Guidelines on Implementing CSU Moving and Relocation Policy

Responsible Office: 

Human Resources-Academic Personnel Services

Applies to: 

New hires or employees required to change their place of residence due to the acceptance of a position with Humboldt State University.

Purpose of the Policy

The purpose of these guidelines is to advise HSU departments on how the CSU Policy on Moving and Relocation (HR2018-07 – Updated Moving and Relocation Policy and CSU Internal Procedures Governing Reimbursement for Moving and Relocation Expenses, April 23, 2018) shall be implemented.  The Chancellor’s Office requires campuses to review and update guidelines incorporating the provisions of HR2018-07.

Policy Details

The procedures outlined in HR2018-07 shall be used in accordance with the following guidelines to reimburse relocation travel expenses for new and current employees required to relocate in the best interests of HSU. 

HR2018-07 Policy Guidelines:

• Reimbursement of moving and relocation expenses is authorized, within budgetary constraints, as an incentive for employees with specialized skills needed by the campus to accept a position at HSU.
• Required authority for monetary thresholds for individual employee reimbursements:
  • Approval authority for reimbursement of authorized expenses up to $5,000 is delegated to Deans and Associate Vice President level directors
  •  Approval authority for reimbursement of authorized expenses greater than $5,000 and up to $10,000 is delegated to Vice Presidents
  • The President retains approval authority for reimbursement of authorized expenses greater than $10,000
  • Authorized reimbursement of moving and relocation expenses shall not exceed $75,000
    • Exceptions to the $75,000 cap must be approved by the President 
    • The President shall submit a written explanation to the Chancellor to justify any payment that exceeds $75,000
• Written authorization approving the amount of moving and relocation expenses shall be provided to individual employees prior to their move.  This correspondence shall include:
• A copy of HR2018-07 and these guidelines
• A statement that authorized moving and relocation expenses may result in taxable income to the employee pursuant to state and federal regulations.
• Exceptions for all moving and relocation reimbursements must be approved by the President
• Reimbursements for any tax liabilities incurred by an employee as the result of receiving reimbursement for relocation expenses is prohibited.

Human Resources-Academic Personnel Services

September 2019