Relocation for Academic Appointees

Payment of relocation expenses is provided for certain new appointees to academic positions. These payments are not provided automatically and should not be presumed.  Agreement to pay relocation assistance requires pre-approval by the appropriate authority.

Eligibility:

Academic appointees with titles in the following title series are eligible for consideration:

  • Regular Professor Series
  • Professor in Residence Series
  • Acting Series, if appointed to regular series within one year of initial appointment
  • Visiting Series, if immediately appointed to regular series
  • Professional Research Series, if the cost is allowable under the contract or grant

Allowable Expenses (see policy for any specific limitations):

Policy limits payment to 50%, though exceptions may be approved.

Standard Expense Types:

Taxable Income Pre-2018 

Taxable Income Effective 1/1/18

Packing, crating and unpacking of household goods and personal effects

No

Yes

Transporting household goods and personal effects by professional movers

No

Yes

Transporting household goods and personal effects by rental truck; fuel may be claimed separately

No

Yes

Insurance of household goods and personal effects while in transit

No

Yes

Driving or shipping up to two personal vehicles

  • If driving, reimbursement for mileage is based on current IRS rate for moving; mileage rate includes fuel, but does not include parking or tolls which may be claimed separately
  • Payment is based on the most direct route

No

Yes

One-way economy/coach class airfare for all household members 

No

Yes

One time ground transportation from former residence to the airport and from the airport to the new residence or temporary lodging

No

Yes

Rental car if personal vehicle is shipped

  • Limited to intermediate size

Yes

Yes

If driving, lodging while en route, up to the daily CONUS lodging limit per Travel Policy Appendix B

No

Yes

Meals for all household members while en route, up to the daily CONUS M&IE limit per Travel Policy Appendix B  (this is not a per diem)

  • Funding sources may restrict the purchase of alcohol

Yes

Yes

Packing, crating, unpacking, and transporting a library, office or lab that is not University property

  • Must be quoted and invoiced separately from household goods

No

Yes

Furnished temporary lodging and meals for up to 30 days, not to exceed daily CONUS limits per Travel Policy Appendix B

Yes

Yes

Connecting and disconnecting utilities, excluding deposits

Yes

Yes

Non-standard Expenses Requiring Exceptional Approval by the Dean or Equivalent Department Head:

Taxable Income Pre-2018 

Taxable Income Effective 1/1/18

Storage of household goods and personal effects for up to 30 days after removal from prior residence

Yes

Yes

Relocation services, e.g., home search assistance

Yes

Yes

House-hunting trip

Yes

Yes

Non-standard Expenses Requiring Exceptional Approval by the Chancellor:

Taxable Income Pre-2018 

Taxable Income Effective 1/1/18

Selling costs within policy limits directly associated with the sale of the former residence

Yes

Yes

Lease settlement costs within policy limits

Yes

Yes

The following expenses may not be reimbursed, even with exceptional approval (list is not exhaustive):

  • Assembly and disassembly of unusual items, e.g., swing set, swimming pool, hot tub, satellite dish, storage shed
  • Transporting or moving unusual items, such as:
    • Animals, except those normally permitted in a residence
    • Recreational vehicles, e.g., boat, kayak, canoe, airplane, snowmobile, jet ski, camper
    • Canned, frozen or bulk foodstuffs
    • Building supplies, farm equipment and firewood
    • Plants
  • Kenneling/boarding pets or other animals
  • Property taxes
  • Security deposits
  • Enhancements to the condition or appearance of the former or new residence
  • Rental car insurance
  • Fuel for rental car or personal vehicle after arriving in the Bay Area

Policies:

Review the following links to Academic Personnel Policy Manual (APM) sections related to moving expenses and relocation for more information:

APM 550 – teaching faculty who transfer to another campus

APM 560 – new appointees to academic positions

APM561 – teaching assistants, teaching fellows, graduate students appointed as associates or as acting instructors

Non-standard Expenses Requiring Exceptional Approval by the Dean or Equivalent Department Head:

Taxable Income Pre-2018 

Taxable Income Effective 1/1/18

Storage of household goods and personal effects for up to 30 days after removal from prior residence

Yes

Yes

Relocation services, e.g., home search assistance

Yes

Yes

House-hunting trip

Yes

Yes

Non-standard Expenses Requiring Exceptional Approval by the Chancellor:

Taxable Income Pre-2018 

Taxable Income Effective 1/1/18

Selling costs within policy limits directly associated with the sale of the former residence

Yes

Yes

Lease settlement costs within policy limits

Yes

Yes

The following expenses may not be reimbursed, even with exceptional approval (list is not exhaustive):

  • Assembly and disassembly of unusual items, e.g., swing set, swimming pool, hot tub, satellite dish, storage shed
  • Transporting or moving unusual items, such as:
    • Animals, except those normally permitted in a residence
    • Recreational vehicles, e.g., boat, kayak, canoe, airplane, snowmobile, jet ski, camper
    • Canned, frozen or bulk foodstuffs
    • Building supplies, farm equipment and firewood
    • Plants
  • Kenneling/boarding pets or other animals
  • Property taxes
  • Security deposits
  • Enhancements to the condition or appearance of the former or new residence
  • Rental car insurance
  • Fuel for rental car or personal vehicle after arriving in the Bay Area

Policies:

Review the following links to Academic Personnel Policy Manual (APM) sections related to moving expenses and relocation for more information:

APM 550 – teaching faculty who transfer to another campus

APM 560 – new appointees to academic positions

APM561 – teaching assistants, teaching fellows, graduate students appointed as associates or as acting instructors