One-way relocation assistance
STANFORD LINEAR ACCELERATOR CENTER Funded by the U.S. Department of Energy and, therefore all reimbursements for travel have to adhere to both DOE and Stanford University policies and guidelines.
ONE-WAY RELOCATION ASSISTANCE
New professional employees who are to be employed by the Stanford Linear Accelerator Center are eligible for the reimbursement of their relocation expenses when and to the extent agreed to by the Human Resources Department in its official offer letter.
| New Employees MUST USE A U.S. FLAG CARRIER TO THE EXTENT THAT SUCH SERVICE IS AVAILABLE - EVEN IF THIS SERVICE IS NOT THE LOWEST COST (Note: A U.S. carrier means the ticket has a U.S. carrier's flight number. A code-share agreement does not make a flight a U.S. carrier.) |
| U.S. Registered Ships Should Be Used For Shipping Personal And Household Effects When A Sailing Date Is Within Two Weeks Of Packing |
1. New employees may make transportation arrangements for themselves, their spouse/same-sex domestic partners, their dependent children living at home, and their personal household effects, or they may contact the SLAC Travel Reimbursement Office for assistance.
2. Actual transportation expenses by common carrier will be paid at the lowest logical rate, but not more than the day coach airfare by the most direct route for the employee and dependents, regardless of the mode of travel.
3. a. A new employee may travel to SLAC by private car if the Human Resources Department authorizes it in the offer letter.
- The employee is expected to maintain an average of 400 miles a day on trips of more than one day, except when prevented from doing so by circumstances beyond the new employee's control.
- Reimbursement will be at a rate of 50.5 cents a mile, plus road and bridge tolls if any, based on the actual driving distance by the most direct route to the destination - not more than the standard Rand-McNally highway mileage plus five percent.
- Odometer readings for both the beginning and the end of the trip are required.
b. Procedure: the primary car is usually expected to be driven from the employee's previous location to the SLAC area. If reimbursement is authorized for shipping or other reasonable means of moving a second car, the car must be shipped by the most economical means.
4. Reasonable reimbursement will be made for the cost of transportation to and from air, rail, or boat terminals. Shuttle service is available at all Bay Area terminals. If private car is used, reimbursement will be at the rate of 50.5 cents a mile, plus road and bridge tolls, if any.
5. No reimbursement will be made for shipping animals (other than household pets); boats; airplanes; vacation trailers; recreational vehicles; canned, frozen and bulk foodstuffs; wine; building supplies; plants; storage sheds; farm equipment; firewood.
6. SLAC will reimburse all or part of actual and reasonable costs for shipment of household and personal effects. Unless there are unusual circumstances, a reasonable weight allowance is 15,000 pounds[2].
7. The reimbursable cost of insurance for household and personal effects during shipping is 'all risk' replacement cost insurance, which should be arranged through the shipping agent or carrier.
8. The actual cost of packing, unpacking, crating and uncrating personal and household effects is allowed within the agreed weight limitations.
9. The cost of moving goods to and from storage is allowed subject to the agreed weight limitations. Storage is limited to sixty days.
10. Reasonable costs of disconnecting and connecting household equipment are reimbursable.
11. All or part of actual and reasonable costs for meals and lodging en route will be paid for the traveler and dependents. Federal per diem rates are used as a guide for establishing reasonable costs. (FY2008 rates are $119.00 for lodging and $59.00 for meals.)
12. After arriving at SLAC, and while searching for permanent living quarters, a new employee, spouse/same sex domestic partners and dependent children living at home are eligible for reimbursement of all or a reasonable part of actual expenses incurred. The following are guidelines of reasonableness[1]:
| Lodging | Meals and Incidental Expenses | |
| Employee | $119 | $59 |
| First dependent | $ 55 | $29 |
| Each additional dependent | $ 27 | $14 |
The maximum period for which this allowance will be given is:
| Employee with dependents | 15 days |
| Employee without dependents | 7 days |
13. If a rental car is pre-authorized by Employment, SLAC may pay up to a maximum of $150/week for two weeks. Stanford University provides self-insurance on rental cars so you should not purchase more. LDW, CDW, PAI, LAI, PEC, and other insurance waivers will not be reimbursed.
14. A new employee is expected to pay for relocation expenses and apply for reimbursement after reporting to work, unless arrangements are made with the Travel Reimbursement Office prior to relocation. SLAC will not pay directly any invoices relating to employee relocation under any other circumstances[2].
15. A new employee who would find it financially inconvenient to pay all travel expenses against later reimbursement should contact the Human Resources Department to make arrangements.
16. After reporting to work, a new employee claiming reimbursement must present original receipts and complete a Travel Expense Report of all expenses claimed. The expense report must be submitted within 30 days of relocation.
17. Repayment Provisions:
Employees who receive relocation assistance to accept a regular, full-time position will be required to reimburse SLAC for relocation assistance if they voluntarily leave SLAC for any reason (other than retirement) within twelve months from their date of hire. Reimbursement will be pro-rated according to the number of months an employee has worked at SLAC (for example, an employee who leaves after six months would be required to repay half the relocation allowance paid). Note that repayment of relocation allowances may have tax implications.
[1]These rates reflect those in effect as of this date. Actual reimbursement will be consistent with those published in the Stanford University Administrative Guide, 36.7R and the Federal Travel Regulations.
[2] Please contact SLAC's Travel Reimbursement Office (650) 926-2223 or 4346 for information with regard to the shipment of household and personal effects.
