8.11 Relocation Assistance
Policy Statement
Units of the University of Illinois System may provide payments to eligible faculty and staff for the purpose of supporting the personnel relocation process. Graduate students are not considered faculty or staff for the purposes of this policy. The system allows units to offer this assistance in one of two forms:
- as a one-time moving payment to faculty and staff, with the option to process direct payments to system-contracted moving vendors,
or
- as reimbursement for expenses incurred when relocating, with the option to process direct payments to system-contracted moving vendors.
The cumulative relocation payment(s) may not exceed $15,000 without prior approval from the chancellor, vice chancellor for health affairs, provost, or their delegates. The total amount and form of the assistance, either one-time payment to faculty and staff or reimbursement for expenses incurred, must be documented in a signed employment offer letter. If the amount and/or form are not documented in the signed offer letter, additional documentation detailing these criteria and unit head approval must be provided for the benefit to be processed.
In general, providing a one-time moving payment to the employee is unallowable for sponsored awards.
Relocation payments are considered taxable income, may not be grossed-up, and are not considered wages for SURS purposes.
An individual university or system office may require additional levels of approval, or restrictions on the total dollar amount of relocation assistance payment.
Reason for the Policy
To assist with the recruitment of new or transferred employees.
Applicability of the Policy
Units may, when funds are available, provide relocation payments, when appropriate, to new or transferred faculty or staff. Contact the appropriate university or system human resources office if there are questions regarding the applicability of this policy.
Procedure
Units may choose to offer a new or recently transferred faculty and staff either a one-time moving payment or reimbursement for expenses incurred during the relocation process. Graduate students are not considered faculty or staff for the purposes of this policy. Both forms of relocation assistance include the option to process direct payments to system-contracted moving vendors. The ability to offer a one-time moving payment to faculty and staff may be limited by the source of funding for the payment.
One-Time Moving Payment to Faculty or Staff with the Option to Process Direct Payments to System-Contracted Moving Vendors
Refer to 8.11.1 One-Time Moving Payment to the Employee for guidance to offer relocation assistance as a one-time moving payment to faculty and staff.
Reimbursement for Expenses Incurred with the Option to Process Direct Payments to System-Contracted Moving Vendors
Refer to 8.11.2 Reimbursement for Relocation Expenses Incurred for guidance to offer relocation assistance as reimbursement for expenses incurred.
8.10 Process Educational Payments to Students
8.11.1 One-Time Moving Payment to the Employee
8.11.2 Reimbursement for Relocation Expenses Incurred
18.5 Fringe Benefits
Payroll Adjustment Request Interface System (PARIS)
Initiate a Relocation Assistance One-Time Moving Payment – Prior Underpayment Adjustment (PUA)
Chrome River Resource Page
Household Goods and University Equipment Moving
Payments on Behalf of Students within the University of Illinois System
First Published: January 2020 | Last Updated: June 2024 | Last Reviewed: June 2024