Human Resources
Arrange Relocation
This document outlines the process for new staff relocating to work at the University of Canterbury.
Follow the process map and where there is an asterisk, further information on the steps required is
outlined in the procedures on the following pages. All of the tools at the bottom of the process map
have also been provided for your information.
NB: If you have accepted an offer with the University of Canterbury you may have already been sent a copy of these
tools.
If you have any questions regarding this process or the attached tools/procedures, please contact
your relevant Human Resources Administrator or Recruitment Advisor.
Process Maps
Map 1
Human Resources – rs_msc31
Page 1 of 3
Date issued: 6-Aug-12
Map 2
Map 3
Human Resources – rs_msc31
Page 2 of 3
Date issued: 6-Aug-12
Procedure 4: Select relocation provider and forward quotes
When to use
Use this procedure to select a relocation provider and obtain approval from the Recruitment
Advisor/HR Administrator.
Who's responsible
Staff Member.
Before you begin
Ensure you have received relocation quotes from the Recruitment Advisor/HR Administrator.
Steps
1 Read through the Relocation Policy to ensure a thorough understanding of your allowance.
2 Print out a copy of the Checklist for New Staff: Relocation (attached) or use the copy of the
checklist received with your Acceptance letter, to keep a record of your relocation details.
3 Notify the Recruitment Advisor/HR Administrator of your preferred relocation provider. (If
the relocation provider is not one of UC's Preferred Suppliers, forward relocation provider’s
quote to the Recruitment Advisor/HR Administrator).
What happens next?
Recruitment Advisor/HR Administrator to obtain approval on the quote for the preferred relocation
provider.
Procedure 7: Complete and return travel & accomm. requirements
When to use
Use this procedure to inform the University of your travel and accommodation requirements.
Who's responsible
Staff Member.
Before you begin
Ensure you have:
• checked the Relocation Policy (attached) to confirm what is covered for accommodation and
travel.
• Received a copy of the Traveller’s Profile (attached)
• Received a copy of the Accommodation Profile (attached).
Steps
1 Identify your requirements for travel to Christchurch.
2 Complete the Traveller’s Profile (attached), ensuring that for International Flights you provide
all of the passport information required for each individual travelling with you.
3 Identify your requirements for accommodation on immediate arrival in Christchurch.
4 Complete the Accommodation Profile (attached), ensuring you have included all necessary
requirements.
5 Email the completed Traveller's and Accommodation profiles to the Recruitment Advisor/HR
Administrator.
What happens next?
The Recruitment Advisor/HR Administrator processes the travel and accommodation requirements.
Human Resources – rs_msc31
Page 3 of 3
Date issued: 6-Aug-12
Accommodation Profile
Human Resources
The first two week’s accommodation for a new appointee (and family) in a University of Canterbury transit
property or alternative accommodation is provided free of charge.
The availability of housing and the length of tenancy depend upon the number of new appointees and visitors
arriving at any given period.
This form should be forwarded to your Recruitment Advisor/HR Administrator with the Traveller’s
Profile, prior to arrival.
Personal Data
Title:
First Name(s):
Surname:
Department/College/School:
Accommodation Requirement
Number of people:
Including children aged:
Please list all children’s ages
Cot required? Cot linen?
High chair?
No. of bedrooms
required:
Date of arrival:
Date of departure*:
(If not known, 5 working
days notice required)
Other special
requirements:
*You may be able to rent the property, if available, past the initial two weeks. If so, a rental account will be
sent to your workplace every two weeks. Payment can be made by cheque through the internal mail or in
person at the Cashiers Desk, Level 4 of the ICTS Building using cash, cheque, credit card or EFTPOS.
** Please note that all accommodation is smoke free.
Verification
I declare that the information detailed above is a true and correct record.
Signature:
Date:
For Office Use Only:
Date Processed:
By:
Finance Purchase Order Number
Human Resources – rs_msc02
Page 1 of 1
Date issued: 06-Aug-12
Traveller’s Profile
Human Resources
Instructions
• Complete the following information profile on behalf of each traveller
• Make sure that name(s) provided match passport entry EXACTLY
• Return this information to your Recruitment Advisor/HR Administrator as soon as
possible as bookings cannot be made without it.
This information is then provided to the University’s travel agent who will liaise with you to suggest
some travel options.
Personal Data – For Appointee
Department/College/School:
Title:
First Name(s):
(exactly as shown on passport)
Surname:
(exactly as shown on passport)
Full contact address:
Home Phone:
Country:
Mobile:
Work Phone:
Email contact details:
Passport Details for International Travel – For Appointee
This section must be completed for all people travelling under the Relocation Policy, additional spaces over page.
Passport number:
Date of Birth:
Date Passport Issued:
Passport expiry date:
Passport Nationality:
Country of Residence:
Travel Requirements
Please complete for all people travelling
Any special meal
requirements:
Seating Preferences:
Airline/Frequent Flyer
membership:
Departing City:
Preferred travel dates:
(e.g. arrive by/depart on/after)
Name(s) of additional
people travelling with
you:
Human Resources – rs_msc19
Page 1 of 2
Date issued: 13-Dec-11
Passport Details - Spouse / Partner
First Name (s):
Surname:
(exactly as shown on
passport)
(exactly as shown on
passport)
Passport number:
Date of Birth:
Date Passport Issued:
Passport expiry date:
Passport Nationality:
Country of Residence:
Passport Details - Dependent Child
First Name (s):
Surname:
(exactly as shown on
passport)
(exactly as shown on
passport)
Passport number:
Date of Birth:
Date Passport Issued:
Passport expiry date:
Passport Nationality:
Country of Residence:
Passport Details - Dependent Child
First Name (s):
Surname:
(exactly as shown on
passport)
(exactly as shown on
passport)
Passport number:
Date of Birth:
Date Passport Issue:
Passport expiry date:
Passport Nationality:
Country of Residence:
Passport Details - Dependent Child
First Name (s):
Surname:
(exactly as shown on
passport)
(exactly as shown on
passport)
Passport number:
Date of Birth:
Date Passport Issue:
Passport expiry date:
Passport Nationality:
Country of Residence:
Passport Details - Dependent Child
First Name (s):
Surname:
(exactly as shown on
passport)
(exactly as shown on
passport)
Passport number:
Date of Birth:
Date Passport Issued:
Passport expiry date:
Passport Nationality:
Country of Residence:
Verification
I declare that the information detailed above is a true and correct record.
Signature:
Human Resources – rs_msc19
Date:
Page 2 of 2
Date issued: 13-Dec-11
Checklist for New Staff: Relocation
Task List

Read University of Canterbury Relocation Policy

Date Completed
/
/

/
/

/
/

/
/

/
/
Complete Traveller’s Profile form and send to HR contact person

/
/
Complete Accommodation Profile and send to HR contact person

/
/

/
/

/
/
Received quotes from both moving companies:
Quote 1.
NZ Van Lines
$
NZD
Quote 2.
Crown Relocations
$
NZD
$
NZD
Quote 3.
.
Sent quotes to HR contact person
Received confirmation of approval for: (circle one)
Quote 1
Quote 2
Quote 3
Confirmed relocation details with moving company:
Relocation to commence on:
/
/
Arrival in New Zealand on:
/
/
Other details:
.
Confirmed flight details with University Travel Agent:
Airline:
Flight Number:
Departure Date:
Departure Time:
Airline:
Flight Number:
Departure Date:
Departure Time:
Arrival Date:
Arrival Time:
.
Other Details:
..
Confirmed accommodation details:
Address:
Booked From:
/
/
To:
/
/
Other Details:
.
Human Resources – rs_chk07
Page 1 of 1
Date issued:14-Dec-11