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Relocation Assistance Reimbursement Procedures

This document provides an overview of the steps required to process relocation expense reimbursements for eligible new employees at Toronto Metropolitan University. It outlines the responsibilities of Employees, Hiring departments and Human Resources, ensuring a standardized and transparent approach to administering relocation assistance in alignment with the University’s policies.​

I.    Procedures

1.    Relocation Assistance Approvals

a.    The Employee's offer letter will detail relocation assistance entitlements as approved by the Hiring department.

i.    Administrative Staff hires - managed by Human Resources. 

ii.    Academic Faculty hires - managed by Office of the Vice-President, Faculty Affairs. 

b.    Offer letters will be forwarded to Human Resources for processing.

2.    Employee Responsibilities

a.    Pay all relocation expenses upfront.

b.    Review the Relocation Assistance Policy and Addendum to ensure that all expenses comply with the specified guidelines.

c.    Retain all receipts and supporting documents (eg boarding passes).

d.    Obtain system access and training on the Financial Information System (FIS) and reimbursement portal (iExpense), upon commencement of employment.

e.    Submit eligible relocation expenses through iExpense as follows

i.    Select the “Reimbursement - CDN” template from the Expense template dropdown.

ii.    Update the Cost Centre and Approver fields with appropriate hiring department information.

iii.    Enter “Relocation Expenses” in the Purpose field.

iv.    For each expense:

A.    Enter the Receipt Date and Amount.

B.    From the Expense Type dropdown, select “Relocation Expense: Administrative” for staff hires or “Relocation Expense: Academic” for faculty hires.

C.    Provide details of expense in the Justification field (e.g., moving company, temporary accommodation).

D.    Ensure the hiring department's Fund and Cost Centre information is accurate.

E.    Review the expense report to confirm alignment with permitted relocation expenses and amounts.

F.    Submit the expense report for approval.

G.    Scan all receipts and email them as one PDF document to iexpense@torontomu.ca.

3.    Hiring Department Responsibilities

a.    Assist the Employee with the reimbursement process.

b.    Review all relocation expenses for adherence to the Relocation Assistance Policy and Addendum.

c.    Approve reimbursement requests from the Hiring department cost centre.

d.    Ensure the Employee has been reimbursed and that expenses are posted to the correct Hiring department cost centre.

e.    Submit requests to Human Resources to initiate cost recovery up to the first $5,000 of approved expenses. Requests must include the following information:

i.    Employee name

ii.    Faculty/unit

iii.    Department/school

iv.    Expense report number

v.    Date reimbursement was processed

vi.    Amount requested from HR

vii.    Department cost centre for budget transfer

4.    Human Resources Responsibilities

a.    Review the Hiring department’s cost recovery request to confirm:

i.    The claimant is an active employee.

ii.    Relocation assistance was offered in the employment offer.

iii.    The amount offered.

b.    Track all relocation assistance commitments made to Employee’s and cost recovery transfer requests received from Hiring departments.

c.    Coordinate budget transfers to reimburse the Hiring departments for the first $5,000 of an Employee’s relocation expenses. Sends the Financial Services Administrator the amounts and details provided by the Hiring department.