As a condition of employment, payment of moving expenses for employees, not to exceed 10 percent of the employee's annual salary or the actual cost of moving, whichever is less, may be authorized. All moving expense must be authorized by a University General Officer or designee. For the complete Moving Expense Policy, please refer to Human Resource Policy 103 and Business Policy 214.
The Employee being reimbursed for moving expenses
If it an employee deems it preferable to pay moving expenses personally and then be reimbursed by the University, they must prepare an Employee Moving Expense Reimbursement Request and Summary Form (UM-17) and electronically attach it to the Travel and Expense (“T&E”) expense report along with a copy of the position offer letter or a statement officially authorizing the payment of moving expenses. The Employee Moving Expense Reimbursement form should be signed by the employee and authorized by a signature of the President, Vice President, Chancellor, or a designee.
Per BPM 214, to comply with IRS regulations, all reimbursements to employees for moving expenses will be reported on the W-2 form. To assist with preparing the W-2 form, the University utilizes the T&E module as it allows for robust tracking and integration with payroll. It is then the employee’s responsibility to determine the taxability of such payments.
Please be aware new employees must wait until their effective date of employment to gain access to the T&E module. This can cause reimbursement delays from the date the employee incurs moving expenses and their effective hire date. For this reason, departments are encouraged to communicate this potential delay to new hires and work with them to pay moving companies by Purchase Order or Departmental Pcard where possible. Submitting Non-PO Vouchers to reimburse any employees for moving expenses is not allowed.
The University Paying moving company expenses directly
Often moving expenses are paid directly to a moving company by the University. If the company requires a purchase order, you will need to submit a PeopleSoft Requisition to Procurement. If the company does not require a purchase order, a Departmental Pcard or Non-PO Voucher can be used to pay moving expenses on behalf of the employee.
If a departmental Pcard is used, the invoice or documentation detailing expenses incurred and a copy of the official University document authorizing payment of moving expenses (e.g. copy of position offer letter, PAF) must be sent to the department’s Pcard Approver so the expenditure can be approved.
If a Non-PO Voucher is used, the invoice or documentation detailing expenses incurred and a copy of the official University document authorizing payment of moving expenses (e.g. copy of position offer letter, PAF) must be attached to the voucher so reviewers can approve the expenditure.
Below are applicable moving expense links:
- Guide to complete an Expense Report claiming Moving Expenses
- Moving Companies
- IRS reporting regulations
- Employee Moving Expense Reimbursement Request and Summary Form (UM-17)