December 2011

Relocation Guidelines


UCAR may provide relocation benefits to new employees, or those accepting a change in their work site, if the distance from the employee's previous residence in the U.S. to the UCAR work site exceeds 50 miles using the most direct route. The decision on whether to offer relocation benefits is based on the ability of the Laboratory or Program to fund relocation, the expected availability of candidates, and the level of expertise required for the job. All relocation benefits are paid by the hiring Laboratory or Program.

  1. Eligibility

  2. All regular and term positions, and Visitors positions of 12 months or more are eligible for relocation. (See Appointments Procedures for Visitor relocation information.)

  3. Authorization:

    The Director (UCAR/UCP Program Director or NCAR Laboratory Director) may authorize relocation for a position on the hiring requisition form. The decision to relocate is made prior to advertising a job opening. The Laboratory or Program has three options:

    • No Relocation
    • Partial Relocation with a predetermined dollar limit
    • Full Relocation

  4. Partial Relocation with a predetermined dollar limit:
  5. The dollar limit applies only to the reimbursement of relocation expenses allowable under UCAR Relocation Guidelines. The dollar limit does not need to be advertised, but is communicated to applicants during the interview process. Laboratories and Programs may use the Partial Relocation Funding Guide provided by Human Resources to establish a limit for a particular job.

  6. Full Relocation:
  7. Allowances for Personal Property - U.S. Relocations

    (Refer to Provision 7 for information pertaining to relocation from other foreign countries.)

    UCAR pays the actual cost of packing, crating, and transporting an eligible employee's personal property and that of the spouse (including common-law spouse or equivalent domestic partner) and other dependent family members moving with him or her, up to a maximum of 18,000 pounds.  Personal property includes family and household goods, automobiles, and recreational property such as boats, trailers, and campers.  The cost to move personal property in excess of 18,000 pounds and special handling for recreational property is the responsibility of the employee.

    Charges resulting from split pickup or delivery of personal items are paid only when such costs are incurred as a result of a combined office and single-residence move.  Liability for damages is limited to the rules and regulations of the carrier's tariff, and is not the responsibility of UCAR.  The cost of additional insurance, if requested by the employee, is borne by the employee.  Charges for storage and removal of household goods are paid only once by UCAR.  Storage charges beyond 30 days are the responsibility of the employee.

    If an employee chooses to pack his/her own goods and rent a truck to drive to the UCAR location, packing materials, truck rental and insurance, and gasoline charges will be reimbursed by original receipt.

    Relocation of family and personal property may occur anytime during the first 12 months of employment or change in work site.

    Travel Expenses— U.S. Relocations

    Travel expenses for the employee, spouse, and dependent family members (as defined by the U.S. Internal Revenue Service) are reimbursed at cost according to provisions of UCAR's Travel policy.  If commercial air travel is elected, coach class or lower rates must be used.  Meals and incidental expenses are reimbursed at cost or at the standard per diem rate for persons 12 years of age or older and at half the standard rate for persons under 12, whichever is less.  Accommodation is paid for nights en route plus two nights' hotel to be used at point of arrival or point of departure or split between the two.  One night's lodging en route is authorized for each 400 miles of the trip when travel is by automobile.  Charges will be reimbursed by original receipt.

    If the employee elects to drive, mileage from the employee's place of residence to the assigned UCAR work site is reimbursed at the Internal Revenue Service allowable mileage rate for a first and second private auto.  When a car is driven, additional coach plane fare to transport family members may be approved by the authorizing Director (NCAR Lab or UCP Program), if circumstances prevent the family from traveling together.  The cost of a rental car for personal use is the responsibility of the employee. UCAR will pay reasonable costs to transport domestic household pets. 

    Per diem, meals, and incidental expenses are subject to taxes payable by the employee as outlined by current Internal Revenue Services regulations.

    The Division/Program Administrator is responsible for authorizing travel expenses and providing a completed Travel Authorization Form.

  8. Repayment to UCAR

    Any employee reimbursed under this policy who resigns for reasons within the employee's own control within 12 months after relocating is required to return all reimbursement related to the move.

  9. Travel Connected with Finding Accommodations— U.S. Relocations (and Canada and Mexico)

    The employee and/or spouse (including common-law spouse or equivalent domestic partner) may travel to the new location of employment in order to arrange suitable family accommodation.  Paid travel expenses include transportation, lodging, per diem and use of a rental car.  These expenses are subject to taxes payable by the employee as outlined by current Internal Revenue Services regulations. A trip of up to five days is allowed for this purpose and is reimbursable under the provisions of UCAR's travel policies.  If this trip exceeds five days, the excess days' charges for lodging, per diem, and rental car become the responsibility of the employee.

    The Division/Program Administrator is responsible for authorizing travel expenses and providing a completed Travel Authorization Form.

  10. Allowances for International Relocation

    Eligible employees living abroad are reimbursed for travel and personal property transportation costs as negotiated with the appropriate Director (NCAR Lab or UCP Program) after consultation with Human Resources.  Storage charges beyond 30 days are the responsibility of the employee. The employee is responsible for the cost of speciality insurance if requested. All international travel must be on a U.S.-flag carrier.  See UCAR's Travel Policy, for more information.

  11. Income Tax Withholding when Relocating

    Internal Revenue Service regulations stipulate that reimbursement to the employee of certain travel expenses will be reported as “Other Compensation” on the employee's W-2 form. Those specific travel and relocation expenses subject to withholding include the travel connected with finding accommodations, per diem and miscellaneous expenses, temporary storage of household goods exceeding 30 days, and a portion of the en-route mileage allowance.

Affiliated Policies and Procedures  

5-7
Travel

6-3

Employee Search and Selection

6-4

Special Appointments

 

Benefits Summary

 

Housing and Relocation Office