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Policy
MUNICIPALITY OF THE COUNTY OF KINGS
Relocation Assistance Policy
HR-06-018
Creation Date: February 2019
Approval Date: April 2, 2019
Revision Date:
Policy Category:
Human Resources
Next Review Date: February 2022
Replaces:
NIA
1. Purpose:
The Municipality of the County of Kings ("Municipality") is committed to attracting and
hiring the best talent. In certain circumstances it may be necessary to broaden the
search for suitable candidates for a position. In order to help attract candidates that may
need to relocate, the Municipality may offer relocation assistance under prescribed
requirements.
The purpose of this Policy is to provide criteria for the reimbursement of eligible
relocation expenses.
2. Objective
2.1
The objectives of this Policy are to:
3. Policy
a. Determine the eligibility criteria to receive relocation assistance;
b. Define the expenses that are eligible under this Policy; and
c. Outline additional stipulations pertaining to the provision of relocation
assistance.
3.1
Eligibility
3.1.1
The Chief Administrative Officer (CAO) may authorize the provision of
relocation assistance for a candidate under one or more of the following
conditions:
i.
The candidate is a part of the management team (manager level
and above);
ii.
The candidate has a necessary and required skill set that cannot
be recruited locally; or
iii.
There is a need to be competitive in order to attract a candidate
who will provide good value for the cost.
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3.1 .2
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Subject to 3.1.1, the candidate's primary place of residence must_ b~··. -\ :·.,?. '.':. ~ :;;, =-:.:._
located at minimum 75km driving distance from the Municipal office-fr(., '9 ':(.., · · · :-::., ·-~,
order to qualify for relocation assistance.
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MASTER
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Policy
MUNICIPALITY OF THE COUNTY OF KINGS
Relocation Assistance Policy
HR-06-018
3.2
Eligible Expenses
3.2.1
The following expenditures shall be eligible for reimbursement:
-
Costs related to packing, unpacking, and transportation of the
employee's household items
-
Short-term living expenses pending location of permanent
living quarters
-
Trips to Kings County to locate accommodations
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Cost of terminating unexpired leases
-
Rent to hold living quarters until move can be accomplished
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Real estate agents' fees or commissions associated with sale
of the employees home, and acquisition of a new home
-
Legal fees in regard to real estate transactions
3.2.2 The eligible expenditures outlined in 3.2.1 of this Policy are limited to
those real and reasonable costs limited to the employees' primary
residence.
3.2.3 The amount of relocation assistance to be reimbursed is subject to the
discretion of the CAO in consultation with the Mayor to a maximum of
$20,000.
3.2.4 The Municipality shall reimburse the cost of a one-way trip for the
employee, their spouse, and dependents from their current place of
residence to their new one. Travel expenses in this regard are subject to
provisions outlined in FIN-05-008: Business Expense Policy.
3.3
Selection of Moving Company
3.3.1
Where possible, at least three reputable transfer companies are to be
contacted for a complete quotation. Upon receipt they shall be turned
over to the CAO for review, selection, and to initiate the purchase order.
Payment will be made directly to the mover by the Municipality of the
County of Kings.
3.3.2
If the employee wishes to be moved by a firm other than that chosen by the
CAO, in accordance with the Policy herein, the employee will ,·be--··-:.-_.
responsible for the cost that exceeds that quotation chosen by the CAO.
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Policy
MUNICIPALITY OF THE COUNTY OF KINGS
Relocation Assistance Policy
HR-06-018
3.4
Repayment
3.4.1 All employees who receive relocation assistance will be required to sign a
repayment agreement (Schedule A). In the event that the employee
resigns within three (3) years of their hire date with the Municipality, the
employee will be required to repay the relocation expense according to
the following schedule:
O - 1st anniversary date of hire
1st - 2nd anniversary date of hire
2nd - 3rd anniversary date of hire
3rd anniversary date of hire +
4.
Responsibilities:
4.1
Council will:
75% of reimbursement amount
50% of reimbursement amount
25% of reimbursement amount
0% of reimbursement amount
a) ensure that the Municipality of the County of Kings has in place a
Relocation Assistance Policy; and
b) review, amend, and adopt changes to the Relocation Assistance Policy.
4.2
The Chief Administrative Officer will, either directly or through their designate:
a) administer and implement the Relocation Assistance Policy of the
Municipality;
b) identify necessary revisions to the Relocation Assistance Policy in
consultation with Council and managerial staff; and
c) ensure that staff are advised of the Relocation Assistance Policy as
located in the Policy Manual.
4.3
Employees will:
a) Be familiar with, and act in accordance with, the Relocation Assistance
Policy.
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Policy
MUNICIPALITY OF THE COUNTY OF KINGS
Relocation Assistance Policy
SCHEDULE A:
RELOCATION ASSISTANCE REPAYMENT AGREEMENT
HR-06-018
This Relocation Assistance Repayment agreement ("Agreement") is entered into by and
between the Municipality of the County of Kings ("the Municipality") and _______ _
("the Employee").
WHEREAS, the Municipality has offered to provide relocation assistance to the Employee;
WHEREAS, the Municipality is providing such relocation assistance to the Employee in
anticipation that the Employee will work for the Municipality for at least three (3) years so that
the Municipality recovers some of the benefit of the investment in the Employee's relocation;
WHEREAS, the Municipality and the Employee recognize that this Agreement is not intended to
constitute any type of employment agreement or guarant,ee of continued employment;
WHEREAS, the undersigned Employee understands that the Municipality would not provide
such relocation assistance unless the Employee intended to work for the Municipality and were
to agree to reimburse the Municipality in the event that the Employee voluntarily terminated his
or her employment prior three (3) years from the relocation;
NOW, THEREFORE, in consideration of the premises and the promise stated below, the
undersigned Employee agrees that;
1. The Municipality of the County of Kings intends to provide the following relocation assistance
to the Employee:
Date:
Relocation Assistance: $ --------
---------
2. If the Employee voluntarily terminates their employment with the Municipality within three (3)
years following the date of the relocation, the Employee agrees to reimburse the Municipality
the amount of the relocation assistance provided by the Municipality as determined by the
schedule shown below:
O - 1st anniversary date of hire
1st - 2nd anniversary date of hire
2nd - 3rd anniversary date of hire
3rd anniversary date of hire +
75% of reimbursement amount
50% of reimbursement amount
25% of reimbursement amount
0% of reimbursement amount
MASTER
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