HR Policies : 6.7
Administering Wages and Salaries
Relocation Allowance for Staff
Subject: Administering Wages and Salaries
Number: 6.7.7
Issued: 3/1/82
Revised: 6/30/98
Purpose
Under certain circumstances, newly hired staff may request reimbursement
from the hiring department for expenses incurred in relocating
their families and normal personal belongings. To qualify for
reimbursement, the mileage between point of shipment and work
station must exceed 50 miles. Expenses incurred for moving from
Hawaii, Alaska, or a foreign country are not determined by this
policy. In these cases, the amount of reimbursement shall be determined
by departmental negotiation, subject to approval by the appropriate
dean or executive officer.
Procedure
Upon request, the total standard relocation allowance will be calculated and a work sheet
provided by the voucher auditor and endowed accounting department. Individual deans or
executive officers may adjust the calculated relocation allowance due to funding
limitations or other mitigating circumstances; therefore, department heads should review
all relocation allowances with their dean or executive officer prior to divulging the
calculated amount to the prospective employee.
If the employee being relocated voluntarily terminates employment at Cornell University within twelve months from the date of the move, the employee will be expected to refund to Cornell the full amount of the actual reimbursement. Prior to receiving an authorized reimbursement, the recipient will be required to submit a signed letter to the University auditor accepting this condition .
Guidelines
All relocation allowances are subject to the following guidelines:
A maximum weight allowance of 5,000 pounds of belongings for one or two people has been established. Each additional member of the immediate family is allowed 2,000 pounds. To determine the dollar weight allowance, the calculated weight is multiplied by the prevailing Interstate Commerce Commission (ICC) mileage tariff between the point of shipment and permanent work station.
The fuel allowance is the actual amount of fuel surcharge as documented on the mover's invoice and verified by the ICC tariff.
The insurance and packing allowance is $160 for one or two persons, plus $80 for each additional member of the immediate family.
The personal vehicle expense allowance is actual mileage for one vehicle from the point of origin to the permanent work station (as determined by the McGraw-Hill Mileage Guide) multiplied by the prevailing mileage rate for the college or division sponsoring the relocation.
Special discussions for dual career couples coming from other areas may be addressed with the local hr representative or designee.
For more information, see <http://www.payments.cornell.edu>
Contact the local hr representative or designee or the office of the Vice President for Financial Affairs and University Controller for more information