Dean's Office contact: Debbie Olson
A lump sum relocation payment may be an effective incentive in the recruitment or retention a qualified candidate who will have to make a domiciliary move in order to accept an academic personnel appointment (Administrative Policy Statement 34.2). The relocation payment funds must draw from existing resources (RCW 43.03.125) and may be in addition to funds for actual moving expenses (Administrative Policy Statement 34.1).
Standard Amount and Flexibility
The default gross relocation payment provided by the College is $10,000. However, this amount can be increased at the discretion of the Divisional Dean and/or department. The payment is intended to cover any expenses related to relocating to Seattle. It's important to note that the payment cannot be processed until the faculty member is officially on the payroll.
Important Considerations
- If the relocation incentive payment exceeds 25% of the employee's annual salary, advance approval from the provost is required
- The University does not approve relocation incentive payments where changing residences is a matter of employee choice or preference, but is not required by the acceptance of an position.
Offer Letter Requirements
The offer letter must include the following paragraph:
This offer includes a relocation incentive payment in the amount of $_____. Acceptance of this offer confirms your understanding that the full amount of the relocation incentive payment must be repaid to the University, if within one year of the date of your appointment you voluntarily terminate University employment, or if you engage in behavior that makes termination of employment necessary. In addition, acceptance of this offer may have tax consequences for you, and necessary payroll deductions will be taken from the relocation incentive payment. If you have questions about the tax implications of the relocation incentive payment, you may wish to consult a tax professional for advice. You will receive this payment as a separate check along with your first paycheck.
Process and Approval
- The Divisional Dean must approve the payment before it can be processed in Workday
- A pre-approval form must be completed
- Send the completed form to the appropriate Divisional Dean's assistance for signature.
- The unit's HCM Initiate 2 is responsible for submitting a Request One-time Payment in Workday, using the Program tag #PG104814 CAS | College Admin | Relocation Incentive Payment & the Resource tag #RS100081 Auxiliary - Educational Activity Resource
- See the Academic Personnel & Faculty's website on relocation incentive payments for more information
Alternative: Household Goods Move
As an alternative to the relocation incentive payment, candidates may negotiate for a household goods move. This option:
- Is governed by State of Washington policies and offers less flexibility
- Covers the actual cost of eligible moved items or $10,000, whichever is less
- May be supplemented with additional funds from the Divisional Dean and/or department
- For household goods moves, the department is responsible for completing necessary forms and coordinating with Purchasing
- See Moving expenses for additional information