Scope

200

 

1. Current employees. Whenever a current CSU employee is required by the current appointing authority to change his/her place of residence because of a change in assignment, promotion or other reason related to the employee's duties deemed to be in the best interests of the CSU, such employee shall receive reimbursement for his/her actual, necessary and reasonable moving and relocation expenses. To qualify reimbursement, the new primary job location must be at least 50 miles farther from the employee's former home than the old primary job location. The appointing authority may authorize exceptions to this requirement in cases where it creates unusual and unavoidable hardship for employees.

 

2. Initial appointments. An individual who has been offered a post ion within the CSU by an appointing authority and has accepted such appointment, may receive reimbursement for his/her actual, necessary and reasonable moving expenses and relocation expenses. This provision applies to an employee of a CSU campus who accepts an ongoing assignment at another CSU campus. Every determination of who is to receive such reimbursements and the amount of such reimbursements shall be made by the appointing authority.

 

3. Temporary Appointments. A current CSU employee who accepts a long-term temporary assignment offered by a CSU appointing authority other than his/her current appointing authority may receive a temporary relocation allowance. To receive consideration for their allowance, the employee's temporary job location must be at least 50 miles farther from the employee's permanent residence than the former job location. (The appointing authority of the temporary assignment may authorize exceptions to this requirement in cases where it creates unusual and unavoidable hardship for temporary employees.) The temporary employee must also maintain a permanent residence in the vicinity of the former job location for the duration of the temporary appointment. Temporary relocation allowances will not be automatically authorized for every temporary appointee meeting the requirements identified above. The determination of how is to receive such and allowance, and the amount of any such allowance, shall be made by the temporary appointing authority subject to the requirements of these procedures.

 

4. Reimbursement or relocation expenses shall be payable from monies made available for such purpose by the appointing authority. In addition, relocation expenses incurred by newly-appointed Presidents shall be reimbursed by the appropriate campus.

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Definitions

201

 

For the purpose of these procedures, the following definitions will apply:

 

Appointing authority shall mean the Chancellor or campus President, as appropriate.

 

Chancellor and President shall include designees.

  

Campus shall include the headquarters office as well as any one of the campuses of the CSU.

  

Household goods means personal effects and items used or to be used in the employee's residence necessary for the maintenance of a household.

  

Long term temporary assignment shall normally mean an assignment period of six months or more.

  

Employee refers to either a current CSU employee or an individual who has been offered a position within the CSU by an authorized authority and has accepted such offer.

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Reimbursement Expenses for Moving and Relocation

202

 

Full or partial reimbursement, within budgetary constraints, may be allowed for the actual and necessary expenses incurred for packing, insurance, transportation, storage in transit (not to exceed 60 calendar days), and unpacking and installation of the employee's household goods at the new residence, when properly documented by invoices and receipts. Should employees elect to move themselves, reimbursement for such moves may not exceed the costs that would have been incurred had a commercial firm been used.

 

An employee and spouse or domestic partner may be reimbursed for relocation travel (defined as a one-way trip form the former residence to the general area of the new campus or other primary job location) in accordance with the CSU Internal Procedures Governing Travel Expenses and Allowances. (When authorized, travel expenses for spouses or domestic partners will be reimbursed on the same basis as travel expenses for employees.)

 

An employee and spouse or domestic partner may be reimbursed for actual lodging expenses, supported by a voucher, plus meal and incidental expenses in accordance with Section 105 of the CSU Internal Procedures Governing Travel Expenses and Allowances; Rates for Housing and Lodging. WHen authorized, lodging mean and incidental expenses for spouses or domestic partner will be reimbursed on the same basis as subsistence expenses for employees.

 

1. This allowance shall not be paid for more than 60 days unless the appointing authority has determined in advance that the search for a new residence will result. In unusual and unavoidable hardship for an employee and spouse or domestic partner and, therefore, has granted an exception.

 

2. This allowance shall terminate immediately upon establishment of a permanent residence.

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Temporary Relocation Allowance

206

 

A temporary relocation allowance to defer the cost of housing may be authorized for the duration of a temporary appointment as described in Section 200C. The allowance may be negotiated at any rate up to and including 75%, of the current long-term in-state travel subsistence allowance (see Section 105A of the CSU Internal Procedures Governing Reimbursement for Travel Expenses and Allowances; Rates for Housing and Lodging). The full temporary relocation allowance paid to an employee as reimbursement must be supported by a voucher, lease agreement, or other documentation reflecting actual housing expenses. Reimbursement may be claimed by the employee, via the submission of appropriate receipts, no more frequently than once per month. Housing expenses for long-term temporary employees may also be paid directly by the temporary appointing authority, up to the maximum reimbursement level noted above.

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Appointing Authority for Reimbursements

207

 

The Chancellor or campus President shall approve, deny or grant exceptions for all moving and relocation reimbursements. The Chancellor or President may also authorize reimbursement for actual, necessary and reasonable relocation expenditures not identified in these procedures. Any such reimbursement shall be documented and paid in accord with established accounting practices. Authorization from the Chancellor or President may not be delegated to a person in a position lower than the principal business officer.

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