air fare. 
  2. Reasonable and actual travel and accommodation costs on route and up to one-week post arrival in Antigonish if local accommodation is not yet available. 
  3. Reasonable and actual travel and accommodation costs while searching for housing. 
  4. Per diem amounts for daily expenses on route (employee only). 
  5. Reasonable costs for packing, transporting, unpacking and in-transit insurance of household and personal effects for the Employee and immediate family. 
  6. Reasonable costs for storage of household and personal goods of the Employee and immediate family for up to one month after relocation. 
  7. Immigration-related expenses (to a maximum of $2,500). 

The following will not be reimbursed: 

  1. Per diem expenses following arrival in Antigonish. 
  2. Costs associated with the following:  
    1. transporting a second vehicle, boats or unusually heavy equipment; 
    2. detaching and attaching appliances or equipment; 
    3. enforced maintenance of two homes; or, 
    4. housekeeping or cleaning expenses. 
  3. Expenses associated with the sale and/or purchase of a house, including real estate commissions and legal fees. 

Moving Expenses 

Employees are strongly encouraged to retain the services of a professional moving company for their relocation. Employees are eligible to utilize the moving/relocation contracts negotiated by the Canadian Association of University Business Officers. For more information, visit https://www.caubo.ca/discover-caubo/member-discounts/.   

Moving costs will be reimbursed by the University upon submission of receipts. 

Repayment 

Should the Employee resign from employment for any reason within two years of the date of hiring, the Employee shall reimburse the University for the relocation assistance at a rate of 1/24th for each month of the two-year period not yet served. 

By agreeing to the relocation assistance, the Employee agrees to allow the University to deduct and withhold from any amount payable to the Employee on cessation of employment any repayment amount listed above, but without prejudice to the University’s right to claim and receive payment for any excess. 

Indemnification 

The University shall not be liable under any circumstances for any loss, damage, bodily injury or inconvenience suffered, incurred or sustained by the Employee or their immediate family in the course of moving to Antigonish for employment by the University. 

The Employee is responsible for any income tax, if any, payable on this relocation assistance. 

Exceptions 

Exceptions to this Policy will only occur in very special circumstances and only with the approval of the Vice President, Finance and Administration on the recommendation of the Director, People and Culture and Director, Finance. 

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