Frequently asked questions for faculty and senior management

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.