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LU Policy Number: HR. 015
Effective Date: 2/27/26
Last Revised/Approved Date: 2/27/26
Approved By: President
Responsible Office/Unit: Office of Human Resources
Public / Private: Private / Internal (Published on the Employee Portal and communicated to all employees)
1. Purpose
The purpose of this policy is to provide financial assistance to eligible new hires who incur expenses associated with relocating to accept employment. This policy establishes eligibility criteria, reimbursement limits, and allowable expenses to support a smooth transition for new employees.
2. Scope
This policy applies to newly hired employees whose positions require relocation and who receive an approved relocation reimbursement as part of their employment offer.
3. Policy Statement
Life University provides relocation reimbursement to eligible new hires based on job classification level. Reimbursement is intended to offset reasonable and necessary relocation expenses incurred in connection with employment.
4. Definitions
Relocation: The process of moving a primary residence from one geographic location to another to accept employment which is more than 250 miles from the current location or greater than a 3 hour commute one way.
Reimbursable Expenses: Reasonable and necessary costs directly related to relocation, supported by receipts.
5. Procedures
A. Eligibility & Approval
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Relocation reimbursement must be approved by the Office of Human Resources and the appropriate executive authority prior to hire.
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The approved reimbursement amount will be outlined in the employee’s offer letter or relocation agreement.
B. Submission Process
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Employees must submit itemized receipts for all relocation expenses to the Office of Human Resources.
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Reimbursements will be processed up to the approved maximum amount.
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Expenses exceeding the approved cap are the responsibility of the employee.
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Submission deadlines (if applicable) should follow standard expense reimbursement timelines established by Finance.
C. Payment Method
Reimbursements will be paid through Accounts Payable or Payroll in accordance with institutional reimbursement procedures and may be subject to applicable tax regulations.
D. Reimbursable Expenses
Examples of eligible relocation expenses include, but are not limited to:
E. Non-Reimbursable Expenses
Examples of non-eligible expenses include:
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Repayment Obligation (Clawback Provision)
Employees who receive relocation reimbursement agree to remain employed with Life University for a minimum of twelve (12) months from their date of hire.
If the employee voluntarily resigns or is terminated for cause before completing twelve (12) months of employment, the employee will be required to repay relocation expenses according to the following schedule:
Repayment must be made within thirty (30) days of separation unless alternative arrangements are approved by the Office of Human Resources and Finance.
Life University reserves the right, to the extent permitted by law, to deduct any outstanding repayment amount from the employee’s final paycheck, accrued leave payout, or other monies owed.
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Relocation reimbursement maximums are as follows:
All relocation reimbursements must be approved in advance and documented in the employee’s offer letter or relocation agreement.
9. Review Cycle
This policy will be reviewed periodically by the Office of Human Resources and the Policy Development Workgroup and updated as needed.
10. Contact Information
Office of Human Resources
Life University
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