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Policy 314 - Relocation

Section: Compensation
Policy Number: 314
Responsible Office: Human Resources
Effective Date: 04/01/01
Revised: 12/02/16

Scope

Vice presidents, deans and other positions as determined by the executive vice presidents and the provost. This policy applies to domestic moves within the United States. (International moves are handled on a case by case basis.)

Policy

From time to time, the University may determine that it is appropriate to provide relocation assistance to prospective administrative employees to help with the transition of relocating from their present residence to one more convenient to the University’s New York campuses. In the University’s sole discretion, its employees may also be eligible for relocation assistance under this policy if they are transferring from one campus to another.

Expenses should generally be limited to reimbursement for movement of ordinary household goods/items (e.g., furniture, personal items, etc.). For questions regarding standard expenses covered by this policy, contact the Recruitment department in the Office of Human Resources.

Terms outlining reimbursement of moving expenses must be included in the offer letter to the employee. The Office of Human Resources is available to discuss/review any offers for relocation, as needed. Expenses paid directly by the employee should be submitted using the University's expense reimbursement system, Concur Solutions.

Distance Criteria: Generally, in order to qualify for relocation assistance, the employee’s new job location must be at least 50 miles farther from his or her former home than the employee’s old job location was from his or her former home.

Budget: All related expenses are planned, budgeted and charged to the department account number.

Taxes: Prospective employees will be liable for any taxes associated with benefits received. The University will pay invoices directly in the case of qualified tax-exempt expenses under IRS guidelines.

Approvals:

  • Expenses up to $5,000 must be preapproved by the vice president/dean prior to an offer of employment being made.
  • Expenses in excess of $5,000 require the preappoval of the provost or direct report to the president prior to any offer of employment being made.
  • Extraordinary items (e.g., movement of animals, automobiles, etc.) must be reviewed with and preapproved by the provost or direct report to the president in advance of these items being eligible for reimbursement.
  • All requests for reimbursement must be accompanied by a valid receipt showing proof of payment in the case where an expense is paid directly by the employee.

St. John's University, New York
Human Resources Policy Manual