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Relocation Assistance Policy

I.    Purpose

  1. The University is committed to attracting a high-quality and diverse workforce that reflects its student population. The University recognizes that individuals offered positions at the University may be required to relocate closer to the University as a result of accepting employment, and that through such relocation may incur significant expenses.
  2. This Policy establishes the framework for Leaders to offer reimbursement of relocation expenses to Candidates as a condition of employment, outlines the eligibility criteria and defines the roles and responsibilities of all parties involved in the relocation assistance process.

II.    Scope and Application

Employees are eligible for relocation assistance as part of their hiring package if they meet all of the following criteria:

  1. They are a newly hired Employee in a full-time career or term positions two years or greater in one of the following Employee groups:
    1. Tenure-stream faculty 
    2. Librarians
    3. Professional Counsellors 
    4. Executive Group
    5. Administrative Staff
  2. As a condition of their employment, they must relocate to a primary residence within Ontario that is at least 100 kms closer to, and within a 150 kms radius of, their primary University work location.
  3. The Employee’s offer letter explicitly states the Hiring Department’s commitment to providing relocation assistance, including the Reimbursement Limit, in accordance with this Policy.

III.    Definitions

“Administrative Staff” means an Employee hired into the Management and Confidential (MAC), OPSEU Local 596 Unit 1, CUPE Local 233 or Senior Administration employment groups.

“Candidate” means an individual who has submitted an employment application and has been selected to advance in the recruitment process. 

“Dependent” means the spouse, common-law partner and/or any dependent children under the age of 22 (who do not have a spouse or partner) of eligible Employees. 

“Eligible Relocation Expenses” means expenses associated with an Employee’s relocation closer to the University that are eligible for reimbursement under this Policy as listed in the Relocation Assistance Guidelines and Procedures.

“Employee” means an individual who, through their offer of employment with the University, has received approval for reimbursement of their Eligible Relocation Expenses. 

“Hiring Department” means the Faculty, School, Department or administrative unit into which a Candidate is being hired.

“Leader” means the University Employee who exercises full supervisory responsibility for an Employee.  This may include executives, chairs, directors, deans, managers and supervisors, as applicable.

”Policy” means Relocation Assistance Policy.

“Procedures” means the procedures, guidelines and tools related to this Policy as may be instituted by the University from time to time.

“Reimbursement Limit” means the maximum amount the University will reimburse an Employee for Eligible Relocation Expenses as set out in the individual’s offer letter.

“University” means Toronto Metropolitan University. 

IV.    Policy

  1. Reimbursement Limit
    1. The maximum amount the University will reimburse an Employee for Eligible Relocation Expenses is $10,000 for moves within Canada and the USA and $20,000 for international moves.
    2. The Reimbursement Limit must be explicitly stated in the Employee’s offer letter.
    3. Human Resources will reimburse the Hiring Department up to a maximum of $5,000 of an Employee’s Eligible Relocation Expenses. Any amount above $5,000 is at the discretion and responsibility of the Hiring Department.
  2. Incurring Expenses
    1. Employees are responsible for paying vendors directly and may submit receipts and supporting documentation for reimbursement of Eligible Relocation Expenses after their start date with the University. 
    2. Reimbursement claims must follow the expense submission process outlined in the Procedures.
    3. Expenses must be submitted within 24 months of the Employee's start date at the University.
    4. The University does not provide relocation assistance in advance of an Employee’s start date and does not make direct payments to third parties on behalf of an Employee.
  3. Repayment Agreement
    1. Employees who are reimbursed by the University for Eligible Relocation Expenses agree to repay a prorated amount of these expenses if they voluntarily leave the University within 24 months of their start date. 
    2. The repayment amount will be calculated based on 1/24 of the total relocation assistance for each month of the 24 month period not completed. 
    3. If no other special repayment arrangements have been made by the Employee, any amount owing will be deducted from the Employee’s salary or any other payments owed  to them by the University.
  4. Liability
    The University does not assume liability, nor will it be held responsible for any loss, damage, injury or inconvenience to the Employee, their Dependents, or personal effects, resulting from their relocation to take up employment with the University.
  5. Exceptions
    Any exceptions to this policy whatsoever shall require the express and prior approval of either:
    1. the Provost and Vice-President, Academic for Faculty hires, or 
    2. the Vice-President, Administration and Operations for Administrative Staff hires, or
    3. the President for Executive Group hires.

V.    Roles and Responsibilities

This section outlines the key responsibilities of all parties involved in the Employee relocation process.

  1. Employee:
    1. Pays relocation expenses upfront.
    2. Retains all receipts and documentation associated with relocation expenses.
    3. Submits relocation reimbursement requests with receipts through the University's electronic reimbursement portal, as per the instructions for Submitting relocation expenses.
    4. Ensures the timely submission of relocation expense claims, within 24 months of their start date at the University.
    5. Repays the University a prorated amount of relocation expenses reimbursed, if the Employee voluntarily resigns within 24 months of their start date.
  2. Hiring Department:
    1. Provides details of relocation assistance amount offered and Policy link in eligible faculty offer letters.
    2. Assists the Employee with obtaining required financial system access and training.
    3. Assists the Employee with submission of expenses.
    4. Reviews and approves Employee’s relocation reimbursement claim in line with the Relocation Assistance Policy.
    5. Reimburses all Employee relocation expenses through the Hiring Department’s cost center.
    6. Contacts HR to recover up to $5,000 of eligible Employee relocation expenses incurred by the Hiring Department.
    7. Arranges the recovery of any relocation assistance repayment owed to the University by an Employee who resigns within 24 months of their start date.
  3. Human Resources:
    1. Provides Policy and Procedure interpretation and support.
    2. Ensures relocation assistance amounts, repayment terms and Policy links are included in eligible Administrative Staff offer letters.
    3. Tracks all relocation assistance commitments made in Employee offer letters.
    4. Reimburses the Hiring Department up to the first $5,000 of Eligible Relocation Expenses from the central relocation assistance funds.
    5. Initiates budget transfer to the Hiring Department through Financial Services.
  4. Financial Services:
    1. Provides systems for reimbursement of relocation expenses that work efficiently, provides training and guidance, answers questions and has the right to question certain expenses when they notice variation from the Travel and Other Business Expenses Policy.
    2. Processes budget transfers to Hiring Departments as requested by Human Resources.
  5. Provost and Vice-President, Academic:
    1. Reviews and responds to any exception requests related to the administration of this Policy for faculty hires.
  6. Vice-President, Administration and Operations:
    1. Reviews and responds to any exception requests related to the administration of this Policy for Administrative Staff hires.
  7. Vice-Provost, Faculty Affairs:
    1. Ensures relocation assistance amounts, repayment terms and Policy links are included in eligible faculty offer letters.
    2. Notifies Human Resources of relocation assistance commitments made and outlined in faculty offer letters.