To establish the relocation expenses to be reimbursed when recruiting qualified candidates.
This policy is established to assist in the recruitment of qualified candidates; it is not expected that every appointee will be authorized payment of relocation expenses.
Empire State College has the authority to reimburse actual and necessary moving and travel expenses to employees. Reimbursement of moving expenses is not mandatory. The college maintains the right to authorize reimbursement of relocation expenses for employees.
The determination of who is to receive such reimbursement and the amounts of such reimbursement is discretionary and determined by the assistant vice president for Administration or designee. No offers of reimbursement should be made prior to such consultation with the vice president/ center dean /assistant vice president in the hiring area.
These guidelines apply to all centers except as noted below for the Center for International Programs. Reimbursement of travel and moving expenses shall be payable from the college’s (state-operating, IFR, SUTRA) budget.
* The hiring vice president may recommend moving expense reimbursement up to $2,500 for other high-level, high-demand professional positions. Requests will be in writing to the president; approval of these requests will be at the discretion of the president.
These maximum rates are annually reviewed and revised as appropriate.
Payment is subject to budget availability.
Reimbursement of eligible expenses at a rate higher than noted in the chart requires the president’s authorization.
Appointees eligible for reimbursement shall be reimbursed for actual and necessary moving and travel expenses incurred provided that claim for such payment, including receipts, is made within one year of the effective date of the appointment. An eligible appointee may be reimbursed for:
In the event that an appointee resigns or voluntarily separates within one year of the effective date of appointment to the college, the vice president for administration shall arrange to collect from the appointee monies for relocation expenses and transmit such monies to the state treasurer in accordance with the provisions of Section 121 of the State Finance Law. Whenever possible, the college will deduct the relocation expenses from the final vacation paycheck. When the campus is unable to collect such monies, the claim shall be transferred to the New York state attorney general who shall take whatever action is necessary to collect the monies advanced.
The process for requesting reimbursement is initiated through submission of Request for Reimbursement for Moving Expense Agreement (Form AC-1099).
Standard voucher formwww.osc.state.ny.us/agencies/ac92standvou.pdf
Request for reimbursement of moving expense Form AC-1099http://www.osc.state.ny.us/agencies/forms/ac1099s_fe.pdf