Moving and relocation

New employees are responsible for confirming removal grant eligibility with their dean or hiring manager and for making arrangements with service providers. The moving company you select will process an order for your move and arrange all required scheduling, coordinating and expediting.

UVic is not able to pay moving companies directly. UVic's Relocation Assistance Policy explains who qualifies for the program and how much funding is available.

Assistance with the costs associated with relocation can be provided as a lump sum payment or by expense reimbursement. Further information on options and expense eligibility as well as forms and links to the applicable policies are available here. Please contact accountspayable@uvic.ca if you have any questions.

As a member of the Canadian Association of University Business Officers, an association representing over 100 universities and affiliated colleges in Canada, UVic has access to special rates and value-added services from certain moving companies.

These suppliers have been vetted and selected through a competitive procurement process and offer preferred rates to university faculty and staff. For more information, please visit the website. If you are not yet a CAUBO member please create a new account with your uvic e-mail address.

Planning for your relocation

Purchasing Services has put together a guide for faculty and staff about to go through a relocation.

Please note this guide is for information only; any questions or concerns should be directed to your dean or the head of your department.

Timing

The majority of faculty and staff relocations happen during the late spring and early summer months, and this is typically the busiest time of the year for moving companies. There are many days during which every moving van and service crew will be fully booked, so it's important to contact moving suppliers as early as you can so that quotations can be prepared and to allow enough time to consider each option before making a decision.

In some cases the destination arrangements may not even be confirmed, such as finding a home in the new city. Despite this, it's still better to be in contact with the moving companies to get the process started, so that moving dates can be arranged as soon as the destination arrangements are confirmed. In our experience, moving companies rarely have the capacity to handle last minute requests.

The in-home survey

In order to obtain a guaranteed price quote, you'll have to allow a surveyor from the moving company to visit your home and complete a review of all the goods that will be shipped.

It's important to make sure that you tell the surveyor about all the items you wish to move. If there are items that you'd like to include in your move that are off-site, or if you have an office or lab to be included, be sure to inform the moving company.

You may have decided to sell some of your possessions in a yard sale or give things away, and hence do not include them in the quotation - however, if these items are added to the move thereafter, then the moving company may adjust the price.

It is common to opt to have your moving company provide insurance coverage. Any higher value items should be disclosed to the surveyor, and in some cases the surveyor may request that an independent appraisal must be completed in order to have an item covered for insurance. Expensive jewelry is not included in most household moving coverage policies. We highly recommend that you request free r

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