The eligibility and provisions for travel and relocation assistance are located under two policies:
- Policy HR6 – Relocation
- Policy FM8 - Business Expenses
The Relocation Policy was revised and received approval from the Board of Governors on March 22, 2007 and the procedures within the policy was amended on December 21, 2017. The Travel Policy was revised on January 17, 2019.
Highlights of the policy
Eligibility
New hires eligible for relocation assistance under the relocation policy (called “designated professionals” in the policy document) continue to include tenure-stream faculty members and prospective tenure-stream faculty members (e.g., professorial and instructor ranks). The eligible group also includes senior management staff. For more information on eligibility, please see here.
Authorization
The terms of relocation assistance are negotiated between the Faculty/Department and the new hire in advance, and should be outlined in the offer letter. A number of items outlined as “eligible” in the revised policy are subject to “authorization” by the Faculty/Department.
Tools of the trade
In addition to relocation of household and personal effects, the policy allows for relocation of “tools of the trade”, that are necessary and related to employment with the University. This could include items such as an office library, computer equipment, research equipment and supplies. Tools of the trade are not counted as part of the weight allowance for household and personal effects. However, the cost of the tools of the trade is included within the Central Relocation Funds Reimbursement allowance.
Central Relocation Fund reimbursement
The amount of relocation expense that is reimbursed by Payment and Procurement Services is now determined based on two factors:
- the number of people relocating, and
- the origin of the move.
The hiring department fills out the Relocation Reimbursement Claim Form and submits it with proper documentation to Finance Operations in Vancouver or Payment and Procurement Services, UBC Okanagan in Kelowna.
Exceeding the Central Relocation Fund reimbursement
Departments continue to have flexibility to negotiate additional terms of relocation assistance with new hires. Financial Operations in Vancouver and Payment and Procurement Services, UBC Okanagan in Kelowna will reimburse eligible expenses in accordance with the policy and the Central Relocation Fund Table. Departments are responsible for funding the remainder of negotiated relocation costs.
Travel
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 at the Travel at UBC website and you may choose to utilize UBC’s contracted travel agency.