{"id":6391,"date":"2026-07-02T14:04:01","date_gmt":"2026-07-02T22:04:01","guid":{"rendered":"https:\/\/hr.uw.edu\/talent\/sample-page\/employee-relocation-incentive\/"},"modified":"2026-07-03T12:31:28","modified_gmt":"2026-07-03T20:31:28","slug":"employee-relocation-incentive","status":"publish","type":"page","link":"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/","title":{"rendered":"Employee relocation incentive"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 ez-toc-wrap-left counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title ez-toc-toggle\" style=\"cursor:pointer\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #000000;color:#000000\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #000000;color:#000000\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/#Lump-sum-relocation-incentive-payment\" >Lump sum relocation incentive payment<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/#Payment-limit-and-exceptions\" >Payment limit and\u00a0exceptions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/#Relocation-of-current-employees\" >Relocation of current employees<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/#Repayment\" >Repayment<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/#Moving-expenses\" >Moving expenses<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/#Taxation\" >Taxation<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/#Employment-offer\" >Employment offer<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/#Frequently-Asked-Questions\" >Frequently Asked Questions<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-4'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/hiring-and-recruiting-policies\/employee-relocation-incentive\/#Related-policy-links\" >Related policy links<\/a><\/li><\/ul><\/nav><\/div>\n<h4><span class=\"ez-toc-section\" id=\"Lump-sum-relocation-incentive-payment\"><\/span>Lump sum relocation incentive payment<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>As authorized by <a href=\"https:\/\/policy.uw.edu\/directory\/aps\/section-30-fiscal-management\/aps-34-2-lump-sum-relocation-payment\/\">UW APS 34.2<\/a>, the administrative official with delegated authority may approve a lump sum relocation incentive payment when necessary to recruit a new employee or to retain a current employee who will have to make a domiciliary move in order to accept a University position. Lump sum relocation incentive payments must be made from the organization\u2019s existing resources.<\/p>\n<p>Authority to approve lump sum relocation incentive payments is as follows:<\/p>\n<ul>\n<li>For faculty and academic personnel appointees: the dean or chancellor<\/li>\n<li>For professional staff, contract classified staff, and other civil service exempt regular staff: the dean, chancellor, vice president, medical center associate administrator, or other position with equivalent administrative authority<\/li>\n<li>For classified non-union staff: the University President has final approval authority (<a href=\"https:\/\/apps.leg.wa.gov\/WAC\/default.aspx?cite=357-28-310\">WAC 357-28-310<\/a>)<\/li>\n<\/ul>\n<p>Appointing authorities may establish procedures that their units must follow to obtain approval for relocation incentive payments.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"Payment-limit-and-exceptions\"><\/span>Payment limit and\u00a0exceptions<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Relocation incentive payment in excess of $50,000 or 25% of the employee\u2019s first year full-time annualized salary, whichever is greater, requires advance approval as follows:<\/p>\n<ul>\n<li>For faculty and academic personnel appointees: the Provost and Executive Vice President for Academic Affairs<\/li>\n<li>For professional staff, contract classified staff, and other civil service exempt regular staff: the Vice President for Human Resources or designee<\/li>\n<li>For classified non-union staff: the University President has final approval authority (<a href=\"https:\/\/apps.leg.wa.gov\/WAC\/default.aspx?cite=357-28-310\">WAC 357-28-310<\/a>)<\/li>\n<\/ul>\n<h4><span class=\"ez-toc-section\" id=\"Relocation-of-current-employees\"><\/span>Relocation of current employees<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>UW employees who must relocate to another geographic location (either in the US or internationally) as part of their University employment are eligible to receive a lump sum relocation incentive payment under the following conditions:<\/p>\n<ol>\n<li>The employee will establish residence at the new location.<\/li>\n<li>The relocation will last for a minimum of six months.<\/li>\n<li>An employee who has a position that requires living in another geographic location, with periodic return stays to the campus where the regular position is held can only receive one lump sum relocation incentive payment.<\/li>\n<li>An employee who has received a lump sum relocation incentive payment may become eligible to receive another lump sum relocation incentive payment if the employee must make a domiciliary relocation to move to a different geographic location for a minimum of six months.<\/li>\n<li>An employee who has received a lump sum relocation incentive payment upon initial position to a University position may not receive an additional lump sum relocation incentive payment due for relocating to a different geographic location within 12 months of the initial position if the need to relocate was known at the time of the initial University position.<\/li>\n<\/ol>\n<h4><span class=\"ez-toc-section\" id=\"Repayment\"><\/span>Repayment<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>The full amount of the relocation incentive payment must be repaid to the University if within one year of the date of appointment the employee voluntarily terminates employment or engages in behavior that makes termination of employment necessary. Termination of employment as a result of layoff, disability separation, or other good cause as determined by the Provost or Vice President for Human Resources (or their respective designees) does not require repayment of the relocation compensation.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"Moving-expenses\"><\/span>Moving expenses<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Relocation incentive payment is not a substitute for or an alternative to the payment of moving expenses incurred by new or transferred employees authorized by <a href=\"https:\/\/policy.uw.edu\/directory\/aps\/section-30-fiscal-management\/aps-34-1-payment-of-moving-expenses-incurred-by-new-or-transferred-employees\/\">UW APS 34.1<\/a>. As determined by the employing official and approved by the designated authority, a prospective employee may:<\/p>\n<ul>\n<li>be reimbursed for moving expenses only; or,<\/li>\n<li>receive a relocation incentive payment only; or,<\/li>\n<li>receive a relocation incentive payment and be reimbursed for moving expenses; or,<\/li>\n<li>receive no moving expense reimbursement or relocation incentive payment.<\/li>\n<\/ul>\n<h4><span class=\"ez-toc-section\" id=\"Taxation\"><\/span>Taxation<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<p>Federal law requires that employees pay payroll taxes on lump sum relocation incentive and moving expense\u00a0payments.\u00a0UW reports\u00a0these payments on the W-2 form.\u00a0Employees may wish to seek advice from a tax professional.<\/p>\n<h4><span class=\"ez-toc-section\" id=\"Employment-offer\"><\/span>Employment offer<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<ol>\n<li>As the employing official, you may discuss the relocation incentive payment with the successful job candidate, but you must inform the candidate that payment is contingent on approval by the authorized official and that payment can only be made after the individual is appointed and on the payroll. Under no circumstances can payment be made in advance of the individual\u2019s position and placement on the payroll.<\/li>\n<li>Upon receiving final approval, you may present the relocation incentive offer to the candidate.<\/li>\n<li>Prepare the draft job offer letter which must include the following statement:<\/li>\n<\/ol>\n<p>\u201cThis offer includes a relocation incentive payment in the amount of $______. Acceptance of this offer confirms your understanding that the full amount of the relocation incentive payment must be repaid to the University if within one year of the date of your appointment you voluntarily terminate University employment or if you engage in behavior that makes termination of employment necessary. In addition, acceptance of this offer may have tax consequences for you, and necessary payroll deductions will be taken from the relocation incentive payment. If you have questions about the tax implications of the relocation incentive payment, you may wish to consult a tax professional for advice.\u201d<\/p>\n<h5>Process payment &#8211; Medical Centers staff<\/h5>\n<ol>\n<li>Complete the [form id=&#8221;3691&#8243; site=&#8221;4&#8243;] and forward it for approval according to the form\u2019s instructions.<\/li>\n<li>Medical Centers Human Resources will facilitate the processing of relocation incentive payment requests for medical centers employees.<\/li>\n<\/ol>\n<h5>Process payment &#8211; Campus staff<\/h5>\n<ol>\n<li>To initiate payment, follow the <a href=\"https:\/\/employeehelp.workday.uw.edu\/user-guides\/request_one_time_payment_sc\/\">Request One Time Payment \u2013 Staff Campus\u00a0<\/a> user guide.<\/li>\n<li>If your request meets the criteria of \u201cexceptional payment\u201d as outlined above, or is a request for a classified non-union employee, also complete the [form id=&#8221;3694&#8243; site=&#8221;4&#8243;]\u00a0and forward it for approval according to the form\u2019s instructions.\n<ol type=\"A\">\n<li>The form will be routed to the appropriate approver by a Recruiting Office Partner.<\/li>\n<li>Once a decision is made by the approver a Recruiting Office Partner will complete the approval process in Workday.<\/li>\n<\/ol>\n<\/li>\n<\/ol>\n<h4><span class=\"ez-toc-section\" id=\"Frequently-Asked-Questions\"><\/span>Frequently Asked Questions<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<div id=\"accordion\" class=\"uwhr-accordion\">\n<div class=\"panel panel-default\">\n<div id=\"headingOne\" class=\"panel-heading\">\n<h5 class=\"panel-title\"><a class=\"panel-link collapsed\" href=\"#collapseOne\" data-toggle=\"collapse\" data-parent=\"#accordion\">Does occasional travel with extended stays in another location, like teaching a quarter abroad, qualify for lump sum relocation incentive payment?<i class=\"fa panel-title-icon\"><\/i><\/a><\/h5>\n<\/div>\n<div id=\"collapseOne\" class=\"panel-collapse collapse\">\n<p>No.<\/p>\n<\/div>\n<\/div>\n<div class=\"panel panel-default\">\n<div id=\"headingTwo\" class=\"panel-heading\">\n<h5 class=\"panel-title\"><a class=\"collapsed panel-link\" href=\"#collapseTwo\" data-toggle=\"collapse\" data-parent=\"#accordion\">Can a lump sum relocation incentive payment be used for an employee who is taking professional leave or on sabbatical?<i class=\"fa panel-title-icon\"><\/i><\/a><\/h5>\n<\/div>\n<div id=\"collapseTwo\" class=\"panel-collapse collapse\">\n<p>No.<\/p>\n<\/div>\n<\/div>\n<div class=\"panel panel-default\">\n<div id=\"headingSeven\" class=\"panel-heading\">\n<h5 class=\"panel-title\"><a class=\"collapsed panel-link\" href=\"#collapseSeven\" data-toggle=\"collapse\" data-parent=\"#accordion\">Is there a minimum distance for a domiciliary move that would make an employee eligible for a relocation incentive payment?<i class=\"fa panel-title-icon\"><\/i><\/a><\/h5>\n<\/div>\n<div id=\"collapseSeven\" class=\"panel-collapse collapse\">\n<p>The law does not establish a minimum distance. However the University does not approve relocation incentive payments where changing residences is a matter of employee choice or preference, but is not required by the acceptance of an position.<\/p>\n<\/div>\n<\/div>\n<div class=\"panel panel-default\">\n<div id=\"headingThree\" class=\"panel-heading\">\n<h5 class=\"panel-title\"><a class=\"collapsed panel-link\" href=\"#collapseThree\" data-toggle=\"collapse\" data-parent=\"#accordion\">Can a lump sum relocation incentive payment be paid in advance of a move?<i class=\"fa panel-title-icon\"><\/i><\/a><\/h5>\n<\/div>\n<div id=\"collapseThree\" class=\"panel-collapse collapse\">\n<p>There can be no advance payment of a lump sum relocation incentive payment. The payment is only made after the individual is on the payroll. In addition, lump sum relocation incentive payments are treated as salary and are fully taxable.<\/p>\n<\/div>\n<\/div>\n<div class=\"panel panel-default\">\n<div id=\"headingFour\" class=\"panel-heading\">\n<h5 class=\"panel-title\"><a class=\"collapsed panel-link\" href=\"#collapseFour\" data-toggle=\"collapse\" data-parent=\"#accordion\">Can a lump sum relocation incentive payment be paid out over time, for example to reduce tax consequences to the employee?<i class=\"fa panel-title-icon\"><\/i><\/a><\/h5>\n<\/div>\n<div id=\"collapseFour\" class=\"panel-collapse collapse\">\n<p>No.<\/p>\n<\/div>\n<\/div>\n<div class=\"panel panel-default\">\n<div id=\"headingFive\" class=\"panel-heading\">\n<h5 class=\"panel-title\"><a class=\"collapsed panel-link\" href=\"#collapseFive\" data-toggle=\"collapse\" data-parent=\"#accordion\">Can a person receive multiple lump sum relocation incentive payments for a situation like the following: The employee received a lump sum relocation incentive payment to relocate to another geographic location, but the employee must return periodically to the Seattle area for work stays of several weeks or months, after which the employee goes back to the site of the original relocation?<i class=\"fa panel-title-icon\"><\/i><\/a><\/h5>\n<\/div>\n<div id=\"collapseFive\" class=\"panel-collapse collapse\">\n<p>No. A lump sum relocation incentive payment may only be paid upon appointment to a position and cannot be used as described in the preceding example.<\/p>\n<\/div>\n<\/div>\n<div class=\"panel panel-default\">\n<div id=\"headingSix\" class=\"panel-heading\">\n<h5 class=\"panel-title\"><a class=\"collapsed panel-link\" href=\"#collapseSix\" data-toggle=\"collapse\" data-parent=\"#accordion\">When does an employee who has received one lump sum relocation incentive payment again become eligible to receive another relocation incentive payment?<i class=\"fa panel-title-icon\"><\/i><\/a><\/h5>\n<\/div>\n<div id=\"collapseSix\" class=\"panel-collapse collapse\">\n<p>An employee who has received a lump sum relocation incentive payment becomes eligible to again receive a lump sum relocation incentive payment when that employee must make a work-related move to another geographic location and establish a new residence for a period of at least six months.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<h4><span class=\"ez-toc-section\" id=\"Related-policy-links\"><\/span>Related policy links<span class=\"ez-toc-section-end\"><\/span><\/h4>\n<ul>\n<li><a href=\"https:\/\/policy.uw.edu\/directory\/aps\/section-30-fiscal-management\/aps-34-2-lump-sum-relocation-payment\/\">UW APS 34.2<\/a><a href=\"https:\/\/www.washington.edu\/admin\/rules\/APS\/34.01.html\"> \u2013 <\/a><a href=\"https:\/\/www.washington.edu\/admin\/rules\/APS\/34.02.html\">Lump Sum Relocation Payment<\/a><\/li>\n<li><a href=\"https:\/\/policy.uw.edu\/directory\/aps\/section-30-fiscal-management\/aps-34-1-payment-of-moving-expenses-incurred-by-new-or-transferred-employees\/\">UW APS 34.1 \u2013 Payment of Moving Expenses Incurred by New or Transferred Employees<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Read the details involved in authorizing lump sum relocation compensation and payment of moving expenses when it is a necessity in successfully recruiting or retaining a qualified candidate.<\/p>\n","protected":false},"author":49,"featured_media":0,"parent":6400,"menu_order":10,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"no","footnotes":""},"class_list":["post-6391","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages\/6391","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/users\/49"}],"replies":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/comments?post=6391"}],"version-history":[{"count":1,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages\/6391\/revisions"}],"predecessor-version":[{"id":6466,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages\/6391\/revisions\/6466"}],"up":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages\/6400"}],"wp:attachment":[{"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/media?parent=6391"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}