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General Policy Terms

1. This policy applies to all moves regardless of the dollar amount or source of funds.
2. Relocation assistance must be finalized by the time of offer and the terms included in the offer letter. To qualify for relocation assistance, the move must take place within one year of their start date and be from a residence at least 50 miles from their primary job location.
3. Full-time faculty will receive up to $10,000 in relocation assistance for moves greater than 500 miles and up to $5,000 for moves from 50 to 500 miles.
4. Relocation assistance may be considered for full-time exempt staff. The terms of the relocation assistance must be approved by the Vice President of People and Culture prior to the offer
5. In accepting this benefit, new employees must remain with the University for at least two years. If the employee chooses to terminate employment with the University before this time, then repayment of the moving expenses provided to the employee will be based on the number of calendar days employed (i.e., number of continuous days on employed status, not number of days physically present for work), as determined by using the chart below. Note that full-time faculty members hired under one-year appointments are exempt from this repayment provision.
   
6. All moving expenses covered under the policy are in accordance to IRS Publication 521 and considered taxable income. The expenses will be added to their paychecks in equal amounts for the balance of the calendar year and taxed for social security and Medicare purposes. They will also be added to their W-2 form for federal and state income tax purposes.

Relocation Assistance Options

Bethel University offers two moving options. With either option, the move itself is solely the responsibility of the new employee. The contract for the move, along with any problems that may result from the move, is between the employee and the moving company. The University's only involvement is the payment to the vendor or employee. The new employee must handle any and all claims.

Option 1: Full Service Move

Employees contact one of the national moving companies with which the University has established agreements to obtain a quote. Contact the Office of People and Culture for the moving company options and terms and conditions with this option.

The University pays directly to the vendor up to the amount of relocation assistance noted in the offer letter. Any costs beyond this are the employee’s own responsibility. Below are some items to consider when choosing this option:

1. This service may include

1. the containers, packing, and transportation of the employee’s household items. A moving coordinator from the moving company chosen will direct the move. Belongings will be transported to the new residence by padded van service. Employees should personally transport their valuable documents and jewelry.
2. Bethel will pay for a drop delivery at the employee’s office upon request.
3. The new residence must be available for delivery within 3 days after loading.
4. A cross-country move will take the moving van approximately 3-10 days. The employee’s moving coordinator will explain packing, loading, and unloading dates.

5. The employee must meet their household goods when the shipment arrives at their new residence. If the employee cannot meet the van, arrangements must be made for someone to represent them. 
   

Option 2: Self Move

Employees can choose to manage their own move, using a vendor of their choice or handling the move themselves. The employee pays all costs of the move. Within one year of their start date, the employee submits receipts to the Office of People and Culture for reimbursement, subject to substantiation and the maximum allowance.

In addition to the cost of the actual moving of household goods and personal effects, certain expenses associated with traveling to their new home can be also be reimbursed, subject to substantiation and the maximum allowance given for the move. Note that lodging expenses incurred while in-transit may be reimbursed, but meals incurred in-transit are not. See Publication 521 for more information.

Relocation Assistance for House Hunting

The University offers relocation assistance for house hunting conducted after a written offer but prior to the new employee’s start date. Below are the terms and conditions:

1. The University will reimburse up to $1,200 to cover the cost of lodging and meals.

Relocation Assistance Expense Reimbursement

Moving expenses will be reimbursed when the employee submits a Relocation Expense Reimbursement form to the Office of People and Culture.

Revised April 2018

Office of People and Culture