Template
Effective Date: [Insert Date]
Last Revised: [Insert Date]
Purpose
This employee Relocation Policy provides guidelines and support for employees required to relocate due to business needs. It outlines the relocation benefits, procedures, and expectations to ensure a smooth and efficient transition for both the employee and [Company Name].
Scope
This policy applies to all full-time and part-time employees of the company who are offered a relocation package as part of their employment terms. It covers domestic and, where applicable, international relocations.
Eligibility
Employees may be eligible for relocation assistance under the following circumstances:
- Job Transfer: Employees who are required to move to a different geographic location due to a job transfer initiated by the company.
- Promotion: Employees who accept a promotion that necessitates a location change.
- New Hires: New employees offered a relocation package as part of their employment agreement.
- Other Situations: Special circumstances as determined by management.
Relocation Benefits
[Company Name] offers a comprehensive relocation package that may include the following benefits, depending on the individual situation:
- Travel Expenses: The employee and immediate family will be reimbursed for travel costs to the new location, including airfare, mileage, and lodging.
- Moving Expenses: Coverage of costs related to the transportation of household goods, including packing, shipping, and insurance.
- Temporary Housing: Provision or reimbursement for temporary housing in the new location for a specified period, typically up to [X] days.
- Home Sale/Purchase Assistance: Assistance with the sale of the employee’s current home and/or the purchase of a new home, including real estate fees, closing costs, and temporary housing.
- Settling-In Allowance: A one-time allowance to cover miscellaneous expenses related to the move, such as utility setup, driver’s license fees, and other relocation-related costs.
- Tax Assistance: Guidance and support for understanding the tax implications of relocation expenses, with possible gross-up payments to offset additional tax liabilities.
- Spousal/Partner Employment Assistance: Support for the employee’s spouse or partner in finding employment in the new location, including job search assistance or career counseling.
Relocation Procedure
- Approval: The HR department and the employee’s direct manager must approve all relocation requests and benefits. Approval is based on business needs and budget considerations.
- Relocation Agreement: Employees eligible for relocation assistance must sign a Relocation Agreement outlining the terms and conditions of the relocation package, including any repayment obligations if the employee leaves the company within a specified period after the move.
- Relocation Coordinator: An HR-designated relocation Coordinator will assist the employee throughout the relocation process, including coordinating with moving companies, temporary housing providers, and other service providers.
- Timeframe: Employees are expected to complete their relocation within [X] months of accepting the relocation offer. Extensions may be granted on a case-by-case basis.
Repayment of Relocation Expenses
If an employee voluntarily resigns or is terminated for cause within [X] months of their relocation, they may be required to repay a portion or all of the company's relocation payouts. The repayment terms will be outlined in the Relocation Agreement.
Tax Considerations
Relocation benefits may be subject to federal, state, and local taxes. the company will provide tax assistance or gross-up payments as necessary, but employees are encouraged to consult with a tax advisor to understand their individual tax obligations.
Exceptions
Any exceptions to this policy must be approved in writing by the HR department and senior management. Special circumstances or unique situations will be considered on a case-by-case basis.
Policy Review
This policy will be reviewed annually and updated to meet current business needs and legal requirements.
Contact Information
If you have questions, need additional information, or need assistance with the relocation process, please contact [HR Department/Relocation Coordinator Name] at [Contact Information].
Acknowledgment of Receipt
I, [Employee Name], have received, read, and understood the Employee Relocation Policy.
Signature: _________________________
Date: ______________________________