2.15—House Hunting and Moving Reimbursements

Effective: 05/13/2014
Senate Proposal: No
Responsible University Officer: Vice President for Finance and Vice President of Administration
Responsible Office: Financial Services and Operations

Policy Statement

The University will reimburse allowable house hunting and moving expenses to new, regular, full time faculty and staff. The house hunting and moving expense reimbursement amount for new employees will be negotiated by a senior administrator with a maximum amount of up to one month's salary.

Active employees who are assigned to another geographic location more than 100 miles from the current job site may be reimbursed for moving expenses, up to a maximum of $6,000.

Policy Requirements

If more than one family member has accepted employment at the University, each employee is considered individually in determining the maximum amount of reimbursement permitted. The same joint expenses cannot be claimed in full by both employees, but may be prorated to maximize reimbursement.

Employees are required to pay for all costs associated with house hunting and moving and will be reimbursed as stated in this policy.

Claims for reimbursement of housing hunting and moving expenses:

• must be made within twelve months of the employment start date and the reimbursement will be made in the calendar year of the employment start date;
• must include original receipts for all expenses except for mileage and meal reimbursements at the IRS rates;
• must be only for the employee and immediate family members living in the household and who make the house hunting trip, and/or move;
• must be for a reasonable amount of travel by the most direct route per day; and
• taxed as per the Internal Revenue Service, which states:
• All house hunting expenses incurred during the move are taxable.

NOTE: Any applicable federal and state income taxes and FICA social security/medicare will be withheld from a future paycheck.

Reason for Policy

The University provides reimbursement of house hunting and moving expenses negotiated during the hiring process to facilitate in attracting highly qualified candidates whose high quality leadership and/or expected performance can make a competitive difference to the University in support of the Strategic Plan. The house hunting and moving reimbursements policy supports the University's Strategic Plan, Goal 1, which states "Attract, retain, and support a world-class and diverse faculty, staff, and student population."

Related Policy Information

The house hunting and moving expenses will be funded by the hiring department.

One house hunting trip is allowable for reimbursement.

Occasionally circumstances require exceptions to this policy. Any exception must be approved up through the approval chain of command to the appropriate Executive Team member.

Exclusions

Part time, temporary and visiting employees are not eligible for house hunting or moving expense reimbursement.

Temporary living costs which include meals, lodging, rent and transportation/mileage at the new job site will not be reimbursed.

Contacts

Definitions

Active Employee - A person already on the University payroll who is being transferred to a new job site for the convenience of the University.

Allowable House Hunting Expenses - For this policy includes: meals (reimbursed at the standard IRS per diem rates or actual costs, not to exceed the IRS daily per diem rate); lodging actual costs; and transportation, which may include: personal vehicle (mileage is reimbursed at the standard IRS moving rate or actual costs), airline tickets actual costs, and rental car actual costs.

Allowable Moving Expenses - For this policy includes: meals (reimbursed at the standard IRS per diem rate or actual costs, not to exceed the IRS daily per diem); lodging actual costs: transportation, which may include: personal vehicle (mileage is reimbursed at the standard IRS moving rate or actual costs), airline tickets actual costs, and rental car actual costs; actual costs associated with the packing, crating, and moving household goods (including professional library, equipment, tools, etc.) from the employee's former home to their new home; and actual costs of storing and insuring household goods within any period of thirty consecutive days after the day the goods are moved from the employee's former home and before they are delivered to their new home.

Executive Team Member - Included in this category are all officers holding titles such as vice president, chief information officer, chief financial officer, president, or the equivalents.

New Employee - A person who has been tendered a formal offer of employment by a Senior Administrator and who has accepted the offer but has not yet been placed on payroll.

Senior Administrators - Included in this category are all department chairs/directors/deans and executive team members.

Responsibilities

Accounting Services - Receives the house hunting and moving expense forms, audits, and processes the expense forms to reimburse the employee.

Employee's Department - Assists in completing and reviews the house hunting and moving expense forms; ensures the expense forms are being submitted within twelve months of the employment start date; and ensures appropriate approval signature(s) on the expense forms.

Executive Team - Reviews and approves reimbursement of moving expenses to active employees, and approves any exceptions to this policy.

New or Active Employee - Makes all arrangements for the house hunting trip and the move; during the move, travels a reasonable amount each day by the most direct route; retains all receipts required for reimbursement; and completes the house hunting and moving expense forms within twelve months of the employment start date.

Senior Administrator - Negotiates the amount of house hunting and moving expense reimbursement (subject to a maximum one month of the new employee's salary); includes the reimbursable amount of house hunting and moving expenses in the offer/appointment letter; provides funding to cover expenses; reviews and signs the expense form(s) indicating approval; and obtains written approval from the appropriate Executive Team member to reimburse moving costs to active employees who are relocated to another job site.

Procedures

In support of this policy, the following procedures are included:

• 2.15.1 House Hunting and Moving Reimbursement - New Employee
• 2.15.2 Moving Reimbursement - Active Employee

Forms and Instructions

Form:

• House Hunting and Moving Expense Form

Instructions:

• Instructions for Completing the House Hunting Form
• Instructions for Completing the Moving Expense Form

Adoption Date

Revisions