Policy

St. Norbert provides relocation assistance to new hires who live at least 50 miles away from the college, and whose relocation is directly related to their acceptance of a job offer. New hires must complete their relocation within one year of their hire date, although this requirement may be subject to review if there are special circumstances; e.g., issues regarding the sale of their current home.

The college’s relocation assistance is a reimbursement for covered moving expenses, up to maximums of:

1. $2,000 for positions that do not report directly to a vice president. (Expenses are reimbursed from the department budget.)
2. $7,500 for positions reporting directly to a vice president, as determined by the appropriate vice president.
3. $15,000 for vice presidents or the president, as determined by the president (for vice presidents) or the Board of Trustees (for the college president).

Employees must agree to reimburse St. Norbert for the total amount of their relocation assistance if they voluntarily resign, or are discharged for cause, before completing 12 months of service to the college.

Procedures

Reimbursable Expenses
In general, reimbursable expenses include:

• Moving household goods. This includes the cost of packing, crating and transporting your household goods and personal effects, plus those of other household members. This also includes the cost of a rental truck.
• Travel and lodging. These include expenses incurred while traveling from your previous home to your new one. The college reimburses you for mileage at the IRS’ current relocation reimbursement rate. Meals are not included.
• Storage. These expenses include reasonable costs for storing your household goods and personal effects after they’re moved from your previous home and before they’re delivered to your new residence.
• Temporary living. The college pays for your temporary living expenses, and those of your family, as applicable. These expenses include the cost of traveling home for up to one year if you begin work at St. Norbert before your family moves here, plus travel and lodging expenses for you and your family while looking for a new home, as applicable.

Uncovered Moving Expenses
The college does not reimburse the following moving expenses:

• Legal fees to clear title defects
• Repairs to property sold or purchased
• Fees to move perishables; pets; large, bulky items such as trailers, recreational vehicles and boats; extensive hobby equipment; and items which require an unusual amount of expense for insurance, safety or protection, such as an art collection
• Fees to move equipment, fixtures or supplies related to any business enterprises unrelated to college business
• Disposing of packing materials
• Child care
• Pet boarding

How to Obtain Relocation Reimbursements
Relocation reimbursements will be paid directly to you on your first available paycheck. (Nothing will be paid before your employment start date.) You are responsible for handling any claims that may arise with vendors as a result of your move.

To be reimbursed for moving expenses:

• Complete and submit a moving/relocation reimbursement form, with appropriate receipts, to your supervisor.
• Your supervisor will review, approve and submit the form to Payroll for payment.
• You must submit any expenses you wish to have reimbursed within 60 days of your move, subject to review if there are special circumstances; e.g., regarding the sale of your current home.

Reimbursement Taxes
Relocation expense reimbursements are taxable, and St. Norbert will withhold taxes from any reimbursements. Any relocation reimbursements will be reported as taxable income on your W-2. All applicable taxes are your responsibility.

Realtors and Moving Companies
St. Norbert does not have a preferred Realtor list. The college also does not contract with, make payment to or endorse any moving companies, but will provide information on possible companies as requested. Moving discounts may be possible through the Wisconsin Association of Independent Colleges and Universities (WAICU), of which St. Norbert is a member. WAICU has negotiated discounts with specific moving companies, and St. Norbert employees, retirees and alumni have access to these discounts.

Policy Exceptions
The vice president of the new employee’s hiring division and Human Resources must agree to any exceptions to this policy.