These guidelines are established in accordance with University policy 3356-7-54 and provide guidance for relocation expenses/allowances consistent with university needs, sound business practices and budgetary limitations in accordance with applicable laws and regulations.
The Office of Human Resources is responsible for administering these guidelines. Relocation payments are intended as a tool for recruiting talented faculty and staff to the University. Relocation payments should not be offered arbitrarily but rather should be aligned with University business needs. Questions about these guidelines can be directed to the Office of Human Resources at (330) 941-1508.
1. Eligibility.
- a. Full-time faculty and professional administrative staff, including athletic coaches, are eligible for relocation allowances regardless of the dollar amount or source of funding.
- b. In order to be eligible for a relocation allowance, the distance between the employee’s former home and the university’s campus must be at least fifty (50) miles.
- c. All employees receiving a relocation allowance or related form of payment are required to sign the university’s standard relocation expense repayment agreement that is attached to these guidelines.
- d. In order to be eligible, employees must relocate their household within three (3) months of the effective date of their initial date of employment and provide notification of their new address to the Office of Human Resources.
2. General Procedures.
a. All relocation allowances must be negotiated at the time a position is offered, circulated through the electronic hiring proposal process, approved by the hiring manager and by Human Resources, and included in the offer letter or appointment form prepared by the University’s Human Resources office.
b. The standard relocation allowance will not exceed one-thousand dollars ($1,000.00).
c. In certain circumstances and with the approval of the Associate Vice President for Human Resources and the Vice President for Finance, an employee may receive a relocation allowance that is greater than the standard amount. In such cases, payment should not exceed the employee’s one-month base salary.
d. An approved relocation allowance will be processed as a one-time lump sum payment and included with the employee’s regular semi-monthly paycheck.
e. Additional payment by the University for hotel or other temporary accommodations should not be made outside of these guidelines. If temporary housing is provided, prior approval is required by the Associate Vice President for Human Resources and by the Vice President for Finance, and will be included on the hiring proposal and offer letter and/or appointment form prepared by Human Resources.
f. In unique circumstances and with the prior approval of the Associate Vice President for Human Resources and the Vice President for Finance, the university may pay an approved vendor or reimburse the employee for the movement of personal belongings. Prior approval is required and applicable procurement services procedures must be followed. Payment of moving expenses must also be included in the offer letter or appointment form issued by Human Resources.
i. Eligible moving expenses:
- 1. Moving expenses for household goods, furniture, clothing, appliances, and other personal effects.
- 2. Charges for packing, insurance, disconnecting and connecting appliances.
- 3. Reasonable in-transit lodging expenses, parking fees, tolls, and the university’s standard mileage rate for one (1) trip to the new residence.
ii. Ineligible expenses include but are not limited to:
- 1. Expenses classified as non-reimbursable under the Ohio Administrative Code regarding travel regulations (in-state and outof-state).
- 2. Cost of meals while traveling from prior residence to new residence.
- 3. Pre-move house-hunting expenses.
- 4. Real estate expenses, including selling or settling a lease on the prior residence and buying or acquiring a lease on a new residence.
- 5. Storage charges, including in-transit storage and handling charges.
- 6. Expedited moving charges.
- 7. Commercial transportation of animals or pets.
- 8. Commercial transportation of automobiles, boats or trailers.
- 9. Storage sheds and building materials.
- 10. Property related to a commercial enterprise in which the individual or members of the newly-hired employee's family are engaged.
- 11. Maid service.
- 12. Alterations to furnishings.
- 13. Lease or mortgage cancellation fees.
- 14. Unused tuition expenses.
- 15. Canceled club memberships.
- 16. Recreational vehicles, pleasure boats, vacation trailers.
g. Payments and/or reimbursements made in accordance with these guidelines are subject to state, local and federal tax regulations and will be reported as taxable income and/or as a taxable fringe benefit on the employee's IRS form W-2.
h. All relocation expenses/allowances will be charged to the hiring department’s budget and are subject to the availability of funds. i. Although expenses may occur prior to the employee’s start date, relocation payments will not be made until after the employee begins employment with the University.
3. Repayment.
- a. Employees receiving payment of relocation expenses/allowances will be required to sign the Relocation Expense/Allowance Repayment Agreement form prior to receiving payment.
- b. An employee who voluntarily separates from the university prior to completing 2 years of continuous service or is terminated for cause is required to pay back the relocation expenses/allowance as follows:
| Days Employed | repayment |
|---|---|
| 0-365 | 100% |
| 366-485 | 75% |
| 486-605 | 50% |
| 606-730 | 25% |
4. Exceptions. Any exception to these guidelines must be submitted in writing to the Associate Vice President of Human Resources and be supported by university business necessity. Exceptions are subject to the written approval of the Associate Vice President for Human Resources and by the Vice President for Finance.