Relocation Policy: Department of Biostatistics


Effective January 1, 2017 the standard mileage rates for the use of a car (also vans, pickups or panel trucks) will be: Vanderbilt University Medical Center Mileage Rate 2017
  • 53.5 cents per mile for business miles driven
  • 17 cents per mile driven for moving purposes

Relocation Policy for Staff Biostatisticians/Statistical Genetic Analysts

The department conducts nationwide searches for biostatisticians as there are no colleges or universities in Tennessee that offer an advanced degree in biostatistics. We have established a relocation assistance program for Biostatistician I, II, III and IV, as well as our statistical genetic analysts, that will provide up to five percent of salary for covering or subsidizing relocation costs. It is important to note that receipts are required for reimbursement and there are no cash payouts.

Relocation Plan: expenses reimbursed up to five percent of annual salary
  • One trip (one-way airfare) to relocate to Nashville for employee, immediate family members (defined: spouse or significant other, children) and pets
  • Moving cost for van line Vanderbilt's preferred provider.
  • Car rental: Travelers should choose standard class cars or lower whenever possible. The cost of a GPS may be reimbursed if deemed necessary for safety reasons. The costs of other upgrades or accessories (e.g., satellite radio) will not be reimbursed. Original receipts for car rental and associated gasoline purchases are required for reimbursement.
  • Personal automobile: Vanderbilt will reimburse personal automobile mileage (at Vanderbilt-approved per mile rates) involving relocation to Nashville. A printout from an online mileage calculator (e.g., MapQuest or GoogleMaps) will be required as part of the reimbursement. Vanderbilt will not reimburse expenses for the cost of repairs to personal vehicles.
  • Meal expenses: Reasonable meal expenses will be reimbursed (See the table at the end of page.) Original itemized receipts are required for reimbursement.
Alcoholic beverage costs are not reimbursed.
  • House-Hunting Trip: does not include interview trip(s)
    • One trip for house hunting (round trip airfare): employee and immediate family members.
    • The length of the house hunting trip is a maximum of 1-2 overnights for reimbursement purposes. Offer letter must be signed/returned by recruit prior to house hunting trip approval.
    • Lodging at The Homewood Suites, 2400 West End Ave, Nashville, 37203, Call: 615-340-8000. Please ask for the Vanderbilt Rate.
    • Car rental: Travelers should choose standard class cars or lower whenever possible. The cost of a GPS may be reimbursed if deemed necessary for safety reasons. The costs of other upgrades or accessories (e.g., satellite radio) will not be reimbursed. One original gas receipt will be reimbursed.
    • Meal expenses: Reasonable meal expenses will be reimbursed. Original itemized receipts are required for reimbursement. Please see table at the end of the page.
If possession of permanent housing has been delayed: (pre-approval by Ron Jannetta or Sanel Filipovic)
  • Storage of household goods for a maximum of 2-3 days.
  • Car rental for a maximum of three days. Travelers should use rental companies which provide the lowest rates. In order to minimize costs, travelers are encouraged to choose economy-class cars. Original cash register or credit card receipts for the car rental are required in order to be reimbursed. We will also reimburse for one gas receipt.
  • Temporary lodging at Homewood Suites for up to two-nights stay (For reservations call 615-340-8000. Please ask for the Vanderbilt Academic Rate.)
  • Please note the five percent allocation is based on your actual salary and is the maximum reimbursement allowable for your position.

Notes:

1) Should the staff member rescind acceptance they will be responsible for reimbursement of any costs associated with house hunting visit.
2) If employee leaves before completing a year of employment, he/she will be responsible for repayment of relocation cost to the department on a prorated basis.

Relocation Policy for Faculty

  • Part VI Faculty Benefits, Section C, Moving Expenses
    "Each school or college has its own policy for determining eligibility of new faculty for moving expenses. The letter of appointment will state whether the faculty member is or is not eligible and, when eligible, the amount that will be provided."

Specific to the Department of Biostatistics

The department offers recruitment and relocation benefits. It is important to note that receipts are required for reimbursement and there are no cash payouts. The following explains the expenses reimbursed by the department for relocation.

Relocation Plan: expenses reimbursed up to one month's stated salary
  • One trip (one-way airfare) to relocate to Nashville for employee, immediate family members (defined: spouse or significant other, children) and pets
  • Moving cost for van line Vanderbilt's preferred provider.
  • Storage of household goods (if required)
  • Car rental
  • If permanent housing is not available: temporary lodging up to one week
  • House-Hunting Trip: does not include interview trip(s)
    • One trip for house hunting (round trip airfare): employee and immediate family members.
    • The length of the house hunting trip is a max of seven days for reimbursement purposes. Offer letter must be approved by School of Medicine and signed/returned by recruit prior to house hunting trip approval.
    • Lodging at The Homewood Suites, 2400 West End Ave, Nashville, 37203, Call: 615-340-8000. Please ask for the Vanderbilt Academic Rate.
    • Car rental
    • Reasonable meal expenses will be reimbursed. Please provide original itemized receipts. (Please see table below)
Alcoholic beverage costs are not reimbursed.

If an additional house hunting trip is required, please contact: Ron Jannetta or Sanel Filipovic

Notes:
1) Should the faculty member rescind acceptance they will be responsible for reimbursement of any costs associated with house hunting visit.
2) If employee leaves before completing a year of employment, he/she will be responsible for repayment of relocation cost to the department on a prorated basis.

For relocating employees: Maximum amounts per traveler, per meal, per day are:
Meal Amount
Breakfast $12.00
Lunch $16.00
Dinner $30.00
Alcoholic beverage costs are considered personal expenses.
  • Faculty Relocations: Contact the Assistant to the Chair, 615.322.2001 (2-2001 on campus)
  • Staff Relocations: Contact Sanel Filipovic, 615-875-4190
  • All original receipts must be submitted within the first two weeks of employment (Faculty provide to the Assistant to the Chair, Staff provide to Sanel Filipovic).
  • Reimbursement of relocation expenses paid directly to you is reported to the Internal Revenue Service. Certain reimbursements are reported and included in your taxable income. See your tax adviser or consult the IRS web page below for the information.
Topic revision: r64 - 23 Aug 2019, JillShell
 

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