Policy VII-4.40-GC UMGC Policy on Payment of Moving Expenses for Exempt and Overseas Staff and Faculty Employees

(Approved by USM BOR on April 21, 2017; UMGC President on July 1, 2017)

1. Purpose and Applicability

   This policy is created to establish the terms and conditions in which Exempt and Overseas Staff employees; Collegiate Faculty members as defined in UMGC 181.00 – Faculty Appointment, Rank, and Promotion Policy; and Overseas Collegiate Faculty employees would be eligible for the payment of moving expenses by the University of Maryland Global Campus (UMGC).

2. Administration

   1. The President or designee may authorize the payment of moving expenses for employees when it is deemed to be in the best interest of UMGC.

   2. As set forth in USM policy, the Chancellor may authorize the payment of moving expenses for the UMGC President.

   3. The payment may include moving expenses of reasonable household goods and other expenses directly related to the relocation to the extent supported by this policy, including reasonable packing and unpacking charges. The goods and services purchased must be at reasonable and competitive prices. To support a request for reimbursement of moving expenses, the employee shall provide three (3) bids from reputable moving companies for prior approval by UMGC.

   4. UMGC shall only authorize the payment of moving expenses when the distance between the employee's former residence and the UMGC location where the individual is required to work is in excess of 50 miles one way. Exceptions to the 50 mile limitation may be made for payment of relocation expenses when the relocation is for the convenience of UMGC.

   5. UMGC is responsible for compliance with IRS regulations concerning reporting and withholding requirements associated with payments for moving expenses, and should exercise due diligence in processing taxable and nontaxable payments.

   6. For purposes of determining an individual's salary, moving expense payments shall not be considered salary or bonus.

   7. An employee who receives payment of moving expenses is responsible for paying any applicable income taxes on any taxable portion of the moving expenses that the employee incurs and UMGC pays and/or reimburses.

   8. Nothing in this policy requires the payment of moving expenses and it is solely at discretion of the President (or the Chancellor when moving expenses are considered for the President).

   9. Should the employee voluntarily leave employment with UMGC within one year of the date of hire, the employee shall be responsible for reimbursing UMGC for moving expenses for which UMGC paid and/or reimbursed the employee.

Implementation Procedures

The UMGC President has designated the Chief Human Resources Officer (CHRO) to administer this policy; to develop procedures as necessary to implement this policy; to communicate this policy to the UMGC community; and to post the policy and any applicable procedures on the UMGC website.

Replacement for:

• USM BOR VIII-16.00: Policy on Payment of Moving Expenses