Relocation

Benefit
Program Guide

Providence Health & Services | Swedish | Kadlec | Pacific Medical Centers | St. Joseph Health | Covenant Health
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Relocation Benefit Program Guide – Policy Tier 1
Introduction
Congratulations on joining our family of caregivers and on your upcoming relocation. This Relocation Benefit Program Guide
is a reference to help you understand your customized relocation benefits.

Our promise is to answer the call of each person we serve: “Know me, care for me, ease my way.”

We understand that relocation can be both exciting and stressful, so we’ve partnered with a top relocation company that
specializes in helping you and your family during this exciting transition.

The company shares our values and culture focusing on honesty, integrity, and commitment.

We will assign you a personal Relocation Manager or Coach, who will set up an initial conversation with you and happily
answer any questions you have throughout your move. After speaking with your Coach, you will receive a customized
Coach’s letter with all pertinent contact information.

American Escrow and Closing Company (AECC) will coordinate specific parts of your relocation including expense reporting.
After speaking with your Coach, you will also receive access to the AECC online portal where you have the option to submit
your expenses.

Next Steps
To ensure a smooth transition:
• Sign and return your Relocation Payback Agreement. If you have not completed this, please do so immediately
• Review the information provided in this packet
• Discuss any benefit questions with your Coach

Please do not take any action related to your move before a discussion with your Coach. Best wishes for a

successful and exciting relocation!

Note: This program guide addresses most expenses resulting from your relocation. Your relocation is not an employment
offer or employment contract or a guarantee of continued employment. Decisions regarding the application and
interpretation of the relocation guidelines are final. We also reserves the right to change or cancel all or part of the relocation
guidelines at any time.

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Summary of Benefits

Tax
Benefit Description Taxable Assist
Miscellaneous Expense Allowance of $2,000. You may retain
Miscellaneous Expense any unused portion and are not required to report the Y Y
Allowance expenses.
House hunting expenses will be covered for up to one (1)
trip totaling three (3) days, two (2) nights for you and one
House Hunting (1) member of your family. Childcare will be reimbursed up Y Y
to $35/day.
Up to 1 day of rental tour fees if you are a current renter
Rental Tour Fee and plan to rent long term at destination. Y Y

Temporary Housing directly billed for up to 30 days if you

Temporary Housing are moving to Alaska and 15 days to all other destinations. Y Y

Moving of Household Normal family household goods moved via van line up to
Goods Y Y
12,000 lbs.
Shipment of 1 automobile if move distance exceeds 500
Shipment of Auto Y Y
miles.
Storage of Household Unavoidable storage not to exceed 15 days. Y Y
Goods
Reasonable and actual en route expenses covered, including
airfare (if over 500 miles), mileage, lodging, and tolls for
entire family.

Final Move Timeframe will be limited to one night in the old location, Y Y
one night in the new location and 5 nights en route.

Transportation to and from airports and up to 14 days car

rental expenses while awaiting car delivery.
Support begins even before you list your home for sale. Your
Home Marketing agent must be registered with the relocation vendor in order N N
Assistance to be eligible for any assistance.

The company uses a “Broker Referral” program with our

Broker Registration relocation vendor. N N

Eligibility
You are eligible for the assistance described in this policy guide, providing:
• You are a current or newly-hired caregiver
• The transfer is at the company’s request
• The relocation occurs within 12 months from the date of hire or date of transfer

Reimbursements
All reimbursable relocation expenses must be incurred and submitted within one year from the effective date of your transfer
(the new assignment start date or the first day paid in the new location). Transfers for the convenience of the employee
are not eligible for any relocation program benefits.

Distance
The relocation must result in a change of your primary residence. Relocation expenses may be reimbursed only if the
distance between your former residence and your new work site is at least 50 miles greater than the distance between your
former residence and your former work site.

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Family
Your family members who are eligible for assistance under these guidelines include your spouse and/or dependent children
who permanently reside in your household as of the formal request to relocate date and who will move with you to the new
location. Dependent children follow the eligibility requirements as defined by the company’s medical benefits plan. In the
event that an additional member of your household is asked to relocate by the company, you are eligible to receive only
one set of benefits.

Confidentiality
In order for the vendor to administer the provisions of the relocation guidelines, we may provide certain employee
information (i.e., contact information, employee ID, etc.) to the vendor. The vendor agrees that its employees will maintain
the confidentiality of this personal information and use it strictly for the purposes set forth in the guidelines.

Payback Agreement
Moving an employee requires a substantial investment from the company. In the event that you voluntarily terminate
employment, or your employment is involuntarily terminated for cause by the company within the first year, you will
reimburse the company according to the prorated schedule outlined in your payback agreement.

Relocation Administration
Upon notification of your relocation, your Coach will contact you and become your main point of contact throughout your
move. Your Coach will get to know your needs and will guide you through each step of the relocation process, answer your
questions, and help coordinate all aspects of your move. Listed below are highlights of the services your Coach will provide
to you:
□ General information
□ Expense audits
□ Disposition of your present home
□ Assistance in finding a new residence
□ Moving of your household goods
□ Moving of you and your family to the new location

We encourage you to become fully involved in your move and work closely with the professionals who have been made
available to assist you throughout the relocation process.

By working closely with your Coach, you will be able to effectively manage your move.

Reimbursable Expenses
You will be reimbursed for reasonable, necessary, and properly authorized expenses covered by this program. You are
asked to be a good steward of the company’s money and requested to keep expenses at a conservative level and to be
familiar with which expenses are reimbursable.

The company may, at its discretion, choose not to reimburse, in full or in part, an expense that is deemed unreasonable or
excessive. All expenses, unless otherwise specified, must be in accordance with the company’s Travel and Expense Policies.
PDF copies of receipts are required for all reimbursable expenses. For those expenses that will be directly reimbursed to
you, the vendor will audit your reimbursements when original receipts are received. The reimbursement is then reported to
the company’s payroll on the next payroll cycle. It takes on average 2-3 weeks to post the reimbursement to your paycheck.

Many expenses are considered taxable income by the IRS. Please keep in mind that the taxable reimbursements and vendor
payments will be included in your gross earnings on your W-2.

The company will provide tax assistance for some benefits to offset the tax impact to you.
See below tax section for more details.

Travel
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Employees requiring travel arrangements will be connected to American Express Global Business Travel (GBT) by their GMS
Coach for all of their relocation travel arrangements.
The company’s travel department can provide the following for you for your relocation needs:
□ Provide air reservations
□ Provide hotel and/or car reservations
□ Assistance in coordinating air, hotel, car rental both short and long term

Submission of Expenses
Please submit your expenses online at www.myrelocation.com. Your Coach will provide you with instructions, login, and
password via email.

It is important to remember:
□ Relocation expenses must be separate and distinct from business expenses
□ If you are traveling on business during this period, you must submit those expenses through the business expense
reimbursement process
□ Credit card statements cannot be used in lieu of original receipts
□ You should keep records and receipts of all your expenses, whether they are reimbursable under this policy or not –
this will assist in the completion of your federal and state tax returns at year end

Miscellaneous Expense Allowance (MEA)

The company will provide you with a Miscellaneous Expense Allowance of $2,000 to help defray incidental expenses
associated with your move. This money will be direct deposited into your account by the vendor after you have completed
the ‘My Banking’ section in the expense portal. It is completely up to you to decide how you want to spend this allowance.
These may include:
□ Meals during your final move trip
□ Trips home
□ Tips to movers
□ Driver’s licenses and automobile registrations in the new location
□ Cable/satellite and telephone installations, utility hookups and/or deposits
□ Expenses related to moving a pet (i.e., transportation, boarding, veterinarian care)
□ Cleaning, maid service or trash removal (new or old location)
□ Non-refundable annual tuition, club dues, memberships, and/or subscriptions
□ Installation, alterations or cleaning of draperies and/or carpets
□ Childcare expenses
□ Shipment of items not covered under standard policy (i.e., campers, motorcycles, trailers, boats over 14ft., hobby
equipment)
□ In-transit storage in excess of allowable days
□ Storage costs associated with staging your home for marketing purposes
□ Any shortfalls for travel and living expenses
□ Disassembling or reassembling pool tables, swing sets, gym equipment, etc.
□ Tax shortfalls and/or consulting
□ Additional valuation coverage for high-value items (i.e., art, antiques, etc.)
□ Items unique to your personal move not covered by these guidelines
□ Fees associated with obtaining licensing

This allowance is taxable, will be added to your W-2 and is eligible for tax assistance.

House Hunting

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In certain circumstances the company may provide you and 1 family member with one (1) house hunting trip. The trip
will include the following:
□ Hotel accommodations for a maximum of two (2) nights
□ Airfare for employee and 1 family member or mileage reimbursement at current company rate if
□ personal vehicle is driven
□ Rental car for maximum of three (3) days
□ Reimbursable meal expenses not to exceed $25.00/day per adult, $15.00/day per child (original receipts
must be submitted)
□ Reimbursable childcare up to $35/day

This benefit is taxable, will be added to your W-2 and is eligible for tax assistance.

Rental Assistance
If you are a renter at origin and you plan to rent long term at destination, your Coach will connect you with a local rental
specialist. The specialist will work with you to help you find rental accommodations.

Rental Tour Fee

When applicable, up to one (1) day of rental tour fees associated with locating an apartment will be covered by the company.
This benefit is paid by invoice only.

This allowance is taxable, will be added to your W-2 and is eligible for tax assistance.

Temporary Housing
Temporary housing assistance is intended only for short-term living arrangements at the new location if needed, depending
on your policy. If you are moving to Alaska and eligible for temporary housing benefits, the vendor will arrange for temporary
housing to be directly billed to the company for up to 30 days. Please note, all other destinations are eligible for temporary
housing benefits for up to 15 days. Since a kitchenette is offered in most temporary housing apartments, meals will not be
reimbursed during this time.

This allowance is taxable, will be added to your W-2 and is eligible for tax assistance.

Home Marketing Assistance

The company understands that getting the best price for your home is vital to a successful relocation. Selection of a
knowledgeable real estate agent is very important. Successful home sales are a result of careful planning, pricing
and effectively targeting buyers to attract an offer. To help you achieve this, our relocation vendor’s Home Marketing
Assistance Program starts providing support before you even list your home for sale.

Avoid listing a listing agreement until you have spoken with your Coach to find out more about this program.

The purpose of the Home Marketing Assistance Program is to monitor the listing effort, including a review of competing
homes and an evaluation of recently closed properties to ensure that a realistic pricing strategy is in place. Proactive
marketing strategy calls with your agent to follow up on buyer and broker feedback, open house events and showing activity
will be done. Although the company does not cover the commission and closing costs associated with selling your home we
can offer marketing help.
The marketing strategy will include:
□ Suggestions on how to prepare your home for sale, including repair/improvement tips for enhancing marketability
□ A recommended listing price and anticipated sales price and advice on working with your listing broker
□ Information on competing properties for sale and recently closed comparable homes
□ A designated buyer profile for your property
□ Creative home sale promotion ideas

By utilizing the Home Marketing Assistance Program, you can be assured that your home will be competitively marketed,
which will help you in capturing the very best sale price.
Once you are ready to proceed with the Home Marketing Assistance Program, your Coach will arrange to have two Broker
Market Analyses (BMA’s) completed on your home. This will give you the opportunity to interview two different agents and
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assess their ability to effectively market your home as well as review a preliminary market analysis on your home.

Some of the questions you might ask them to help you in your selection process are:
□ What locations and price ranges are you most active in?
□ How many homes similar to mine have you sold in the last 90 days?
□ What is the “normal market time” in my area? In order to attract an offer within 60-90 days, what is the
□ recommended list price?
□ What is the most probable ultimate sales price?
□ How do you intend to market my home (number of open houses, how often and where will my home be advertised)?
□ What are the comparable home listings and sales you will use or have used to arrive at your recommended list price?

Broker Registration
In an effort to improve the quality of real estate agent selection and control costs, the company uses a “Broker Referral”
program with our relocation vendor. You should contact your Coach before calling any Realtors to ensure that the realtors
you use are part of the vendor Broker Network.

Listing with an Agent outside the vendor Broker Network

Should you decide to list with a broker outside the vendor Broker Network you should contact your Coach in advance. The
vendor will then interview the broker and verify that the agent is qualified and registered. A referral form will be sent to the
broker for signature before the listing process can begin.

Finding Your New Community and Home

Selecting a new community and home is the most important decision you will make as a result of your transfer. Therefore,
the selection of a knowledgeable and competent real estate agent is very important. For this reason, the relocation program
provides assistance to help you find the right home and conclude your purchase. Your Coach will refer you to an agent.

The agent will provide you with specific information such as:
□ Types and price ranges of available rental housing or homes for sale
□ Town and neighborhood data
□ Property tax information
□ Commuting information
□ Education, medical, religious, and other personal information

The agent will screen local communities and look for homes or apartments on par with your particular needs. When you
begin your home search, the agent will be ready to introduce communities and show you homes that represent viable
purchase options. Your Coach will remain in the loop to monitor the agent’s performance and ensure your total satisfaction.
Experience has shown that being well prepared for your home search and supported during each step will reduce the time
and effort required and lead to more satisfactory results.

Moving Your Household Goods

To enable you and your family to make an effective transition to the new area, the relocation program provides for a range
of move-related assistance:
□ Pre-move survey of your household goods
□ Moving up to 12,000 lbs. to destination
□ Transportation of your household goods to your new residence
□ Insurance for full replacement valuation coverage for your household goods up to a maximum of $125,000
□ Storage of your household goods for up to 15 days
□ Third-party services and crating of all applicable items up to $1,000
□ Unloading, placement of all furniture in your new residence and debris pick-up
□ Normal appliance service and TV boxes

This allowance is taxable, will be added to your W-2 and is eligible for tax assistance.

Scheduling
Your Coach will book your move with the preferred van line that is most cost effective for the company. You will need to
plan to be present during all phases of your move during loading and delivery. Your own planning, preparation, and
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involvement during the process will contribute to a successful move. The vendor will track the shipment from loading
through delivery (and through claim settlement if necessary) to make sure it’s handled properly.

Items Excluded From Shipment

Items not covered in the move include, but are not limited to, the following:
□ Shipment of hazardous materials such as explosives, chemicals, flammable materials, firearms and ammunition, garden
chemicals
□ Shipment of plants, food, wine collections or other perishables
□ Movement of household goods from a temporary living location to permanent quarters if you elect to
□ have your household goods delivered to a temporary residence
□ Overtime charges for the van line (weekends and evening hours)
□ Moving van, waiting time, extra pickups, or deliveries
□ Boats, campers, trailers, motor homes or planes
□ Transportation of livestock, bricks, stone, firewood, lumber, boats exceeding 14 feet, campers, motorcycles, or similar
items
□ Valuables such as jewelry, currency, art, dissertations or publishable papers, and other collectibles or items of
extraordinary value
□ Disassembly/reassembly or dismantling of pool tables, above-ground pools, gym sets/equipment, playhouses, animal
pens or runs, outdoor buildings, radio/television antennas, satellite dishes and associated cables, or similar items
□ Separate packing of fragile items
□ Cleaning service

Playground and Similar Equipment

Playground, gym equipment, swimming pools, and similar items must be disassembled prior to your move day. If the
movers disassemble and reassemble these items, you will be responsible for payment of these costs at the time of service.

Valuation
Your household goods are protected with up to $125,000 of full replacement valuation coverage. If you would like to
increase your valuation beyond this coverage, please talk with your Coach. Any additional coverage will be your responsibility
and can come out of your Miscellaneous Expense Allowance.

Items of Extraordinary Value (Including Antiques)

It is recommended that items of extraordinary value such as antiques, fine art, furs, silver, china, crystal, photography
equipment, oriental rugs, baseball cards, comics, other collectibles, etc. be professionally appraised prior to your move. If
purchased within the last year, the value can be substantiated with a sales receipt. The company will not pay for appraisals
or any special handling and packaging of antiques or other high-value items.

Packing and Loading

The driver will prepare a complete inventory list of your household goods describing the condition of each item (nicks,
scratches, dents, etc.). Review the inventory carefully to make sure you agree with the driver’s description before you sign
the inventory. The inventory is an important document in the settlement of claims for loss and damage.

Move for Hunger

All employees are offered the opportunity to donate their non-perishable food for their relocations to “Move for Hunger.”
As you may be aware, many people throw out a good deal of “stuff” when they move. Unfortunately, a lot of this “stuff” is
food that could be delivered to a family in need rather than thrown away. That’s where “Move for Hunger” comes in. What
can you donate? Things like canned veggies, fruits, stews, soups, beans, tuna, pasta, sauce, baby food, flour, cereal,
oatmeal, juice, rice, peanut butter, and jelly, if interested:
□ Set aside non-perishable food items you’d like to donate
□ Our movers donate their time to pack up your food and deliver it to local food banks
□ At the food bank, your donation is sorted and delivered to local families in need
□ Please talk with your Coach and/or selected moving company about the details
Unloading
Check with the van driver about delivery times at the new location. Be sure to give them all possible telephone numbers
where you can be reached en route and in the new location. As your goods are being unloaded, you must check off each
item on your inventory sheets. Make notations on the sheets of missing or damaged items
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immediately and have the driver sign it. Assembly of furniture will be completed prior to the driver leaving your home. The
company will also cover the cost of debris pick-up. This consists of the van line coming back to your home and removing
all cartons and packing materials once you are finished with unpacking.

Billing
The van line will send the invoice for your move directly to the vendor. If you transport household goods not covered
by the program or your weight is in excess of your policy limit you can talk with your Coach about payment
options.

Tipping
Tips to the movers are not covered under this policy. You may use your Miscellaneous Expense Allowance.

Shipment of Automobiles
You will be reimbursed for mileage at the current business rate for two (2) automobiles to be driven to the new location.
In lieu of driving your automobile, the company will pay to ship one (1) automobile if the distance to the new location
exceeds 500 miles.

Storage in the New Location

You should make every effort to move directly to your permanent residence. If necessary, you are eligible for the storage
of your household goods for up to 15 days.

This benefit is taxable. It will be added to your W-2 and is eligible for tax assistance.

Final Move Trip

You will be reimbursed for one-way transportation for you and your family to travel to the new location. If you drive, you
will be expected to drive a minimum of 350 miles per day via the most direct route as established by a standard Rand
McNally table or equivalent.

Final Move Defined

The final move trip is defined as one day in the old location and one day in the new location. Employees are required to
use Providence Travel Services for all of the following:
□ Final Move relocation travel arrangements
□ Airfare via coach class if the move is over 500 miles
□ Actual and reasonable costs related to transportation, including transportation to and from the airport, baggage transfer,
and rental expenses for up to 14 days while you are awaiting the delivery of your car.
□ Lodging (one night at departure and at destination location)

This allowance is taxable, will be added to your W-2 and is eligible for tax assistance.

Personal Automobile Travel

Personal Automobile Travel will be reimbursed as follows:
□ Mileage at the current mileage rate, parking, and tolls
□ Actual and reasonable costs for lodging in transit for you and your dependents up to a maximum of 5 nights

Mileage Tax Assistance

Mileage is reported as taxable income and is tax assisted.

Tax Considerations
Federal income tax laws require most of the relocation expenses paid by an employer to or on behalf of an employee to be
reported as income on the employee’s W-2 (Wage and Tax Statement) for the year in which payment is made.

Tax Assistance
The company may provide tax assistance with some of the payments made to you. This tax assistance will be based upon
the current federal and state supplemental rates as well as applicable Medicare and Social Security. This tax assistance,
where applicable, is intended to assist you with any added tax liability resulting from your receipt of relocation benefits.
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Tax Assistance Payments
Payments for tax assistance are not paid to you. Instead, the payments are calculated and included in your W-2 as withheld
taxes. The tax assistance is then submitted to the proper government agencies on your behalf. The tax treatment of each
provision is outlined within the section description.

Recordkeeping
Please note:
□ You are encouraged to keep records and receipts of all your expenses
□ A year-end tax reporting statement that will itemize all your relocation expenses will be prepared and sent to you

Tax Advice
The company does not assume responsibility for specific guidance in the matter of filing individual tax returns – this remains
your responsibility. You may wish to consult a professional tax advisor for details on the tax implications
of your specific relocation. Along with seeking the assistance of a professional tax advisor, consider reading the following
IRS information guides:
□ Publication 521 – Moving Expenses
□ Publication 523 – Tax Information on Selling Your Home

To order these guides or necessary tax forms call 1-800-TAX-FORM. You can also access these forms on the IRS web site:
www.irs.ustreas.gov

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