UMGC Policy VII-4.41-GC UMGC Policy on Payment of Candidate Travel and Moving Expenses for Staff and Faculty Positions

1. Purpose and Applicability
   The purpose of this policy is to establish the payment or reimbursement of travel and moving expenses for candidates of qualifying positions. This policy applies to candidates for exempt and overseas regular and contingent III staff positions and stateside and overseas collegiate faculty positions.
2. Definitions
   1. Candidate – A job applicant who is internal or external to UMGC.
   2. Qualifying position – A position wherein applicants are in short supply or otherwise difficult to recruit as determined by the CHRO or designee.
3. Travel Expenses
   1. UMGC may authorize payment for travel expenses of candidates who are interviewed for qualifying positions.
   2. Candidates for qualifying positions may be reimbursed for automobile expenses at the prevailing rate for mileage or, for air, train, or bus travel at tourist rates.
   3. UMGC may reimburse for reasonable lodging and meal expense(s).
4. Moving Expenses
   1. The CHRO or designee may authorize partial or full payment or reimbursement of candidate moving expenses and related relocation expenses, including, but not limited to, packing and unpacking charges, moving and/or storage of household goods and movement of personal vehicles.  The goods and services purchased must be at reasonable and competitive prices.
   2. To support a request for payment or reimbursement of moving expenses, the candidate shall provide two (2) bids from reputable moving companies for prior approval by UMGC.
   3. UMGC will only authorize the payment or reimbursement of moving expenses when the distance between the former residence and the UMGC assigned place of work if it exceeds fifty (50) miles.
   4. 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.
   5. For purposes of determining an individual’s salary, moving expense payments shall not be considered salary or bonus.
   6. Candidates are responsible for paying any applicable income taxes on any taxable portion of the moving expenses that the Candidate incurs and UMGC reimburses.
   7. Nothing in this policy requires the reimbursement of moving expenses, and it is solely at discretion of the CHRO or designee.
   8. If the candidate is hired and voluntarily leaves employment with UMGC within one year of the date of hire, the candidate shall be responsible for reimbursing UMGC for moving expenses for which UMGC paid and/or reimbursed the employee.
   9. The CHRO or designee may make an exception to this policy for hard-to-fill positions and legitimate business purposes when in the best interest of the university.

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:

UMGC 380.50 - Payment of Candidate Travel and Moving Expenses