Maryam Nabavi, ALDP Program Director 

As Program Director, Maryam guides the overall design, development, and delivery of ALDP and contributes to building a culture of academic leadership at UBC. Maryam is an Academic Leadership Coach and has extensive training in group facilitation, conflict engagement, and a variety of tools and frameworks for advancing systems change. 

Tom Scholte, ALDP Academic Director

Tom is a Professor in the Department of Theatre and Film. In addition to receiving his acting (BFA) and directing (MFA) training at UBC, he holds a PhD in Systems Science from the University of Hull (UK).

Olivia Sperry-Tatti, ALDP Senior Program Manager

As Senior Program Manager, Olivia manages all aspects of the program, including serving as the liaison with Faculties, supporting participant engagement and coordination. 

Expanded bios can be found here. 

Am I eligible for the relocation expense allowance?

Eligible individuals (“designated professionals” in the policy) are tenure-stream faculty members, prospective tenure-stream faculty members, senior management staff, professional librarians, and Program Director in Continuing Studies.

Your department administrators will advise you in writing (i.e., in the offer letter) that you are eligible to claim these expenses.

Please refer to Eligibility for Relocation Policy for more information on eligibility.

How is “senior management” defined (i.e. which staff positions are eligible under the current relocation policy?)

Senior management staff at UBC are the President, Vice-Presidents (VPs) and Associate Vice-Presidents (AVPs).

For a complete list of eligible faculty, librarian and executive positions (e.g. Deans), visit our Eligibility page.

Do I need to have a minimum length of employment in order to be eligible under the relocation policy?

Yes. Your position must be a “full-time” position and for a minimum period of 2 years. However, your department must intend to renew your appointment.

For faculty appointments, which include Librarians and Program Director, these positions must be tenure-stream.

Positions that are temporary, visiting, or sessional are not eligible under this policy.

If you voluntarily leave UBC before completing 24 months of paid service, then you must re-pay a pro-rated portion of relocation expenses paid earlier by UBC.

If I am relocating to the UBC Vancouver campus and already reside in Metro Vancouver or relocating to the Okanagan campus and already reside in the Kelowna area, will my moving expenses be covered under the relocation policy?

No. If you already live within 75 km of the workplace, then you aren’t eligible for reimbursement from the Central Relocation Fund (the UBC fund that supports the policy).

Is it mandatory that I use the relocation and moving companies designated by UBC or CAUBO?

If you want to use a moving company and be reimbursed from the Central Relocation Fund, you must use the moving companies designated by UBC or CAUBO. If any other moving company is used, your moving expenses won’t be eligible for reimbursement from the Central Relocation Fund.

Please note that QMM is the designated moving company for UBC senior management relocations (e.g. President, VPs, AVPs) and executives (e.g Deans) if hiring departments wish to access the Central Relocation Fund.

If you choose to relocate without a moving company, you are still eligible for reimbursement from the Central Relocation Fund.

What is the process for obtaining relocation assistance for eligible faculty and senior management?

Please see our Relocation Process page for a step-by-step guide.

How do the relocation expenses get paid?

The hiring department initially pays for most relocation expenses using Purchase Orders or expense reports.

If you pay for some approved expenses first, you should submit invoices/receipts to the hiring department administrator for reimbursement of your expenses.

Your hiring department administrator will apply for reimbursement from the Central Relocation Fund, the UBC fund that supports the relocation policy, either through Workday for Vancouver campus or through Finance Operations, UBC Okanagan for the Okanagan campus.

How long will it take to receive reimbursement from UBC’s Finance department?

Once the hiring department submits the requests (expense reports or Relocation Reimbursement Claim forms) with the backup documentation, it may take up to 4-6 weeks to receive reimbursement.

What is the relocation expense allowance/overall cap?

The allowance varies depending on a few different factors such as from where you are moving and whether you have dependents. Please see the Central Relocation Fund Table.

Effective June 30, 2016, there are new and separate allowances for travel expenses and for tax and financial advising services related to relocation.

Are travel expenses included in the overall limit eligible for reimbursement from the Central Relocation Fund?

Yes. For more information on eligible travel and related expenses, please see Policy FM8 - Business Expenses (formerly Policy #83) on the University Counsel’s website.

Is the weight of “Tools of the Trade” included in the overall weight limit?

No, the weight of Tools of the Trade isn’t a factor. However, the cost of moving Tools of the Trade is a factor. The cost is included in the overall cap that the Central Relocation Fund reimburses. Please see the Central Relocation Fund Table to calculate overall caps.

Is the cost of moving “Tools of the Trade” included in the overall cap that the Central Relocation Fund reimburses?

Yes.

Is the cost of pre/post move expenses such as a house hunting trip included in the overall limit that the Central Relocation Fund reimburses?

Yes, with limitations. Please see Policy HR6 – Relocation (formerly Policy #82) for these limitations.

For house hunting trips, are costs of car rentals or other forms of public transportation (buses and taxis) covered in the overall limit?

Yes, with limitations. Please see Policy FM8 - Business Expenses (formerly Policy #83) for these limitations.

Is the cost of duties and taxes on personal goods, including vehicles, included in the overall limit?

No. Only expenses related to relocation and moving are covered by the relocation policy. Expenses regarding ownership of personal goods are not covered by the relocation policy.

Is the cost to purchase furniture or other household items eligible under the relocation policy?

No. Only expenses related to relocation and moving are covered by the relocation policy. Expenses regarding ownership of personal goods are not covered by the relocation policy.

Are any relocation expenses considered taxable benefits?

Moving expenses are not considered taxable benefits (please see: Canada Revenue Agency).

However, any relocation expenses not listed in the “moving expenses paid by employer that are not a taxable benefit” are considered taxable benefits:

• Immigration fees include work permit application fees, temporary resident visa fees and permanent resident fees.
• UBC Payroll will include any taxable benefits on the T4 slip (the Statement of Remuneration Paid) that the relocating faculty or senior management will submit to the Canadian Revenue Agency when filing their taxes. Please contact the appropriate payroll representative if you have any questions with the T4.

Is the cost of the English language test, which is a requirement to apply for permanent residency, eligible under the relocation policy?

Yes.

The relocation policy states that premiums for healthcare insurance are eligible for reimbursement during the waiting period for coverage with the BC Medical Services Plan (MSP). Where can I obtain that initial coverage?

The initial coverage will need to be with a private health insurance company and you should have this coverage in place while waiting for coverage with the BC Medical Services Plan. Please refer to Out-of-Country Private Medical Insurance for more information.

Are premiums for private health care insurance taxable benefits?

No.

Who do I contact if I have questions about the relocation process?

For about Central Relocation Fund, and the relocation process, please contact the appropriate UBC Relocation contact.

Who do I contact regarding housing, immigration and other relocation services

Contact a member of the of the Housing, Immigration, and Relocation team.

Who do I contact if I want to speak to the moving company about a quote/make a claim for damaged or missing items/more information?

Visit Moving companies: options, contacts, and claims for more contact details.

I want to seek reimbursement for travel expenses related to the move, who do I contact?

Any travel claim related to relocation is eligible for reimbursement from central relocation funds, regardless of the provider. If you require assistance with travel arrangements, please find more information on the Travel at UBC website, including information about UBC’s contracted travel agency.

I have questions about the procurement process regarding purchase orders and requisitions, who do I contact?

For queries on training (e.g. how to create requisition) and Workday assistance, contact the Integrated Service Centre

Does the relocation have to be from the location where I was living when I signed the employment offer letter?

No. The relocation can be from the location where you are living at the time of the relocation; however, it must be 75 km outside of work location to be eligible.

Can I use my moving allowance in two parts (e.g. to move myself at one point in time, and then to move the rest of my family at a later time)?

Yes, this is possible, but note that you will only be reimbursed for up to the overall limit specified in the Central Relocation Fund Table.

Does the dependent care allowance have to be spent in Canada?

No. If your dependents are living outside of Canada, it can be spent where they are living.

For the dependent care allowance, can this include day camps or sports schools?

Yes, dependent care includes:

• Eligible child care provider.
• Day nursery school of day care centre.
• Day camp or day sports school.
• Boarding school or camp.
• Educational institution for the purpose of providing child care services.

Quality Move Management (QMM) has been UBC’s designated relocation and moving company since 2007 for hiring departments, faculty and senior managers.

QMM contact details

Quality Move Management
Canada, United States, or International Moves:
Primary: 604-952-3650 (Head office)
Secondary: 604-952-3652
Email: ubc@qmm.com

Because of its negotiated agreement with UBC, QMM works to:

• Provide effective customer service through a single point of contact and through the development of online capabilities that are available on a 24/7/365 basis for international relocations
• Identify opportunities to reduce the cost of moves and to improve the effectiveness of related processes
• Offer current and consistent information related to relocation

Note to Hiring Departments:

• UBC will continue to manage the agreement with QMM. If you select QMM as your moving company, please continue to follow existing practices and administrative procedures. UBC and QMM’s relocation coordinators remain your key contacts for QMM moves.
• QMM is the preferred moving company for UBC senior management relocations (e.g. President, VPs, AVPs) and executives (e.g. Deans) if hiring departments wish to access the Central Relocation Fund.

Claims process for damaged or missing goods: QMM

UBC is the administrator for this moving vendor. Please note that:

• For moves within Canada, you have 60 days from the date of delivery to file a written claim.
• For moves between the United States and Canada, you have 9 months from the date of delivery to submit a written claim.
• For international moves, you have 30 days from the date of delivery to submit a written claim.

The following process is for filing a claim for domestic moves within Canada, cross-border moves from the US and international moves:

1. Contact your QMM relocation coordinator to initiate a claim.
2. Fill out the claims form and return it to the Claims Manager.

For more information, contact your QMM relocation coordinator or the appropriate relocation contact at UBC.

The additional CAUBO moving company options were added on July 1, 2019.

UBC is a member of the Canadian Association of University Business Officers (CAUBO), which means the University can take advantage of CAUBO’s agreements with Armstrong and AMJ Campbell. CAUBO negotiates competitive tariff agreements with its moving vendors based on a larger volume of moves. This ensures the competitiveness of quotes/estimates.

Because CAUBO manages the agreements with its moving companies, they are responsible for maintaining the appropriate quality of service. If you choose to use one of CAUBO’s moving companies, you must work directly with CAUBO and its vendors.

Claims process for damaged or missing goods: CAUBO vendors

Moving companies do their best to ensure that moves and relocations go smoothly; however, with all the complexities associated with moving, there are times when items may go missing or get damaged in transit. 

If there are any issues, please contact the relocation coordinator for Armstrong Moving and Storage/Armstrong International Movers Ltd. or AMJ Campbell.

Contact details

Armstrong Moving and Storage & AMJ Campbell are contracted through CAUBO, of which UBC is a member and more information may be found on the CAUBO page here. [Please note you will need to register an account with CAUBO to access this information.]

Queries about the CAUBO Contract:

Primary: David Sturge, Contracts Manager, Interuniversity Services Inc.
Email: david.sturge@interuniversity.ns.ca
Phone: 782-640-7632

Secondary: David H. Davidson, CEO, Interuniversity Services Inc.
Email: david.davidson@interuniversity.ns.ca
Phone: 902-497-3187

Elizabeth Taylor
Email: contracts@caubo.ca

Get a quote or estimate from one of UBC’s designated moving companies as soon as you have a date to move to Vancouver or Kelowna, BC (for our Vancouver or Okanagan campuses) and coordinate with your hiring department administrator to get approvals.

For cross-border and international moves, please speak to your selected moving company for more specific information on timelines and move process.

After the relocation coordinator from your selected moving company has arranged a survey with you, the moving company will send a local surveyor to do the estimate. Please advise the surveyor of the transportation mode you would like your goods to travel (e.g. wardrobe by air, books by truck or sea freight), if there are any high value items, and if some of your household items are stored in another facility.

Be sure the surveyor sent by your selected moving company provides you with a guaranteed estimate.

It’s recommended you allow the movers to handle the packing for you. Responsibility for damage to goods in a carton that you have packed is difficult to establish if there is no visible damage to the outside of the carton. Unless the carton shows obvious structural damage, the moving company won’t include these items in the Valuation of a claim for damaged items.

When you have confirmed where you will be moving to, notify the relocation coordinator from your selected moving company if there will be any problems with a moving van accessing the residence. Some issues to be aware of include one-way streets, low hanging wires, overhanging trees, short driveways or narrow streets.

Advise the relocation coordinator from your selected moving company as soon as possible regarding your desired moving dates. Specific delivery dates can’t be guaranteed. However, moving companies will generally do everything possible to accommodate your request.

If you don’t have Canadian citizenship or you are considered a non-resident of Canada, please confirm your move date or your flight into Canada when you have the appropriate immigration paperwork to obtain your work permit.

If you are relocating from outside Canada, your shipment will have to clear customs before our moving company can complete the delivery into your new home. Your shipment may be held in bonded storage until Canada Customs releases it. To get your shipment released, you are responsible for appearing at the nearest customs office to have your documentation reviewed. You will be given 24 hours notice that your shipment has arrived in your destination city.

Please refer to the Canada Border Services Agency for more information on customs regulations or policies about moving to Canada.

If you are moving to Canada, you will generally be allowed to bring your household goods free of duties and taxes. Please refer to the Canada Border Services Agency for more information on customs regulations or policies of moving to Canada. Adding to this, please be aware that the relocation policy won’t reimburse for any import, duties and taxes or bond charges that you take on.