Jan. 1, 2009
Payment of moving expenses may be authorized for new employees. Payment of moving expenses may also be authorized when it is in the best interests of the University to move a current employee from one campus or location to another. The President, Vice President, Chancellor, Hospital Chief Executive Officer, or a designee must authorize all moving expenses.
Moving expense payments are not to exceed 10% of the employee's annual salary or the actual cost of moving, whichever is less. In special circumstances, the President, Vice President, Chancellor, or Hospital Chief Executive Officer may authorize payment in excess of 10% for actual moving expenses.
Payment of moving expenses is not an entitlement and will not be authorized in all circumstances. Departments may limit reimbursement to less than actual expenses. Prior to making an offer to an employee for payment of moving expenses, the payment must be approved by the administrator responsible for funding, and authorized by the President, Vice President, Chancellor, Hospital Chief Executive Officer, or a designee.
Under this policy, moving expenses include the reasonable expenses of moving the employee's household goods and personal effects, and travel (including lodging but not meals) to the employee's new home in accordance with Internal Revenue Service regulations.
To qualify for reimbursement:
If the request for reimbursement for moving expenses is submitted to the hiring department within 60 days from the end of the move, the expenses will be reported as non-taxable on the employee's W-2. If later than 60 days they will be reported as taxable income on the W-2.
Allowable Expenses for Travel by Vehicle
If a vehicle is used to take the employee, members of their household, or their personal effects to their new home, reimbursable expenses may be figured using either:
- Actual expenses, such as gas and oil for the vehicle and rental of the vehicle, (general repairs, maintenance, or insurance are not allowable).
Or
- Effective January 1, 2009, the University will reimburse $0.21 per mile, three (3) cents less than the IRS standard mileage rate for use of a personal vehicle for moving.
NOTE: The IRS mileage rate for use of a personal vehicle for moving differs from the mileage rate for employee business travel.Allowable Expenses for Travel and Lodging
Allowable Expenses for Household Goods and Personal Effects
The campuses are individually responsible for determining the method by which requests for the authorization of moving expenses are processed and approved. Campuses may set conditions for repayment to the University of a portion or all moving expenses if the employee does not remain an employee of the University for an agreed upon amount of time.
In accordance with Internal Revenue Service regulations, all reimbursements to employees for moving expenses will be reported on the W-2 form. It is the employee's responsibility to determine the taxability of such payments.
If the move is made by a commercial moving company, the employee may elect to either pay the full amount of the moving expenses and request reimbursement for the authorized amount, or make arrangements with the moving company to bill the University directly for the authorized amount.
Payments to the Moving Company
All payments for authorized moving expenses to be made directly to the moving company should be processed on a Non-P.O. Voucher with all receipts attached. A copy of the position offer letter or a statement officially authorizing the payment of moving expenses must also be included. If the moving company requires a purchase order, submit a PeopleSoft requisition to Procurement Services.
Payments to the Employee
For payment of authorized moving expenses to the employee, prepare an Employee Moving Expense Reimbursement Form (UM-17) and an Additional Pay Form (UM-271). A copy of the position offer letter or a statement officially authorizing the payment of moving expenses must also be included. The Employee Moving Expense Reimbursement form should be signed by the employee and authorized by a signature of the President, Vice President, Chancellor, Hospital Chief Executive Officer, or a designee. The Additional Pay Form should be signed by an authorized signer for the Chartfield. These documents and receipts should be forwarded to the campus Accounting Office for processing.