Understanding Recruitment vs. Relocation Expenses

The guidance distinguishes between recruitment and relocation expenses based on the date of the signed Letter of Offer at the University of New Mexico. Recruitment expenses incurred before the offer date may be reimbursed, including house hunting costs. However, expenses incurred after signify relocation expenses covered by a relocation allowance. New hires should refrain from using the PCard for relocation expenses post the offer acceptance. The policy outlines account codes for different recruitment and relocation costs.

• Recruitment expenses
• Relocation expenses
• University of New Mexico
• New hires
• Expense guidelines

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1. Recruitment vs Relocation Expense John Brandt, Interim Associate Controller HSC Unrestricted Accounting October 4, 2019 RAFT Session

2. GUIDANCE FOR RECRUITMENT EXPENSE VERSUS RELOCATION EXPENSE What determines if a recruiting expense can be submitted? acceptance. The date when the Letter of Offer was signed for T H E U N I V E R S I T Y O F N E W M E X I C O

3. Expenses incurred BEFORE date of signed Letter of Offer: GUIDANCE FOR Reimbursed as Recruitment expenses. RECRUITMENT These expenses are incurred during the recruitment process. EXPENSE VS House hunting expenses can be reimbursed. RELOCATION EXPENSE T H E U N I V E R S I T Y O F N E W M E X I C O

4. GUIDANCE FOR RECRUITMENT EXPENSE VERSUS RELOCATION EXPENSE Expenses incurred ON or AFTER date of signed Letter of Offer: Considered a Relocation expense. Candidate treated as New Hire and expenses CANNOT be reimbursed. T H E U N I V E R S I T Y O F N E W M E X I C O

5. GUIDANCE FOR RECRUITMENT EXPENSE VERSUS RELOCATION EXPENSE Expenses incurred ON or AFTER date of signed Letter of Offer: Relocation expenses, including pre-move house hunting expenses, are covered by the agreed upon relocation allowance. New Hire will be paid relocation allowance when receive first payroll payment (after Start Date). T H E U N I V E R S I T Y O F N E W M E X I C O

6. GUIDANCE FOR RECRUITMENT EXPENSE VERSUS RELOCATION EXPENSE If Letter of Offer is not yet signed and candidate has house hunting expenses to reimburse, include in the Chrome River report document text stating that the Letter of Offer has not yet been signed . New Hire can elect to have UNM pay the moving carrier directly and the amount will be deducted from the Relocation Allowance. See UNM Policy 4020 section 4 for details. Do not use PCard to pay for relocation expenses incurred the date of or after the Letter of Offer is signed. T H E U N I V E R S I T Y O F N E W M E X I C O

7. Recruitment Account Codes: 31M0 Faculty recruitment costs GUIDANCE FOR 31M1 Staff recruitment costs RECRUITMENT 3850 Foreign travel including recruiting for faculty, staff and students EXPENSE VS 38N0 Travel recruiting 38N1 Student travel recruiting RELOCATION 38L0 Moving Expense This account code is no longer available in Chrome River or PCard. Used for Purchase Requisitions Moving Carrier EXPENSE T H E U N I V E R S I T Y O F N E W M E X I C O