G.1.30 Prior Notification Requirement for Relocation

Initiated by: Director, Human Resources
Approved by: COO
Date: May 22, 2024
Distribution: MBL Community

Policy Statement

This policy outlines the procedure for any employee who wishes to relocate to a new residence while continuing their employment with the MBL. It aims to ensure transparency, maintain productivity, and address any potential implications of relocation on work arrangements. Be advised that not all locations for relocation may be approved.

Scope

This policy applies to all employees within the organization who are considering a move of their primary residence that is beyond a reasonable commutable distance.

Relocation Notification Requirement

Any employee considering a change in residence outside of their current profile in UKG, must notify their immediate supervisor and the Human Resources department at least sixty (60) days prior to the intended relocation date to request approval.

Submission of Details

Upon notification, employees must provide the following details to their supervisor and HR:

  • Requested relocation date
  • New address/location
  • Updated contact information (if applicable)
  • Request for any changes to work hours or availability resulting from the relocation
  • Availability of appropriate internet and home office capabilities to carry out the work

Assessment of Impact

The supervisor and HR will assess the potential impact of the relocation on the employee's work arrangements, including:

  • Time zone differences
  • Access to necessary resources
  • Legal and tax implications
    • Note: If the state does not require the employer to withhold employee taxes, the employee may be responsible for making quarterly tax payments on their own.
  • Any additional considerations specific to the employee's role or department

Discussion and Agreement

Following the assessment, the supervisor, HR, and the employee will engage in discussions to:

  • Determine if the relocation aligns with the organization's remote work policies and business needs
  • Address any concerns or challenges related to the relocation
  • Review if a salary adjustment is appropriate based on the market data of the new location
  • Establish any necessary adjustments to the employee's work plan, schedule, or responsibilities

Final Approval

Once discussions are concluded and any adjustments are agreed upon, final approval for the relocation will be granted by Human Resources. Final approval is not a guarantee and the MBL may choose to deny a request for relocation.

On-campus Visits

If approved, the manager may occasionally choose to require in-person visits to the MBL. The cost of these visits will be covered by the MBL. If the remote employee wants to make a visit to campus that is not required by the manager, the employee will be responsible for the cost of the visit.

Continued Compliance

Employees relocating under this policy must continue to comply with all applicable laws, regulations, and company policies including performance expectations, communication protocols, and data security measures. Compliance will be evaluated regularly.

Non-Compliance

Failure to adhere to the notification requirement or comply with the terms outlined in this policy may result in disciplinary action, up to and including termination of employment.

Policy clarifications and updates are available from the Human Resources office.

MBL reserves the right to amend this policy at any time.