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Recruitment and Relocation

Before extending a relocation offer letter and before processing requests for payment or reimbursement for relocation, please read the following information. Details apply to both domestic and international relocations.

Eligibility for Recruitment and Relocation Expense Coverage

Recruitment and relocation expenses may be paid for or reimbursed by the university, when such incentives assist the university in attracting highly qualified candidates. The table below defines the differences between recruitment expenses and relocation expenses:

  Recruitment Expenses Relocation Expenses
Eligibility Hiring department determines eligibility, amounts, and types of expenses covered by the university; may be extended to include dependents, spouses, and/or significant others
Tax Implications Business expenses; not taxable to the candidate May have tax implications to the new employee
Approvals Require the approval of the authorized signer on the account Require the approval of at least one level above the new employee and by the applicable Dean or Senior Business Officer


Recruitment vs. Relocation

Until a candidate has accepted the position, which is defined as the point when (i) the candidate has returned to the university the countersigned employment offer letter and all other required employment documents (i.e., arbitration and at-will agreements) and (ii) for staff positions, the university has completed successful pre-employment screening on the candidate, the candidate is on recruitment status. Multiple trips back and forth to the university are acceptable for recruitment purposes and are not taxable.

Once the candidate has accepted the position as described above, the candidate is no longer in recruitment status. Post-acceptance expenses, such as travel expenses to find a new home or moving expenses to transfer to the new location, are considered relocation expenses and may be taxable.