Relocation Procedure
When new faculty/post-docs are hired, they are often allotted an amount for relocation expenses in their offer letters. They are allowed one house-hunting trip in addition to their move. You should familiarize yourself with OSU Relocation Policy here:
https://hr.osu.edu/wp-content/uploads/policy230.pdf
When the faculty member arrives – they will turn in their receipts to their Admin. The admin. will then fill out the Relocation Request Form :
https://busfin.osu.edu/sites/default/files/relocreq.pdf
Next the Admin will request for a copy of their Offer Letter from Physics HR. Then they are ready to fill out the Relocation Check Request Form:
https://busfin.osu.edu/sites/default/files/reloccheckreq.pdf
The relocation check request should show the Pay Period # the reimbursement will appear in. For the gross amount – fill in the total of the expenses to be reimbursed up to the amount indicated in the offer letter. For example – if the faculty member has $12k in expenses but shows $10k in his offer letter for relocation, you would use $10k for the gross amount. Alternatively, if the offer letter shows $10k and the receipts total $4k, you would use $4k for the gross amount.
The faculty member will need to sign the Relocation Request Form once you’ve got it filled out.
Once you have completed the Relocation Request form and the Relocation Check Request forms you should scan them and upload them to the HR Intake box for your supervisor in Buckeye Box. Documents should be scanned in the following order:
Relocation Check Request Form
Relocation Request Form
All Receipts pertaining to the relocation
Offer Letter
Save this file as “Last Name, First Name_Relocation FY__Pd__
Your supervisor will review the documents and forward them to the Business Manager for signing. The Business Manager will then sign them and forward the package to Physics HR.
Admins should look for this amount during their monthly department reconciliation. Any discrepancies should be reported.