Sec. 40.05. - Policy for relocation expenses.
(a) Generally. An appointing officer, with approval from the director of the office of human resources, may enter into an agreement with the appointee or employee for relocation expenses if the appointee/employee incurs a move of over two hundred (200) miles as a result in the change of employment.
(b) Preagreement. Prior to the relocation, the appointing officer and the employee will execute a written agreement describing the specific expenses and limitations which will be eligible for reimbursement. The section below regarding reimbursable expenses will be used as a guideline for developing this written agreement. Expenses not covered by this guideline will need to be approved by the director of the office of human resources prior to the execution of the written agreement. The appointee or employee must agree to remain in city employment and to live in the City of Saint Paul for the duration of employment with the city.
(c) Authorization. The preagreement will be prepared based on an administrative order authorized by the director of the office of human resources for the payment of relocation expenses. The director of the office of human resources and the appointing officer will consider existing guidelines and the individual circumstances in determining reasonable amounts and categories of reimbursement. The amount of reimbursement may not exceed ten thousand dollars ($10,000.00), unless the city council approves additional amounts due to special circumstances. All amounts of reimbursement must be included in the budget of the office or department affected.
(d) Reimbursable expenses. Reimbursement for an unclassified appointed employee may include, but is not limited to, the following:
(1) Travel expenses of employee for up to two (2) house hunting visits if the move is greater than two hundred (200) miles one way. If travel is by privately owned vehicle, the reimbursement rate will be at the current federal allowable mileage rate.
(2) Travel expenses of employee to the new location.
(3) Expenses for alcoholic beverages are not reimbursable.
(4) The cost of packing and moving household goods and personal effects.
(5) Temporary storage not to exceed ninety (90) days.
(6) Temporary living expenses not to exceed ninety (90) days.
(e) Advances. Advances for moving expenses are available after the preagreement has been executed and not less than ten (10) days before eligible expenses are incurred. Advances are to be reconciled with actual expenses with a balance either refunded by or paid to the employee within thirty (30) days of payment. In the event there is a failure of the employee to reconcile the advance, the finance department-accounting division is authorized to recover the advance with payroll adjustment.
(f) Receipts required. Original copies of receipts are to be submitted for airline tickets, hotel/motel receipts, moving and packing invoices, temporary storage receipts. In general, receipts are required for all reimbursable items except meals during the relocation.
(g) Tax implications. IRS regulations require certain reimbursements to be included on individual taxable earnings. It will be the finance department's responsibility to include these items as appropriate on employees' W-2 taxable earnings.
(Ord. No. 17327, § 1, 1-21-86; Ord. No. 17909, § 1, 3-5-92; C.F. No. 04-144, § 3, 3-3-04)
