7.1.37 Relocating Employees

Policy

Relocation allowances may be approved to successfully recruit a qualified candidate who will have to make a domiciliary move in order to accept an academic appointment or staff position. 

At the direction of the Department Head, Dean, or appropriate Vice President and contingent upon the availability of funds, Illinois State University may authorize a payment of an equitable relocation allowance to an incoming faculty or staff member to assist in their personal moving, relocation, and employment transition costs. 

The relocation allowance must be: 

• authorized in advance;
• documented in writing to the employee and for employment files; and 
• directly related to the commencement of employment at Illinois State University. 

In determining the amount of relocation allowance that is appropriate, the delegated authority should consider such factors as the availability of qualified candidates; the skills and qualifications of the candidate; the difficulty of recruitment; and geographic distance of relocation. 

The responsibility for determining an equitable relocation allowance and distribution of available funds resides with the positions with equivalent administrative authority and final approval authority residing with the University President or his/her designee. 

If a relocation allowance is to be paid, the relocation allowance will be reported and subject to taxation as prescribed by the Internal Revenue Service (IRS) and state regulations.  The hiring department is expected to communicate the tax implications to employees and comply with state and federal tax laws. 

Upon request to and approval by the Vice President of Finance and Planning, in consultation with appropriate Presidential Cabinet Members, exceptions to terms of policy may be allowed based on proper stewardship of University Funds, while adhering to the appropriate and legal use of University funds in support of the University's mission, while safeguarding and protecting University assets, and complying with federal, state, and local laws and regulations. 

If within one year of the date of appointment the employee voluntarily terminates employment, or engages in behavior that makes termination of employment necessary, the full or partial amount of the relocation allowance payment may be required to be repaid to the University.  Employment offer letters must include notification of the repayment provisions. 

Termination of employment within one year of the date of employment, resulting from a layoff, disability separation, or other good cause as determined by the Vice President for Finance and Planning, in consultation with appropriate Presidential Cabinets Members, may not require repayment of the relocation compensation.