1. The Chief Administrative Officer (CAO) or department director must indicate in writing approval for reasonable and customary relocation expenses. This approval may be in the new employee’s written offer of employment, with a copy sent to the Human Resources Director. If the request is made by the department director, the director must obtain prior verbal approval from the CAO and must provide copies of all requests and forms to the CAO.
2. Prior to relocation, the prospective or new employee must submit three written, itemized estimates for relocation expenses, to the Human Resources Director.
3. The employee must select the lowest written bid, unless there are documented, compelling reasons for selecting another bid. The Director of Human Resources must approve any exceptions.
4. If it is anticipated that expenses will exceed $15,000, the employee must inform the Director of Human Resources, who, with prior approval by the Chief Administrative Officer, consults with the City Council to determine whether such expenses are appropriate.
5. The employee submits an itemized request, with receipts for all expenses, to the Director of Human Resources, who reviews the request for appropriateness and compliance with City policies and procedures. The request must be approved by the department director for professional employees and the Chief Administrative Officer for executive employees. Relocation Reimbursement Request Form
6. The Director of Human Resources prepares and secures the new or prospective employee’s signature on an agreement to repay relocation expenses on a prorated basis if the employee leaves voluntarily within two years. No repayment is required for involuntary terminations, unless the employee has been convicted of a felony, provided false information at the time of hiring, or the Mayor has determined the employee is guilty of moral turpitude, gross incompetence, misfeasance or malfeasance in office.
7. The Director of Human Resource Management forwards approved requests to the Mayor or department director for final approval of payment from the department’s budget.
8. The Mayor or department director, or the Human Resources Director on their behalf, forwards the request to Accounting for payment.
City Policy: Employment, Hiring and Termination
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SALT LAKE CITY CORPORATION RELOCATION EXPENSE REIMBURSEMENT FORM | |||||||||
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Name (Last, First): |
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Soc Sec No: |
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Department: |
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Job Title: |
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Residence Procurement Expenses (Receipts Required) | |||||||||
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Airfare (or mileage @ .50/per mile) |
$ | ||||||||
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Lodging (maximum three days) |
$ | ||||||||
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Meals (maximum three days) |
$ | ||||||||
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Rental Car (maximum three days) |
$ | ||||||||
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Parking Fees |
$ | ||||||||
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Total Residence Procurement Expenses |
$ | ||||||||
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Moving Expenses (Receipts Required) | |||||||||
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Packing, appliance service, insurance, loading, shipment and unloading of normal household goods (attach three written, itemized estimates; choose lowest bid) |
$ | ||||||||
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Storage of household goods (30 days maximum) |
$ | ||||||||
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Family Relocation Expenses (Receipts Required) | |||||||||
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Airfare (or mileage @ .50/per mile) |
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$ |
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Lodging (maximum three days) |
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$ |
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Meals (maximum three days) |
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$ |
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Rental Car (maximum three days) |
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$ |
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Parking Fees |
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$ |
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Total Family Relocation Expenses |
$ | ||||||||
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Total of all Expenses (may not exceed $15,000 without prior approval) |
$ | ||||||||
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Employee signature below acknowledges obligation to repay expenses on prorated basis if leaving voluntarily or dismissed for misconduct within two years. Refer to employment policy and to relocation procedures for details. | |||||||||
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Employee Signature: |
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Date: |
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Department Head or CAO Signature: |
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Date: |
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Charge Expenses to: |
Cost Center: |
Obj Code: |
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Human Resource Director Signature: |
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Date: |
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Attach all receipts to this form. Requests submitted without a receipt will not be reimbursed. | |||||||||
Effective Date: