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Relocation

INTENT

It is TRIUMF's intent to minimize, as much as possible, any disruptions and moving expenses incurred as a result of the transfer or relocation of a continuing employee to another TRIUMF affiliated site, OR, the relocation of a new employee from another location.

PROCEDURES

1. TRIUMF EMPLOYEES
TRIUMF will pay moving expenses and reimburse other expenses associated with a move as per the following guidelines:

a) Personal and Household Effects: On prior approval, TRIUMF will pay for the packing, moving, storage and insurance of all normal and reasonable household effects by a reputable moving company. The employee should obtain at least two quotes and submit them to the Division Head with a recommendation. Payment to the moving company is made directly through TRIUMF on the basis of an approved purchase order. (TRIUMF reserves the right to request additional quotes or to assign a moving company of its own choosing).

b) Personal and Family Transportation: TRIUMF will reimburse an employee for the equivalent of a one-way economy air fare at the regular tariff in effect at the time of the move for the employee and each relocating immediate family member residing with the employee. If the employee chooses a form of transportation other than air fare, expenses including mileage, accommodation and meals (at TRIUMF's travel rates in effect at the time of the move), shall be reimbursed up to the equivalent of the one-way air fare. Upon approval of travel plans by the Division Head, an employee may obtain a travel advance to cover anticipated travel expenses.

c) Temporary Accommodation: Upon approval by the Division Head, TRIUMF will pay for all reasonable costs associated with temporary accommodation and living expenses for a thirty-one consecutive day period, with a maximum reimbursement equivalent to the employee's monthly salary in effect at the time of the move.

There may be a variety of additional expenses associated with the move such as legal costs in selling or buying a home, tenancy penalties or realty fees. Since each employee's situation is different, each request for miscellaneous expense reimbursement will be judged on its own merit and approved by the Division Head.

All relocation expenses will be paid against receipts approved by the Division Head, and submitted on the standard TRIUMF reimbursable travel expense claim form.

NOTE: In the event that the employee decides to leave TRIUMF of his/her own volition prior to twelve (12) months continuous service, TRIUMF will be compensated for all reimbursed relocation costs. The relocating employee will be required to sign an agreement to this effect prior to relocating.

2. NEW EMPLOYEES
Where an employee has been actively recruited outside the geographic location of the position, TRIUMF may pay moving expenses based on the guidelines above, at the Division Heads discretion.
TRIUMF reserves the right to limit the total cost of relocating a new employee to $10,000.00.
Payment of expenses associated with legal costs in selling or buying a home will not apply to new recruitments.

NOTE: In the event that the new employee decides to leave TRIUMF of his/her own volition prior to twenty-four (24) months continuous service, TRIUMF will be compensated for all reimbursed relocation costs. The new employee will be required to sign an agreement to this effect as terms of his/her employment, and prior to relocating.

RESPONSIBILITIES

a) It is the employee's responsibility to submit to the Division Head for approval, all legitimate relocation expenses.

b) It is the Division Heads responsibility to approve and ensure that all expenses submitted for payment are reasonable and as per the policy.

c) It is the Director's responsibility to authorize all relocation expense agreement proposals.

d) It is the Human Resource department's responsibility to ensure that the terms of the relocation expenses are documented for each relocating employee in accordance with this policy.