Rent and Relocation Reimbursement for USFFA Faculty & Librarians

USFFA Faculty and Librarians may be eligible for rent and relocation reimbursement as outlined in this policy. For information about the treatment of rent and relocation reimbursements for tax purposes, please review the Moving Reimbursement Policy, which is available on the ABS policies web page.

If you have any questions about either of the reimbursement processes, please contact benefits@usfca.edu. If you have questions about the taxibility of these disbursements, please contact Dom Daher, Associate Vice President, Tax Compliance, Internal Audit, and Payroll Services at dldaher@usfca.edu.

How To Request the USFFA Rent Reimbursement

Effective July 1, 2023, the Collective Bargaining Agreement between the University of San Francisco (USF) and the USF Faculty Association (USFFA) provides that new faculty/librarians are eligible for a one-time reimbursement payment of up to $7,500 for first and second months’ rent, subject to the requirements listed below.

  • Rent reimbursements are taxable by the IRS and are processed via a one-time payment in USFWorks. 
  • To review eligibility requirements and request reimbursement, download the Rent Reimbursement Request Form.

IMPORTANT: The reimbursement request forms include terms and conditions for eligibility including that a change of address between the former and new residence must be more than 50 miles. 

Process Steps:

1. The new USFFA faculty/librarian completes Section 1 of the form and submits to their Dean’s office with a photocopy of the rental agreement and proof of payment of the first- and second-month’s rent no later than the last day of classes per the academic calendar of the first semester of employment.

 

Dean’s office refers to Section 2 and processes a one-time payment. For instructions on how to enter one-time payments, please review the USFWorks Compensation job aid.

 

2. Steps to initiate a one-time payment:

  • Initiate a one-time payment in USFWorks and enter the effective date
  • For a one-time payment plan, select moving reimbursement
  • Enter the amount of reimbursement
  • For the work tag, select FOP 150100-541004-1600
  • For additional information section, note if reimbursement is for rent or relocation
  • Upload the request form, proof of payment, and amount of rent from the lease agreement to the one-time payment request.

The reimbursement (less applicable taxes) will be included in the employee's paycheck on the next available payroll cycle after approval of the one-time payment.

 

How To Request the USFFA Relocation Expense Reimbursement

Relocation reimbursements are taxable by the IRS and are processed via a one-time payment in USFWorks. The Collective Bargaining Agreement between the University of San Francisco (USF) and the USF Faculty Association (USFFA) provides that new faculty/librarians are eligible for a one-time reimbursement payment of up to $4,000 depending on where the move is from. Download the Relocation Reimbursement Request Form to review eligibility requirements, amounts, and how to request reimbursement.

IMPORTANT: The reimbursement request forms include terms and conditions for eligibility including that a change of address between the former and new residence must be more than 50 miles.

Process Steps:

  1. USFFA member completes Section 1 and submits it to the Dean’s office along with moving expense receipts, if required by their college, by the last day of classes per the academic calendar of the first semester of employment.
  2. Dean’s office refers to Section 2 and processes a one-time payment. For instructions on how to enter one-time payments, please review the Compensation Job aid.
    • Initiate a one-time payment and enter the effective date
    • For a one-time payment plan, select moving reimbursement
    • Enter the amount of reimbursement

    • Any amounts in excess of the amounts specified in the USFFA CBA must be submitted as a separate one-time payment and charged to the college

    • For the work tag, select FOP 150100-541004-1600
    • For additional information section, note if reimbursement is for rent or relocation
    • Upload the request form and proof of payment to the one-time payment request
  3. The reimbursement (less applicable taxes) will be included in the USFFA member’s paycheck on the next available payroll cycle following one-time payment approval