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USA Operations Centers Relocation Benefits Overview May 2017
Not Applicable
Relocation benefits may be available, at the discretion of hiring management, for newly hired employees or existing employees who are moving as a result of a new position or job transfer.
If relocation benefits are included in the job offer, the benefit package the individual will receive is determined by the position he/she is leaving and position to which he/she is transferring.
There are no deviations from the set relocation benefit packages as detailed in the following chart (partial benefit packages are not available):
Please refer to the Relocation Tax Policy section of this manual or the Tax Liability section of the Relocation Guidebook for information regarding which benefits are reported as income, have tax withholding or are grossed-up.
Relocation benefits are offered at the discretion of hiring management.
Part-time employees are not eligible to receive relocation benefits unless they are transferring into a full-time position.
When two employees in one residence are offered relocation benefits to the same geographic location, and are married, only one employee is eligible to receive a relocation benefit package.
When two married employees are offered relocation benefits to different geographic locations, or to the same geographic location but with different effective dates, please contact the HREC for additional guidance.
Any funds owed to Joyner as a result of a prior relocation must be paid before relocation benefits are provided for a subsequent relocation.
Enterprise Commute Guidelines If relocation benefits are included with the job offer, the following Enterprise commute guidelines must be met in order to determine eligibility:
The distance from the employees current work location and new work location is greater than 10 miles; AND,
The distance from the employees current home address to the new work location is greater than 50 miles. (If the employeenis currently commuting in excess of 50 miles, the current commute distance shall be used for purposes of determining relocation benefit eligibility).
Office to office distance is determined using a straight line (geodesic) method of calculation.
Commute distance is measured from the employees primary home address to the new Joyner office location. A personal vehicle is used as the mode of transportation in calculating commute; i.e., the availability or use of public transportation is not considered in calculating distance.
Google is the company-approved mapping tool used to make initial determinations regarding commute distance. Commute distance is based on the Google mapping tool’s shortest distance (i.e., mileage). Subjective criteria such as temporary traffic conditions, seasonal weather conditions, preferred route, or personal issues are not considered.
Examples:
The distance from the employees current work location and new work location is not greater than 10 miles; AND:
An employee currently commutes 36 miles. The proposed new office location results in the employee commute changing to 58 miles. The distance from the employees current work location and new work location is not greater than 10 miles. Relocation benefits would not be available.
The distance from the employees current work location and new work location is greater than 10 miles; AND:
An employee currently commutes 20 miles. The proposed new office location results in the employees commute changing to 43 miles. The new commute distance is not greater than 50 miles. Relocation benefits would not be available.
An employee currently commutes 36 miles. The proposed new office location results in the employees commute changing to 58 miles. The distance exceeds the Enterprise guideline of greater than 50 miles. Relocation benefits may be provided.
An employees currently commutes 53 miles. The proposed new office location results in the employees commute changing to 51 miles. The employee current commute exceeds both the enterprise guideline and the new commute distance. Relocation benefits would not be available.
An employee currently commutes 53 miles. The proposed new office location results in the employees commute changing to 61 miles. The new commute distance exceeds the both the enterprise guideline and the current commute. Relocation benefits may be provided.
Mobile Workers/Proximity Workers: Business areas are responsible for determining if mobile workers must live within a specific territory, state, county, or city, or within a specific distance from a point on a map.
Notes: Moving constitutes a change in primary residence to another primary residence that is within a reasonable commuting distance to the new location.
If the primary residence established in the new location is not less than 50 miles from the new work location, Destination Closing Cost reimbursement does not apply, if applicable to the move type.
If relocation benefits are offered for a future move with the Company that includes relocation benefits, the primary residence must be within 50 miles of the new work location to be eligible.
Any exceptions to eligibility rules require business case approval from the hiring Executive Department Head and HREC Leadership.
*Marriage is defined as a legalized relationship under the laws of the state in which the relationship is registered, whether referred to as a marriage, civil union, or domestic partnership, regardless of the employee's current state of residence.
Timing of Relocation for Operations Employees
Relocation can be initiated once the final job offer is accepted, but no more than 120 days prior to the effective date or report date in the new location (whichever is later). The recommended timeline is 60 - 120 days prior.
The Relocation Initiation Request form should not be completed until the employee is ready to start the relocation process.
Delayed move - If the employee is not prepared to initiate the relocation process prior to the effective date or report date in the new location (whichever is later), hiring management approval is required to delay receipt of the relocation benefit package. The length of the delay is management’s discretion.
Relocation Expenses Relocation expenses are charged to the hiring department except in the case of transition moves which are typically charged to the releasing department.
Relocation Agreement The Relocation Agreement is part of the Relocation Initiation Request Form and must be accepted before benefits are released.
The Relocation Agreement requires the repayment of relocation benefits and expenses under certain conditions.
Note: Any exceptions to the terms of the Relocation Agreement require business case approval from the hiring Executive Department Head and HREC Leadership.
The Relocation Payback Agreements are based on move type:
External New Hire - Professional Technical
External New Hire - Management/Specialized Professional Technical
External New Hire - Executive
Please refer to the Relocation Agreement Payback Procedures in this chapter for more information.
Upon receipt of the “Starting a Relocation” email, the employee should complete the Relocation Initiation Request form and submit to their Recruiter (cc'd on the "Starting a Relocation" email). Do not mark the form “Private” as doing so may impede processing.
Joyner encourages individuals to evaluate the impact relocation benefits may have on their personal income tax scenario (e.g., state taxes, real estate taxes, deductions, etc.). Joyner does not provide tax advice. Consultation with a tax professional is highly recommended.
The supervisor contacts Human Resources to establish the effective date of transfer/appointment date. Note: For individuals accepting employment opportunities the effective date of transfer should be the first day of a pay period. It is recommended that this date be no less than 60 days from the selection date.
Exceptions to relocation policy must be approved by HREC Relocation Unit.
Employees who initiate the Relocation process have agreed to the payback terms identified in the Relocation Agreement.
If you determine an employee is not in compliance with the terms of the relocation agreement during the first 12 months, please refer to the Relocation Agreement Payback Procedures in this chapter for more information.
The Recruiter should determine if Enterprise commute distance guidelines have been met prior to indicating relocation benefits are included with the job offer. (See Enterprise Commute Guidelines)
Google Maps is the company-approved mapping tool used to make initial determinations regarding commute distance. Commute distance is based on the Google mapping tool’s shortest distance (i.e., mileage). Subjective criteria such as temporary traffic conditions, seasonal weather conditions, preferred route, or personal issues are not considered.
To begin the relocation process for transfers that include relocation benefits:
The Recruiter in the receiving office will send the Joyner Form “Starting a Relocation” to the transferring employee in the following situations:
Any job offers not processed through the Career Center (see direction below for job offers processed through the Career Center)
Executive Transfers
Delayed moves
All External New Hires - Recruiters will continue to submit the New Hire Initiation Request (For Recruiter Use Only) for all New Hires receiving Relocation Benefits.
The employee will complete the Relocation Initiation Request form and submit to the Recruiter in the receiving location.
Upon receipt of the relocation initiation form, the Recruiter will select forward/edit and provide the following information in Section 2 of the document, and submit to the HREC Relocation Unit for processing:
New annual gross salary (final base salary effective in the new location), including the following, if applicable:
Promotional increase or salary change
Geographical salary adjustments
Adjustment to bring salary within new salary range
Releasing legacy department number (employees current department #)
Receiving legacy number (department # to charge relocation expenses, with the exception of transition moves)
Payroll effective date (must be the beginning of a pay period)
Type of Transfer (promotion, lateral, job change)
Note: For mobile workers/proximity workers, please indicate in the comments section of the initiation form if the employee is transferring to/from mobile/proximity worker position.
For job offers processed through Career Center, the HREC will send the Joyner Form “Starting a Relocation” to the transferring employee when the job offer is processed through the internal application process (Career Center).
The employee will complete the Relocation Initiation Request form and submit to the Recruiter in the receiving location.
Upon receipt of the relocation initiation form, the Recruiter will select forward/edit and provide the following information in Section 2 of the document, and submit to the HRSEC Relocation Unit for processing:
New annual gross salary (final base salary effective in the new location), including the following, if applicable:
Promotional increase or salary change
Geographical salary adjustments
Adjustment to bring salary within new salary range
Releasing legacy department number (employees current department #)
Receiving legacy number (department # to charge relocation expenses, with the exception of transition moves)
Payroll effective date (must be the beginning of a pay period)
Type of Transfer (promotion, lateral, job change)
Note: For mobile workers/proximity workers, please indicate in the comments section of the initiation form if the employee is transferring to/from mobile/proximity worker position.
Location Cost Differential (LCD) Potential Results - Recruiters may request LCD comparisons for employees in the interview process, or prior to the employee's decision to accept a job offer with relocation benefits.
LCD Potential Results should not requested if an employee has accepted an offer to relocate.
Request for Potential Location Cost Differential - LCD (For Recruiter Use Only)
Employees who initiate the Relocation process have agreed to the payback terms identified in the Relocation Agreement. If you determine an employee is not in compliance with the terms of the relocation agreement during the first 12 months, please refer to the Relocation Agreement Payback Procedures in this chapter for more information.
Contact the HREC - Relocation to advise of the event. The HREC will review the reason the employee is non-compliant with the terms of the Relocation Agreement and proceed accordingly. Note: Prompt notification of termination or retirement is needed if monies are to be collected prior to the employees last work day.
Once FS has compiled all costs incurred, prorating may be necessary pursuant to the relocation agreement. Using a monthly (full 30 days) prorating process, FS will calculate the amount of benefits to be returned and contact the employee to set up collection. Example: Employee's effective date is 2/10/18 and the employee terminates 5/3/18. Employee would retain 2/12ths of the benefits received
If $3,000 move allowance were released; $2,500 must be returned.
If $2,200 was paid for moving Household Goods; $1,833 must be returned.
Note: Any exceptions to the terms of the Relocation Agreement require business case approval from the Hiring Department Head and HREC Leadership.
Contact the employee within three business days of receipt of the Relocation Initiation Form.
Authorize applicable relocation payments.