As authorized by Administrative Policy Statement 34.2, the administrative official with delegated authority may approve a lump sum relocation incentive payment when necessary to recruit a new employee or to retain a current employee who will have to make a domiciliary move in order to accept a University appointment. Lump sum relocation incentive payments must be made from the organization’s existing resources.
Authority to approve lump sum relocation incentive payments is as follows:
Appointing authorities may establish procedures that their units must follow to obtain approval for relocation incentive payments.
Relocation incentive payment in excess of 25% of the employee's annual salary requires advance approval of the provost for faculty, academic appointees, and librarians, or the Vice President for Human Resources for staff.
University faculty or staff who must relocate to another geographic location (either in the US or internationally) as part of their University employment are eligible to receive a lump sum relocation incentive payment under the following conditions:
The full amount of the relocation incentive payment must be repaid to the University if within one year of the date of appointment the employee voluntarily terminates employment or engages in behavior that makes termination of employment necessary. Termination of employment as a result of layoff, disability separation, or other good cause as determined by the Provost or Vice President for Human Resources (or their respective designees) does not require repayment of the relocation compensation.
Relocation incentive payment is not a substitute for or an alternative to the payment of moving expenses incurred by new or transferred employees authorized by Administrative Policy Statement 34.1. As determined by the employing official and approved by the designated authority, a prospective employee may:
Federal law requires that employees pay income tax on lump sum relocation incentive payments. The University reports lump sum relocation incentive payments on the W-2 form. Employees may be eligible to deduct moving expenses on year-end tax returns. Employees may wish to seek advice from a tax professional. The UW Payroll Office is prohibited from providing tax advice.
The Payroll Office deducts the following from all lump sum relocation incentive payments:
"This offer includes a relocation incentive payment in the amount of $______. Acceptance of this offer confirms your understanding that the full amount of the relocation incentive payment must be repaid to the University, if within one year of the date of your appointment you voluntarily terminate University employment, or if you engage in behavior that makes termination of employment necessary. In addition, acceptance of this offer may have tax consequences for you, and necessary payroll deductions will be taken from the relocation incentive payment. If you have questions about the tax implications of the relocation incentive payment, you may wish to consult a tax professional for advice."
Direct questions about relocation incentive payment to Academic Human Resources for faculty and academic appointees, the Dean of Libraries for librarians and your unit's HR Service team for professional or classified staff.