Relocation Policy

To all new staff members appointed to the University.

To support new staff members who need to relocate to take up employment with the University by:

• Enabling staff members to begin a new job with the minimum cost and disruption to home life.
• Ensuring the relocated staff member is effective in their new role as soon as possible.
• Assisting towards the reimbursement of expenses attributable to the relocation.
• Ensuring the costs incurred by the University are reasonable and relevant to the relocation.
• Enabling the University to attract and recruit talented candidates for critical roles.

The options for relocation and immigration assistance outlined in this policy are not to be deemed as entitlements. The University will determine the level of relocation costs and immigration assistance, if any, which will be provided to a new staff member.

Relocation and immigration costs reimbursement is not intended to cover all costs associated with relocating to a University location. They are to assist in meeting some of the related expenses that new staff members may incur.

Requests for exemptions from within the principles of the policy will be considered for approval by the HR Manager on a case-by-case basis.

Eligibility

1. For Academic staff members appointed to a continuation-path position and Professional staff members appointed at Remuneration Band K and above:

I. The University will provide relocation assistance, as covered within this policy and outlined below; as well as
II. Immigration assistance of up to NZ$5,000.

2. For any other positions, the University may provide relocation costs and immigration assistance of a fixed amount (reimbursed by submitting the original receipts) on a case-by-case basis, as approved by the Dean (Faculty)/Director (LSRI/Service Division).

3. The seniority and/or specialist skills required for the role should be considered when a fixed amount contribution is offered.

4. All airfare/travel, accommodation and rental car bookings, household removal and storage, including insurance, should be arranged through the University’s preferred Travel and Relocation service providers. Any other pre-approved (by the Dean (Faculty)/Director (LSRI/Service Division)) incidental costs can be reimbursed by submitting the original receipts to the staff member’s hiring unit (Faculty/LSRI/Service Division) upon arrival.

Note: Please contact HR Advisory or the Talent and Recruitment consultant for further advice on case-by-case contributions.

5. If a staff member has received payment towards relocation costs and immigration assistance and resigns before completing three years of employment, a proportionate refund (pro-rated per year of service) of the relocation and immigration support provided will be required to be paid by the staff member.

Note: Decision and discretion in relation to refunds sit with the Dean (Faculty)/Director (LSRI/Service Division).

6. If the staff member does not require any or all of the relocation assistance offered, no cash equivalent will be made available.

7. All approved relocation and immigration costs must be claimed within one year from the date of commencing work at the University.

8. All costs associated with relocation and immigration outlined in this policy are funded from the budget of the hiring Faculty, Academic Unit, LSRI or Service Division. 

Travel

9. Approved (one-way) airfares from the original place of residence at the time of appointment to the new location of Auckland will be paid by the University for the person appointed, their partner and dependent children, or a kilometre rate (at IRD prescribed rates) will be paid if a vehicle is driven to Auckland.

10. When available, these airfares will be at special concession rates; otherwise, at economy rates.

11. Approved (one-way) airfares will be arranged through the University’s preferred travel management services provider and prepaid by the hiring Faculty/LSRI/Service Division. If this is not possible, pre-approved (by the Dean (Faculty)/Director (LSRI/Service Division)) one-way airfare will be reimbursed.

Note: If alternative modes of transport are used, the reimbursement of travel costs must be pre-approved by the HR Manager.

Household effects

12. Shipment of household effects from the original place of residence will be through the University’s preferred relocation services provider.

13. The University will pay for the shipment of the approved volume, plus transit insurance, on a door-to-door basis.

Volume of goods to a maximum of:

• individual/couple – 17cbm
• family – 33cbm (20’ container)

14. The University’s preferred relocation services provider will seek competitive quotations from their agents in the city/country concerned.

15. The insurance policy is “All Risks‟ and covers all household and personal items. The staff member will bear any additional cost regarding insuring items of high or particular value, such as collectible items.

16. The staff member will be provided with full details of the transit insurance coverage offered.

17. The cost of anything additional to the approved volume of goods will be met by the staff member, and payment of this must be made directly to the forwarding agent.

Note: Relocation costs related to pets and motor vehicles are not included. Staff members wishing to bring pets or vehicles at their own expense should consider New Zealand quarantine regulations in the case of pets, customs duties and steering conversion costs in the case of vehicles.

Storage

18. If required, the University will arrange, via the University’s preferred relocation services provider, and pay for the approved volume of effects to be stored for up to four weeks after arrival in Auckland. 

Accommodation allowance

19. The University will provide accommodation for the staff member, their partner and dependent children in a serviced apartment within close proximity of the city campus for up to 21 days immediately following arrival.

20. Initial accommodation will be arranged through the University’s preferred travel management services provider and prepaid by the hiring Faculty/LSRI/Service Division. If this is not possible, pre-approved (by the Dean (Faculty)/Director (LSRI/Service Division)) accommodation costs will be reimbursed.

Rental car

21. The University will provide the staff member with a rental car for two weeks upon arrival. This will be a standard 1.8 – 2 litre automatic car with unlimited mileage and comprehensive insurance.

Note: An international driver’s licence may be required, and the individual is responsible for organising this, at their own expense, prior to car hire.

22. Rental car bookings will be arranged through the University’s preferred travel management service provider and prepaid by the hiring Faculty/LSRI/Service Division. 

Immigration costs

23. The University will reimburse the actual costs associated with immigration to New Zealand up to the value of NZ$5,000 upon commencement of employment at the University. This may include the costs of medical certificates, police clearances and visa application fees for the staff member, their partner and dependent children. Receipts will need to be provided. 

Orientation tour

24. The staff member and their partner and dependent children relocating to Auckland will be eligible to receive a half-day orientation tour of Auckland by the University’s preferred relocation services provider.

25. The orientation tour may be arranged once the staff member has arrived permanently in New Zealand or as part of the interview process.

Tax orientation

26. For staff recruited internationally, upon arrival in New Zealand, each staff member will be eligible for a one-hour private consultation with a tax professional to discuss their personal tax implications.

The following definitions apply to this document:

Staff member refers to an individual employed by the University on a full or part-time basis.

University means the University of Auckland, Waipapa Taumata Rau.
 

Include the following:

• Recruitment, Selection and Appointment Policy
• Staff Orientation and Induction Policy and Procedures 
•  Sensitive Expenditure Policy

Owner: Director, Human Resources
Content manager: Associate Director, Talent and Recruitment
Approved by: Vice-Chancellor
Date approved: 15 October 2014
Date last reviewed or amended: October 2024
Next review date: October 2029