UBC is committed to attracting and retaining outstanding faculty members and senior management staff from around the world. To support this objective, UBC provides travel and relocation assistance to faculty members and senior management staff as necessary to establish them at UBC.
The eligibility and provisions for travel and relocation assistance are located under two policies:
- Policy #82 Relocation of Faculty Members and Senior Management Staff
- Policy #83 Travel and Related Expenses
The Relocation Policy was revised and received approval from the Board of Governors on March 22, 2007 and is now in effect.
Highlights of the revised policy
New appointees eligible for relocation assistance under the revised 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 ranks, Instructor, Senior Instructor). The eligible group now also includes senior management staff, as approved by the Responsible Executive – the AVP, Human Resources.
For new appointees not eligible, please see information here: Other Relocating Employees and Appointees.
As was the case under the old policy, the terms of relocation assistance are negotiated between the Faculty / Department and the new appointee 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 new appointees’ household and personal effects, the revised 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 Funds Reimbursement allowance.
Central Funds Reimbursement:
The amount of relocation expense that is reimbursed by the central Finance department is now determined based on two factors:
- the number of people relocating, and
- the origin of the move.
Fill out the Relocation Reimbursement Claim Form and submit with proper documentation to UBCV or UBCO Financial Services.
Exceeding the Central Reimbursement:
Departments continue to have flexibility to negotiate additional terms of relocation assistance with new appointees. Finance at UBC-V will reimburse eligible expenses in accordance with the policy and the Central Fund Contribution Table. Departments are responsible for funding the remainder of negotiated relocation costs.
Single Relocation Company:
A single “relocation” company will provide service for all UBC relocations. The University’s objective is to partner with them to assist in:
- Providing effective customer service through a single point of contact and through the development of online capabilities that are available on a 24/7/365 basis for the international relocations;
- Identifying opportunities to reduce the cost of moves and to improve the effectiveness of related processes; and
- Offering current and consistent information related to relocation.
The University has awarded the contract to:
Canada or United States Moves:
Toll Free: 1-866-523-3703
Toll Free: 1-866-523-3708
This contract is effective from March 9, 2010 to March 31, 2012. Quality Move Management must be used for relocations in order to qualify for reimbursement from central funds under Policy #82 – Relocation of Faculty Members and Senior Management Staff. New appointees have the option of relocating themselves and still be eligible for reimbursement from central funds. However, if any other moving company besides Quality Move Management and its contractors is utilized, then reimbursement from central funds will not be available. Having a single relocation provider allowed the University to achieve very competitive reduced rates.
Any travel claim related to relocation is eligible for reimbursement from central 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 one of UBC’s contracted travel agencies.