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Business and Financial Policies and Procedures

8.11 Relocation Assistance

Policy Statement

Units of the University of Illinois System may provide payments to eligible employees for the purpose of supporting the personnel relocation process. The system allows units to offer this assistance in one of two forms:

  • as a one-time moving payment to the employee, 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 delegate. The total amount and form of the assistance, either one-time payment to the employee 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 the System Offices 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 employee either a one-time moving payment or reimbursement for expenses incurred during the relocation process. 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 the employee may be limited by the source of funding for the payment.

One-Time Moving Payment to the Employee 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 the employee.

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.

8.11.1 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)
TEM Resource Page
Employee Household Goods Moving

Last Updated: June 1, 2020 | Approved: Senior Associate Vice President for Business and Finance | Effective: January 2020

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