406.1 Moving Expense Limits

Limits for each type of expense are determined on a case-by-case basis as part of the employment negotiation process. Negotiated limits may not exceed the maximum amounts shown and are subject to budget availability and campus policy. 

HOUSE HUNTING AND MOVING TRIPS

• SALARY WHILE HOUSE-HUNTING AND MOVING: An employee may be allowed up to ten days with pay for house-hunting and moving.
• HOUSE-HUNTING TRANSPORTATION BETWEEN NEW AND OLD LOCATION: An employee may be reimbursed for the cost of up to two round trips between the new and old location for house-hunting. This may be two round trips for one individual or one round trip for two individuals.
  
  • If an employee travels by private vehicle, he or she will be reimbursed at the approved rate per mile. See procedures manual for more information. An employee may be reimbursed for common carrier* fares if he or she travels by common carrier instead of by private vehicle.
• HOUSE-HUNTING TRANSPORTATION IN VICINITY OF NEW LOCATION: Up to 200 miles of private-vehicle mileage may be reimbursed for house-hunting in the vicinity of the new location. The employee will be reimbursed at the approved rate per mile.
• MOVING TRANSPORTATION: If an employee travels by private vehicle, he or she will be reimbursed at the approved rate per mile. An employee may be reimbursed for up to two one-way common carrier* fares in lieu of private vehicle mileage.
• MEALS AND LODGING WHILE IN MOVING AND HOUSE-HUNTING STATUS: An employee may be reimbursed for up to ten days of meal and lodging expenses incurred by him or her and any household members while house-hunting and moving. Expenses will be reimbursed on a per diem basis. The employee will be reimbursed at the approved out-of-state low per diem rates.  

* Note: Common Carrier is any public land, air, or water conveyance operating under a valid license providing for the transportation of passengers for hire. For purposes of this moving expenses policy, common carrier refers to airplane, train, or ship.

TEMPORARY LIVING: An employee may be reimbursed for the cost of up to 45 days of meal and lodging expenses incurred because of temporary living arrangements associated with a transfer or new appointment. Such expenses will be reimbursed on a per diem basis. Reimbursement will be made at the approved in-state per diem rates.

MOVING & STORAGE OF HOUSEHOLD GOODS & PERSONAL EFFECTS OF EMPLOYEE & HOUSEHOLD MEMBERS

• SERVICES FOR WHICH AN EMPLOYEE IS REIMBURSED FOR ACTUAL EXPENSES:
  • Moving personal effects up to 20,000 pounds.
  • Full-value insurance on personal effects
  • Appliance blocking charges and extra handling charges on items such as pianos and organs
  • Up to 90 days storage and incidental handling charges for personal effects within the authorized weight limit (when approved in advance by authorized institution personnel). The employee must pay charges for storage exceeding 90 days.
  • Packing, crating and unpacking -- including the cost of packing boxes -- up to $1,000
• PERSONAL EFFECTS IN EXCESS OF 20,000 POUNDS:
  • Approval by authorized campus personnel is required when reimbursing an employee for the cost of moving personal effects in excess of 20,000 pounds. The request for approval must indicate the following:
  • Estimated total weight
  • Costs for moving both 20,000 pounds and for moving the total weight including storage charges if applicable
  • Presence of any unusual items that cause the total to exceed 20,000 pounds
• TEMPORARY STORAGE OF POSSESSIONS:A request for approval to store the employee's possessions must show all of the following:
  • An actual and reasonable need for storage
  • An estimate of how long they will be stored
  • An estimate of the cost
• MISCELLANEOUS RELOCATION EXPENSE ALLOWANCE: An employee may be reimbursed for up to $1,500 for miscellaneous expenses that result directly from relocating. Receipts are required for all miscellaneous expenses.

For more information pertaining to moving expenses, please see procedures manual.