Memo: UBC Relocation – Designated Relocation (Moving) Vendor, and Updated Procedures for Policy #82 (July 21, 2016)

Memorandum
Date: July 21, 2016
From: Michelle Berner, Director, Human Resources – Total Compensation
To: Deans, Directors, Department Heads and Administrators
Subject: UBC Relocation – Designated Relocation (Moving) Vendor, and Updated Procedures for Policy #82


The University of British Columbia provides relocation (moving) and travel assistance to eligible faculty and senior management staff in accordance with Policy #82 – Relocation of Faculty Members and Senior Management Staff. This memo provides a number of updates related to Policy #82.

Designated Relocation/Moving Vendor

Since March 2010, the University has contracted with Quality Move Management (QMM) to provide moving services for our faculty/staff members under Policy #82.

The University recently engaged in a competitive bid process to ensure competitive rates and quality services for our relocating faculty/staff members. After careful evaluation and consideration, we are pleased to announce that QMM will remain as the designated relocation (moving) vendor for UBC. While there will be a modest rate increase effective July 1, 2016, QMM’s rates remain very competitive within the industry.

Updated Procedures for Policy #82

The University has recently undertaken a review of the Procedures for Policy #82, and a number of changes are now in effect, as of June 30, 2016. The updated Procedures may be found after the Policy statement at http://universitycounsel.ubc.ca/policies/policy82.pdf. The key changes are to article 8.1 of the Procedures:

  • An increase in the dollar amount of the Central Caps (article 8.1 of the Procedures), and
  • New allowances for travel expenses, and tax and financial advising services related to the relocation.

Article 7.4 of the Procedures provides a reminder that certain employer-paid benefits/allowances that are paid to employees are taxable under Canada Revenue Agency rules, and so must be included in the employee’s income for tax purposes. With respect to relocation, some examples of taxable benefits are housing reimbursement upon relocation, customs expenses, and immigration expenses. Administrative units that are responsible for staff/faculty relocation must report to the UBC Payroll department the amounts of all payments made on behalf of relocating faculty/staff members for benefits/allowances that are taxable.

Shuttle Expenses

Shuttle expenses at originating and destination locations incurred from April 1, 2015, to June 30, 2016 (inclusive), will be reimbursed from the Central Relocation Fund, but separately from (i.e., over and above) the Central Cap for eligible relocating faculty and senior management staff. Shuttle expenses incurred from July 1, 2016 onward will again be part of the Central Cap.

Additional information on relocation (moving) is available on the Human Resources website at http://www.hr.ubc.ca/relocation/.

If you have any questions or comments about the relocation policy or services provided by QMM, please contact Joyce Wei, Relocation and Benefits Analyst, in Human Resources at (604) 822-6865 or joyce.wei@ubc.ca.

Thank you.