|Approved on November 4, 2009||Signatures and dates
on archival copy
Chief Human Resource Officer
Executive Vice President and Provost
|Roderick J. McDavis|
Date of Approval
|November 4, 2009|
This policy is designed to guide employees through the relocation process allowing them to complete their transfer to Ohio University with minimum difficulty.
Ohio University may compensate new regular faculty and staff for transportation of household goods, temporary housing, travel, and lodging cost from the previous residence. While it is our intention to assist new employees with most reasonable and actual costs associated with their move, this policy does not provide full reimbursement for each and every item of expense the employee may incur. In addition, in the event that both the relocating employee and spouse are employed by Ohio University only one set of benefits will be authorized to relocate the family.
The amount offered may be expended over a period of up to two years from the first day of employment.
Departments have the full responsibility to determine the need for, applicability, and the amount of relocation compensation, up to the maximum amounts provided in this policy. Any exception that exceeds the amounts specified in this policy must be approved by the President or Provost.
The relocation benefits shall be specifically stated in the offer of employment. University Human Resources ("UHR") is charged with the responsibility to act as a liaison between the hiring department and the employee. UHR will provide a package of the specific relocation plan with the letter of offer. The hiring department will notify UHR immediately following the offer to start the relocation process.
Detailed descriptions of the processes to be used to implement this policy will be maintained online, linked through http://www.ohio.edu/hr/employment/.
|Service or Benefit||Maximum Reimbursement||Method of Payment|
|Shipping of Household Goods||$5,000||$10,000||Direct Payment to vendor
(Debit Card for self-move)
|House Hunting Trip||$1,800||$1,800||Debit Card issued to employee|
|Travel and Lodging at Time of Move||$1,200||$1,200|
|For purposes of this policy, a homeowner is defined as someone who either owns his or her home at the time of hire, or has household goods weighing greater than 10,000 lbs, or both. All others are treated as renters.|
If the employee elects to self-move (e.g., renting a trailer or truck), excluding Ohio University from the process of relocating the household goods, then the debit-card described in the prior paragraph may be issued for the full amount of the relocation award as stated in the letter of offer.
All applicable taxes (approximately $2,500 at the maximum reimbursement amount for the categories described in the first paragraph, more if the employee uses the self-move option) will be withheld from one of the employee's first paychecks. (If the taxes exceed the take-home pay, then the amount of the extra withholding tax payment will be divided evenly and spread over two, or more, pays, as needed.) The entire payment will be reported as taxable wages on the annual Form W-2. The employee must retain documentation of expenses for tax purposes. The employee is encouraged to consult a tax professional for further advice.
For information about non-university-owned housing, the employee should be directed to the "where to stay" choices on the Athens County Convention and Visitors Bureau web site.
The agreement will be in effect for up to two years. If the employee chooses to terminate his or her employment by Ohio University, or is terminated for cause, then repayment of funds to Ohio University by the employee will be based on the number of calendar days employed (i.e., number of continuous days on employed status, not number of days physically present for work), as determined by using the chart below:
|0 - 365||100 %|
|366 - 485||75 %|
|486 - 605||50 %|
|606 - 730||25 %|
If it is found that the Employee obtained employment fraudulently (e.g., under falsified credentials), then repayment will be for 100% of relocation costs previously paid by the university, regardless of the number of days employed.
At the university's discretion, the repayment may be paid, in whole or in part, by deduction from amounts otherwise owed by the university to the employee (e.g., final pay). See the Relocation Expense Repayment Agreement text for complete details. The agreement should be completed and returned with the Employee's acceptance letter.
|Dick Piccard revised this file (http://www.ohio.edu/policy/41-111.html) on May 15, 2013.|