Relocation Expense Procedures – June 18, 2024
Page 1 of 4
RELOCATION EXPENSE PROCEDURES
Procedure
Type:
Management
Initially
Approved:
March 18, 2003
Procedure
Sponsor:
VP, Finance &
Administration
Last
Revised:
June 2024
Administrative
Responsibility:
AVP, Human
Resources
Review
Scheduled:
June 2029
Approver:
Executive Leadership Team
A.
PROCEDURES
1.
PURPOSE OF PROCEDURES
The purpose of the Relocation Expense procedures is to outline the allowable relocation
expenses to assist new faculty members and managers in moving from their current
primary residence to their new residence in the Calgary area.
2.
SCOPE OF PROCEDURES
The Relocation Expense procedures apply to successful candidates who have been
offered and accepted a full-time faculty or management position at Mount Royal and who
have been approved for reimbursement of relocation expenses.
With respect to relocation expenses for support staff, refer to the Staff Recruitment and
Selection policy.
3.
PROCEDURES
3.1
With respect to full-time faculty positions, the Chair/Dean/Director recruiting a
candidate to whom this Policy applies shall consult with the Provost and Vice-
President, Academic in determining the maximum allowable amount for
reimbursement of relocation expenses. The total amount shall be approved in
advance of any commitment to a candidate, and shall normally be the equivalent
of two (2) months’ of the candidate’s prospective starting salary.
3.2
With respect to full-time management positions, the department recruiting a
candidate to whom this Policy applies shall consult with the Associate Vice-
President, Human Resources in determining the maximum allowable amount for
reimbursement of relocation expenses. The total amount shall be approved in
advance of any commitment to a candidate, and shall normally be the equivalent
of two (2) months’ of the candidate’s prospective starting salary.
3.3
Relocation expenses will only be reimbursed when specified in the employee’s
offer letter.
3.4
Relocation expenses are reimbursed only for the employee and immediate family
members currently residing with the employee.
Relocation Expense Procedures – June 18, 2024
Page 2 of 4
3.5
A “reasonable” expense is determined by and at the sole discretion of the Provost
and Vice-President, Academic and/or Associate Vice-President, Human
Resources.
3.6
New employees shall incur the up-front costs associated with the relocation and
those expenses shall then be reimbursed. Mount Royal will not pay vendors
directly, nor advance funds for the purpose of covering relocation expenses.
3.7
Expenses incurred shall be substantiated with original receipts and new
employees are responsible to provide these directly to the Human Resources
department, together with a completed Interview and Relocation Expenses
Reimbursement form.
3.8
Relocation expense claims may be processed prior to the new employee’s start
date provided they have returned their signed employment contract to Human
Resources and has indicated in writing that they agree to abide by the terms of
Mount Royal’s Relocation Expense Policy.
3.9
Expenses shall be claimed no later than twelve (12) months after the
commencement of employment. An exception will be made for expenses claimed
under items 3.11 k., and l., below, below provided there are still funds available
from the maximum allowable amount granted in the employee’s offer letter.
3.10
It is the responsibility of the employee to disclose to Canada Revenue Agency any
funds received under this Policy.
3.11
In determining the amount to be reimbursed, the following expenses directly
related with the cost of moving to Calgary shall be considered:
a.
Economy airfare for two (2) people
or mileage at the rate current in Mount
Royal policy to travel to and from Calgary for one house-hunting trip.
b.
The physical movement of household goods and personal effects.
c.
Storage of household goods and personal effects in Calgary to a maximum
of fourteen (14) days.
d.
Temporary accommodation to a maximum of fourteen (14) days.
e.
Legal and real estate fees incurred from the sale of a home.
f.
Economy airfare from current residence to Calgary
OR mileage/kilometers
from current resident to Calgary, reimbursed at the rate current in Mount
Royal policy at the date of travel
OR Mount Royal will reimburse upon
presentation of original receipts for gasoline from current residence to
Calgary.
g.
Meals during the day(s) of travel.
h.
Reasonable expenses in relation to packing supplies.
i.
Provincial vehicle inspection fee.
j.
Initial work permit fee (if required) for employee only. Subsequent work
permit fees may be considered provided the employee has been
Relocation Expense Procedures – June 18, 2024
Page 3 of 4
appointed to a limited term position or, if tenurable, has initiated an
application for permanent residency status.
k.
Government fees only for an application for Permanent Residency status
for the employee, spouse and dependent children.
3.12
Expenses that are
not eligible for reimbursement under this Policy are as follows,
but are not limited to:
a.
Tenancy or lease breaking agreements.
b.
Expenses related to the connection and disconnection of household
appliances.
c.
Expenses incurred while in Calgary on a house-hunting trip (e.g.,
accommodation, meals, etc.).
d.
Kenneling of pets.
e.
The allowance is not intended to cover a variety of sundry items arising
from relocation such as babysitters, cleaning, losses on sale of assets,
and other expense not directly related to the physical relocation.
f.
Vehicle registration, driver’s license, vehicle upgrades required as a result
of vehicle inspection.
g.
Legal fees for immigration matters.
h.
Travel costs associated with obtaining a work permit or permanent
residency status.
i.
Canada Post charges for the redirection of mail.
3.13
Should an employee who has been reimbursed relocation expenses resign within
two (2) years of their start date, the employee shall, before the effective date of the
resignation, repay to Mount Royal a pro-rated amount equivalent to the difference
between twenty-four (24) months and the total number of months worked, divided
by twenty-four (24) months and multiplied by the total amount of relocation
expenses paid, in other words:
24 months – total # months worked X total relocation amount reimbursed
24 months
D.
DEFINITIONS
(1)
Policy:
means the Relocation Expense Policy
(2)
University:
means Mount Royal University
E.
RELATED POLICIES
•
Relocation Expense Policy
Relocation Expense Procedures – June 18, 2024
Page 4 of 4
F.
RELATED LEGISLATION
•
Income Tax Act
G.
RELATED DOCUMENTS
•
Interview and Relocation Expenses Reimbursement Form
H.
REVISION HISTORY
Date
(mm/dd/yyyy)
Description of
Change
Sections
Author
(Position Title)
Approver
(Position Title)
03/18/2003
10/26/2009
06/18/2024
Minor revision
3.11, 3.12
Talent Development Executive Leadership
Team