Finance Division

Accounting Services

MOVING EXPENSE
Effective:  1/1/94
Revised:  11/30/2011
Related Policy
 
General Information

To be reimbursed for moving expenses, the principal place of work must be 50 miles farther from the former residence than your old main job location.

The employee reimbursement voucher or Special Pay document must be payable to the employee, supported with adequate documentation and approved by the budget center official. Reimbursement is usually made to the employee.

If payment is made directly to the vendor (i.e. moving company, rental agency, storage company), the employee’s first and last names should be placed in the internal notes section of the form via buyWays paid directly to the vendor.

If an agency or State contract exists for relocation expenses, the department may choose to use the contract vendor. If the contract is for labor (i.e. moving company) related to moving personal effects, it may be paid on a Payment Request Form via buyWays even if the amount exceeds $2,500. Apply the contract number to the Payment Request form in buyWays. If payment is in excess of $2,500 and it is not related to a labor contract established by Procurement Services, a purchase order is required. Contact Procurement Services for assistance.

Prior approval of an employment offer approved at the Administrative Council member level, which states relocation reimbursement amounts when attached to a payment request, can be substituted for approval on a payment request.

University employee travel limits apply for mileage and meal reimbursement.

Nontaxable Expenses

A voucher is required to reimburse an employee for nontaxable relocation expenses. Account 7007 is to be used for nontaxable relocation expenses. Nontaxable relocation expenses include:

  • Moving household goods or personal effects from former residence to the new residence (i.e. van or truck rental costs for moving, tape/boxes)
  • Cost of storage and insuring household goods and personal effects within any period of 30 consecutive days after the day things are moved from the former home and before they are delivered to the new home
  • Travel expenses (excluding meals) while moving from the former residence
  • IRS approved mileage reimbursement for moving a personal car (one trip per car)

Taxable Expenses

Reimbursement for taxable relocation expenses may be accomplished in one of the following manners:

  • Employees already in the CUBS payroll system are paid via a Special Pay through the payroll system.
  • Employees not yet entered into the CUBS payroll system are paid via a Payment Request Form (buyways) Procurement Services provides Payroll the expenses reported in account 7008 for inclusion in the employee's W-2 wage report.

Account 7008 is to be used for taxable relocation expenses. Taxable relocation expenses include:

  • Cost of meals consumed while traveling during the move
  • Cost of storage and insuring household goods and personal effects exceeding any period of 30 consecutive days after the day things are moved from the former home and before they are delivered to the new home
  • Temporary lodging, utilities, rent or storage
  • House hunting expenses
  • Mileage reimbursement in excess of the nontaxable mileage allowance