Authorization for Moves & Transfers

Approval authority required for moves and transfers for academic and staff employees is indicated below.

Employee TypeApproval AuthorityTermsProcedures
New Staff EmployeeSMG: Department Head with coordination with Associate Vice Chancellor, Human Resources

MSP/PSS: Department Head

SMG: Full reimbursement of relocation costs based on meeting the eligibility requirements indicated in section III of Senior Management Group Moving Reimbursement Bulletin (Policy 2.800 SMG)

MSP/PSS: Full reimbursement of relocation costs based on meeting the eligibility requirements indicated in section VI of Business and Finance Bulletin (G-13).

Refer to Travel Accounting web site (www.travel.ucla.edu)

Article: Recruitment & Relocation

New Academic Employee

Vice Chancellor of Academic Personnel

Refer to APM 550

Contact Dean’s Office

Transferring Employees

SMG: Department Head with coordination with Associate Vice Chancellor, Human Resources

MSP/PSS: Department Head.

Academic: Contact appropriate Dean’s Office for approval authority

SMG: Full reimbursement of relocation costs based on meeting the eligibility requirements indicated in section III of Senior Management Group Moving Reimbursement Bulletin (Policy 2.800 SMG)

MSP/PSS: Full reimbursement of transferring costs based on meeting the eligibility requirements indicated in section VI of Business and Finance Bulletin (G-13).

Staff: Refer to Travel Accounting web site (www.travel.ucla.edu)

Article: Recruitment & Relocation

Academic: Contact Dean’s Office

New Employee Relocation Allowance

SMG: Associated Vice Chancellor, Controller with coordination with Associate Vice Chancellor, Human Resources

MSP/PSS: Associated Vice Chancellor, Controller with coordination with Associate Vice Chancellor, Human Resources

  • Employee must be classified as Senior Manager, Manager or Senior Professional.
  • Eligibility is limited to persons who are not employed by the University at the time of recruitment and who reside outside the State of California.
  • Total relocation allowance may not exceed 25% of the employee’s annualized base salary.
  • Relocation allowance is included in the employee’s gross income as taxable wages.
  • The hiring department must request a written exception to policy from the approval authority.

 

Exceptions

SMG:  Chancellor/Regents

MSP/PSS: Associated Vice Chancellor/Controller

Academic: Vice Chancellor of Academic Personnel

  • Exceptions to policy may be approved when required by extenuating circumstances.
  • Reimbursement is limited to the actual costs incurred, provided that they are deemed ordinary and necessary under the circumstances.
  1. The hiring department must request a written exception to policy from the approval authority.
  2. If approved, the hiring department must attach a copy of the approval to the Relocation Expense Form.