Dean's Office contact: Debbie Olson
An offer letter for a new faculty member should include the following paragraph concerning the relocation incentive payment. (See samples of offer letters on the A&S Web.)
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.
The default gross relocation payment amount funded by the College is $5,000. The Divisional Dean and/or department may decide to include additional funds to increase the relocation incentive payment. The initial amount agreed upon by the Divisional Dean and the department chair is included in the offer letter. The relocation incentive payment can be used by the candidate for any expenses related to their relocation to Seattle. It is important to note that the new faculty member cannot receive the relocation incentive payment until he/she is on payroll (e.g., if the start date is 9/16/2018 the payment cannot be processed until 9/16/2018).
After the individual has been hired into Workday, the unit's HCM Initiate 2 must complete a Request One-time Payment in Workday. College funds for the relocation incentive payment will be transferred to the department's self-sustaining/revenue budget as soon as possible. The transfer amount will cover the gross amount for the relocation incentive payment as well as the benefits associated with the payment (e.g., if the College contributed $5,000 for the relocation incentive payment, the amount transferred would be $5,000 plus benefits at the current rate for category 01-80). Note that, if the relocation incentive payment is in excess of 25% of the employee’s annual salary, advance approval from the provost is required. Please see UW Human Resources webpage for more information about routing for approval.
Potentially a faculty candidate may want to negotiate the relocation incentive payment. In consultation with the Divisional Dean, the department chair may counter with a household goods move rather than the relocation incentive payment. If this is the case, a revised offer letter with an appropriate paragraph about household goods move (see Moving expenses) would be sent to the candidate. It is important to note the household goods move will be governed by State of Washington policies, and the funds are not flexible. It is the responsibility of the candidate to read and understand the policies regarding household goods moves. The College will cover the actual cost of the eligible moved items or $5,000, whichever is less. The Divisional Dean and/or department may decide to include additional funds to increase the amount available for the household goods move.
When a candidate accepts the revised offer with a household goods move, the Final Terms of Offer form sent by the department should reflect this choice: the most recent offer letter and acceptance should be attached, the “no” box should be checked for the relocation incentive payment, and the funding source details for the move should be stated under Non-base Salary Items. The department is responsible for completing the A-33 form, issuing the purchase order for the household goods move, and serving as liaison with Purchasing for any questions the new faculty member may have. Upon completion of the move, the Dean’s Office will reimburse the department via budget transfer for up to $5,000 or the total College contribution.