Relocation

UH Hilo > Business Office > Easy Reference Guides

*** This is only a general guide for UH Hilo which can change at any time.

For formal Relocation Policies and Procedures go to: www.hawaii.edu/svpa/apm/disb/A8863.pdf

For BU collective bargaining contracts go to: www.hawaii.edu/ohr/docs/collbarg.htm

Ceiling: Relocation ceiling limit is $8000.
Letter of Offer: Submit letter of offer that reflects what the new Appointee is entitled.
Airfare:  Original ticket stubs/itinerary/invoice required.
(Proof of payment required)

Airfare for

Domestic Partner:

Submit the “Declaration of Domestic Partnership” form.

This is a Deductible/Non-Taxable expense with the form.

See www.hawaii.edu/svpa/apm/disb/A8863.pdf , page 10 for the form.
Shipping:
  1. Original Bill of Lading is required.
    (Proof of payment required)
  2. Original Packing/Inventory lists are required if theshipping company packed the container.
  3. 3 shipping quotes are required. (The actual shipping company can be used as one of the quotes.)
  4. Shipping Insurance is allowed and Deductible/Non-Taxable.
  5. Pets: Only Shipping costs are allowable and Deductible/Non-Taxable. (Quarantine expenses are not allowable claims)
Mileage:
  1. Allowed from former home to shipping dock.
  2. Disallowed from Hilo dock to new home.
  3. MapQuest print-out reflecting miles traveled is required.
Meals: Meals are disallowed.
Storage Fees:

Storage of personal effects:

  • First 30 days are Deductible/Non-Taxable.
  • 31st day and thereafter are Non-Deductible/Taxable.
Final/Partial Payments:
  1. Deadline to submit relocation claims is 1 year from Appointment start date.

  2. Partial payments require a justification stating reason(s) why partial claims are necessary.

        
Car rentals: Car rentals in Hawaii the FIRST DAY of arrival only is Deductible/Non-Taxable.
Lodging: Lodging in Hawaii the FIRST DAY of arrival only is Deductible/Non-Taxable.
Temp. BOR Appointee: A temporary BOR appointee in a temporary BOR position with an appointment period of AT LEAST 1 YEAR is entitled to claim relocation expenses.

Chancellor's Prior Approval Required For:

  1. ALL Non-Deductible/Taxable Expenses.  Also, written justifications are required for ALL Non-Deductible/Taxable Expenses.
  2. Excess Allowance:
    1. Claims exceeding $8000 requires Chancellor’s approval.
    2. Justification for Excess Allowance is required.  See APM
      (A8.863.863 p 6 of 13) for criteria that must be used as guidelines.
  3. Exception Allowance:
    1. CAR RENTAL from the second day of arrival and thereafter is Non-Deductible/Taxable.
    2. LODGING from the second day of arrival and thereafter is Non-Deductible/Taxable.
    3. Justification for Exception Allowance is required.  See APM (A8.863.863 p 6 of 13) for criteria that must be used as guidelines.