Business and Finance: Accounting
Policy Title: Relocation Expenses for Newly Hired Faculty and Staff
Created 1/1/2006      Updated 12/07/2009

Purpose: To outline official payment policy for relocation expenses for newly hired faculty and staff.

To effectively recruit quality faculty and staff, Drake University may reimburse newly hired employees for expenses related to relocation.  The hiring manager is responsible for informing the final candidate of the relocation reimbursement based upon the following schedule. If the University provides assistance, the amount is to be included in the letter of offer to the employee.

The applicable reimbursed amount will be included in the employee’s W-2 for tax purposes.  Information is available for tax return purposes through the IRS documentation in the IRS Publication 521, Moving Expenses at http://www.irs.gov/pub/irs-pdf/p521.pdf.

Policy

University will provide relocation assistance as follows:

  • less than 50 miles - no assistance
    [IRS specifies that such assistance is not allowable.  If provided it would be taxable.]
  • 50-1,500 miles - up to $2,500
  • Over 1,500 miles - up to $3,000
  • $500 for visiting - to be reviewed in 2012

Faculty

Allowance is available for faculty hired as tenure-track, consecutive term and tenured appointments.

Staff

Allowance is available for exempt staff grade 14 and above.  If specified qualifications for positions at lower grades require hiring from outside the area, a request may be submitted to the Provost and Vice President  for Business and Finance for approval of relocation allowance.

Current Procedure Notes

Deans and other managers may make offers up to the amounts specified.  Generally full amount is not given automatically.  Note also that relocation allowance can be used as a negotiating point.

Business and Finance does not require (nor want) receipts and other documentation.  Most units do request some documentation of expenses though to justify payout.

Send policy comments to: Web Administrator
Responsiblity for Administration: Accounting
Department Policy Resides in Business and Finance

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