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1. Confirm worker’s entitlement to relocation assistance
A worker may be eligible for relocation assistance if they: - Have permanent compensable work restrictions that make it advisable for the worker to change occupations.
- Have exhausted all opportunities for suitable alternate employment in their current location.
- Have secured a permanent job in a different location.
- Can confirm that a job relocation will assist in their return-to-work plan, and they are in agreement with this plan.
Note: Relocation is not usually considered until all other reasonable options within the community have been exhausted. The relocation must be part of the return-to-work plan (e.g., the job must be suitableSuitable work refers to a position that can be performed safely and is consistent with the worker's physical, vocational, social and psychological ability. Suitable work refers to a position that can be performed safely and is consistent with the worker's physical, vocational, social and psychological ability.and accessibleThe job is available in the worker's locale, the worker meets the core requirements for the position, and the job can be fulfilled by the general public.), and the worker must be in agreement with the plan. Things to consider when reviewing for relocation: - Is the job permanent?
- Is the job suitableSuitable work refers to a position that can be performed safely and is consistent with the worker's physical, vocational, social and psychological ability.?
- If the job ends, are there other employment opportunities in the new location?
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Administrative tasks
There are no administrative tasks for this step.
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2. Calculate the estimated relocation expenses
Relocation assistance is paid to the worker to assist with normal and directly related expenses incurred in the move of the worker's family and household effects. Discuss the proposed relocation including the moving arrangements and expenses with the worker. Eligible relocation expensesConsider the following expenses to determine the cost for relocation: - Mileage if the worker uses their vehicle for the move.
- Truck or trailer rental (pay for rental and gas).
- Professional mover (requires 3 estimates).
- Mileage, boardBoard allowance covers expenses for accommodation. The worker's need for accommodation should be considered based on the distance to travel to their new location and the time it would take to get to there. a Board allowance covers expenses for accommodation. The worker's need for accommodation should be considered based on the distance to travel to their new location and the time it would take to get to there.nd meal allowances.
- Any additional startup costs that may be an obstacle to the worker (e.g., hook up (internet, phone etc.,) and first month's rent, damage deposit and utility fees).
- If the worker rents or leases accommodations, consider paying:
- costs incurred due to early cancellation of agreement, usually equivalent to 1 month's rent,
- changes incurred due to breaking the lease, subject to negotiations with the landlord, or
- security deposit as required.
- If the worker owns a residence or mobile home, consider costs associated with:
- Sale of the worker's residence: Legal fees, mortgage discharge fees,
- Real estate fees, including multiple listing (MLS),
- Moving of a mobile home: early cancellation of the lot lease agreement, cost for moving the mobile home (estimates must be obtained).
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Administrative tasks
Follow the 5-1 - Travel and subsistence benefits procedure for mileage information and GST/HST exemption information.
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3. Obtain approval for the relocation assistance
Once the method for the move has been identified, choose the most cost-effective option given the worker's injury. Calculate the expenses to determine the cost for the move. Outline all of the authorized expenses and the reason for the relocation, and request approval from the supervisor, if required. Action any recommendations made by the supervisor.
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Administrative tasks
Add a file note (entitlement decision) and document the decision to support the relocation and the expenses that will be covered. Send the file note to the supervisor if costs exceed the case manager's level of authority.
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4. Communicate the decision to the worker
Contact the worker to communicate the decision and next steps to the worker verbally and in writing. If relocation is approved, clearly outline the costs that have been approved. If relocation is not approved, clearly express the rationale used to reach the decision (citing policy, medical information on the file and any important background information) during the conversation as well as within the letter. Note: When possible, arrange for the moving company to direct bill WCB for the costs. Notify the moving company that the WCB is GST and HST exempt (but not RST (retail sales tax – Ontario) exempt).
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Administrative tasks
Send a custom letter (CL000A) to the worker outlining the decision and the costs approved. Refer to the GST, HST and Other Provincial Tax section in the 5-1 - Travel and subsistence benefits procedure. Send the GST/HST exemption letter, as needed. GST/HST letter on the internal Finance Departments site (EW>Departments>Finance>Goods & Services Tax/Harmonized Sales Tax).
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5. Issue the payment for the relocation assistance expenses
Payments can be issued to the worker or directly to the moving company. Review the file for receipts or billings and ensure that they provide the appropriate information.
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Administrative tasks
Issue the payment(s) using TOP/NOP code VRE 01. Note: If relocation the relocation is not for re-employment, but another reason, (e.g., psycho-social), refer to the internal 8.4 Special Financial Assistance procedure. Follow the internal 5.12 - Receipt Requirements procedure.
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