1. Relocation
  2. Planning Your Move

Planning Your Move

Your relocation allowance

For eligible employee groups, your Letter of Appointment indicates the maximum moving allowance you are entitled to. If you are appointed under:

  • the QUFA Collective Agreement (Faculty, Librarians and Archivists), read Article 27 to learn how you may spend this allowance.
  • the CUPE Collective Agreement (Canadian Union of Public Employees Local 254 for Technical and Lab Support Technicians), please refer to your appointment letter.

If you are unsure about your eligibility for a relocation allowance, refer to your letter of appointment and department hiring officer.

Estimates

Please review your letter of offer to see the requirements regarding estimates that you need to obtain for your move (either one or two). Retain the quote(s) and submit with your reimbursement claim.

Advances

You may be able to receive an advance or have your move billed directly to Queen's - please contact your faculty office or unit to inquire. 

Claim forms

Some Queen's faculties include a moving expense claim form with the new faculty appointment letter. If you need a new copy, please contact your faculty:

  • Health Science: Look for Moving Allowance Policy on the Faculty Resources webpage
  • Education: Be sure to keep your quotes and detailed receipts in order to be reimbursed.
  • Smith Business: Retain your receipts for direct input into the Queen's ERS system for reimbursement
  • Law: Check the Faculty/Staff Resources in the Queen's Law Portal (Queen's Single Sign On login)
  • Queen's Libraries:
    • If you do not yet have a Queen's Employee ID, use the Travel Expense Claim Form available on the Financial Services website.
    • Or, once you have a Queen's employee ID, use the ERS online system

Choosing a moving company

  • Review Queen's preferred suppliers for Moving and Relocation Services The final choice of movers is up to you.

  • Check company references (ask for one from a move that didn't go smoothly). Compare pricing and assess the customer service record of each moving company carefully.

  • Confirm who actually does the move (many companies contract out).

  • Review the insurance coverage with the moving company. While basic insurance may be included, comprehensive insurance of your goods is usually an extra cost.

Quotes and final costs

  • CAUBO discounted moving rates: As a new Queen's faculty or staff member, even if you are not eligible for the moving allowance, you still qualify for the discounted rates under the CAUBO agreement (use your Queen's NetID to register).
    • Discounted rates do not necessarily equal best service.
    • Ask the movers to specify the CAUBO discount on the estimate and the final invoice to ensure that you get the full benefit.

  • The industry standard for domestic (including US/Canada) moves is no more than 10% increase from the estimate unless there has been a major change in scope of the move.

  • International moves should generally not exceed the quoted amount unless there are additional services provided that were not on the original quote.

  • Tell the movers as much as possible about the destination address. If your new place is inaccessible to a large moving truck or has winding stairs, this will incur extra costs you want to take into consideration in the estimate.

  • A deposit should not exceed 10% of the quote