Relocation Policy

Purpose

This policy provides guidance on the level of contribution that the University of Otago will make to an appointee's relocation expenses, for specifed appointments.

Organisational scope

This policy applies to all University of Otago relocation appointments.

Definitions

Appointee

the person accepting the appointment

Partner

the spouse, civil union partner or de facto partner of the appointee

Dependents

children of the appointee and/or their partner who are 18 years and under and reside with the appointee

Content

This policy provides guidance on the level of contribution that the University of Otago will make to an appointee's relocation expenses, for specified appointments. While the policy seeks to contribute to the appointee's relocation expenses, it does not attempt to cover all direct or indirect costs.

The University will pay approved expenses incurred by appointees and accompanying family member(s) for the following:

• Removal of effects
• Travel costs
• Accommodation assistance
• Immigration fees

1. Eligibility

The University will contribute to full policy relocation expenses for:

• Appointees who have been offered academic confirmation-path positions
• Certain permanent general staff positions

On a case-by-case basis, the University may provide a full policy or lump sum contribution (which may be by way of reimbursement) towards approved expenses for specified other positions. Approval for the payment of relocation benefits must be obtained prior to the actual relocation.

2. Removal of effects

The University will pay for the actual removal of personal and household effects, up to the following maximums:

Note that the University of Otago is not responsible for removal expenses in excess of the above defined allowances.

3. Storage

The University of Otago will pay the expense of storing household goods and personal effects for the first 14 days following arrival of the goods in New Zealand.

If the appointee is experiencing difficulty finding suitable housing and needs to extend their accommodation arrangements, the University of Otago may extend storage provisions for an additional 7 – 14 days, contributing up to 50% of the additional costs.

4. Insurance – Marine and In-Transit

The University will contribute to the insurance of the appointee's household and personal effects on a “door-to-door professionally packed” basis.

The maximum insurance contributions are outlined below:

International

Domestic

5. Travel expenses

The University of Otago will meet the actual expense of a one-way economy airfare for the appointee and travelling family members covered under the policy. In the spirit of the University's travel policy, flights arranged will be the most direct and economical flights available. Crown Management Services will make travel arrangements on behalf of the University.

a) International travel arrangements

On long distance flights, the University of Otago will pay the costs of one night's accommodation for the appointee and their family en-route, as well as airport transfers.

b) Domestic travel arrangements

1. Travelling by plane: The University of Otago will meet the actual expenses of a one-way economy airfare for the appointee and travelling family members covered under the policy.
2. Travelling by car: The University of Otago will meet actual reasonable expenses for the appointee and travelling family members covered under the policy.

6. Accommodation

The University of Otago will pay for accommodation (only) expenses for the first 14 days upon arrival in New Zealand.

If the appointee experiences difficulty finding suitable housing, the University may contribute up to 50% of accommodation (only) expenses for an additional 7 – 14 days.

7. Immigration

The University of Otago will pay one set of approved standard immigration expenses for the appointee and their family as per the following:

For those who have applied for Talent/Work Visa:

• Work permit/visa fees
• Medical examination fees
• Police clearance fees

For those who have applied for Permanent Residency:

• Expression of Interest fees
• Migrant Levy fees
• Medical examination fees
• Police clearance fees
• Residency fees

The appointee will be required to retain receipts for the above expenses. If the University has paid for Talen/Work Visa expenses, the cost of subsequent Permanent Residency is to be met by the appointee.

8. Settling in

The University of Otago has a wide range of information about moving to New Zealand and our respective campus locations. This information is located on our relocation website.

Appointees who relocate to the University of Otago will be provided with tailored information to assist them with settling in, including potential housing options, location information and any specific recreation information that the appointee is interested in. This information will be determined from a specialised one-on-one with a representative from Human Resources during the interview process.

Appointees who relocate may be given time to attend to affairs related to their relocation, at the discretion of their department head.

9. Resignation – repayment of relocation expenses

Where the appointee resigns within three years of accepting the appointment, or prior to the expiry of a shorter, fixed-term appointment, they must reimburse the University relocation-related expense paid on their behalf on a pro-rata basis.

The pro-rated amount will be calculated (based on length and expenditure incurred) and advised by Human Resources.

Immigration costs shall be paid in full if an appointee leaves the service of the University within three years of taking up appointment, or prior to the expiry of a shorter, fixed-term appointment.

10. Policy exclusions

A full list of policy exclusions are located in our Relocation Guidelines.

11. Out of policy requests

On a case-by-case basis, the University may consider requests out of policy, ultimate approval of the request rests with the Pro-Vice-Chancellor or Divisional Head. In these instances, the appointee will contact Human Resources with their request for consideration, prior to arrival in New Zealand. The University of Otago will not consider out of policy requests received once the appointee has commenced work. Any approval will be at the discretion of the University of Otago.

Related policies, procedures and forms

Relocation Guidelines for Appointees
Lump Sum Relocation Guidelines

Contact for further information

If you have any queries regarding the content of this policy or need further clarification, contact

Helen Mason
HR Services Manager
Email helen.mason@otago.ac.nz
Tel +64 3 479 8265