| What you, the supervisor, should do |
How you should do it |
| 1 |
Find out if the person you are transferring or hiring is eligible for a relocation allowance. |
- See Eligibility for Relocation Allowance .
Definition: A relocation allowance is a compensation intended to offset higher living costs in a new location.
Note: A relocation allowance may not exceed 25% of the employee's annualized base salary and is included in the employee's gross income as taxable wages (but is excluded from covered compensation under the UC Retirement Plan).
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| 2 |
Determine the approval authority for the relocation allowance. |
- The approval authority is one of the following:
- Staff positions
- Assistant Vice Chancellor, Human Resources
- Academic positions
- Vice Chancellor, Academic Affairs
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| 3 |
If the person you are hiring qualifies for a relocation allowance, follow these steps. |
- Submit a Payment Authorization based on the information in Eligibility for Relocation Allowance.
- When you've received written acceptance from the approval authority (see Step 2), submit the approval as part of the supporting documentation for Payment Authorizations.
Note to supervisors:
Notify faculty or staff who qualify for relocation allowance that this allowance is included in the employee's gross income as taxable wages (and is excluded from covered compensation under the UC Retirement Plan).
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| 4 |
If the person you are hiring qualifies as an exception, follow these procedures. |
- The hiring department, working through the Move Coordinator, must request an exception to policy from the approval authority. The exception request must specify:
- Purpose for the request
- Special circumstances or need for the exception
- Applicable dates
- Name of employee for whom the exception is requested
- If you receive approval, then submit original receipts and copies of both the approval and exception memos to:
Business and Financial Services
Mail Code 0955
Attn: Robin Posner
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