Moving Expenses
Corresponding Policy: See ‘Moving Expenses’ policy.
Corresponding Forms: Moving Expense Reimbursement Form
Process: Seeking Reimbursement for Moving Expenses
Please upload the Moving Expense Reimbursement Form to our Department Forms Secure Upload.
To be reimbursed for moving expenses the Moving Expense Reimbursement Form must be completed and signed by Claimant and Department Head.
- Letter of Offer- A copy of the letter of offer must be attached to the Moving Reimbursement Form. In the letter of offer, it must state how much the employee will be reimbursed for travel. If it does not, a supplemental letter of offer will need to be obtained and attached to the reimbursement form.
- Receipts/Documentation- Original itemized receipts documenting moving expenses must also be attached to the Moving Reimbursement Form. Quotes and or invoices are not sufficient receipts; proof of payment must be attached.
- Effective January 1st 2018 all reimbursements related to Moving and Relocation will be 100% tax reportable. Any reimbursements paid to, or on behalf of a new employee, will be reported to HR/Payroll to be reported as wages for the month.
| Type of Moving Expense | Limits | Additional Information | Tax Impact |
|---|---|---|---|
| Compensation | |||
| Salary while house hunting & moving | Up to ten days off with pay | Only when moving or house hunting is done after hire date | Taxable |
| House hunting | |||
| Transportation between new and old location | Up to two round trips for one person or one round trip for two persons | Common carrier fares or private vehicle mileage at 58.5 cents per mile (from 1/1/2022 ~ 6/30/2022) or at 62.5 cents per mile (from 7/1/2022 ~ present) will be reimbursed | Taxable |
| Transportation in vicinity of new location | Up to 200 miles | $58.5 cents (from 1/1/2022 ~ 6/30/2022) | Taxable |
| Meals and lodging | Up to ten days. (Limit is combined with limit for meals and lodging while moving - see below.) | Lodging: $138/day employee only. $207/day employee plus household members (1.5 times the employee only lodging per diem). Meals & incidentals: $64/day employee only. $128/day employee plus household members. | Taxable |
| Temporary Living | |||
| Meal and lodging expense in new location | Up to 45 days | Lodging: $138/day employee only. $207/day employee plus household members (1.5 times the employee only lodging per diem). Meals & incidentals: $64/day employee only. $128/day employee plus household members. | Taxable |
| Moving | |||
| Moving company or van rental | Up to 20,000 lbs., insurance, extra handling charges, 90 days storage. (See Tax Considerations for additional information.) Packing, crating and unpacking - up to $1,000.00. | Approval required for reimbursement of cost of moving personal effects in excess of 20,000 pounds | Taxable |
| Transportation of employee and household members | Up to two one-way common carrier fares, or vehicle mileage | Common carrier fares or private vehicle mileage at 58.5 cents per mile (from 1/1/2022 ~ 6/30/2022) or at 62.5 cents per mile (from 7/1/2022 ~ present) will be reimbursed | Taxable |
| Meals and lodging | Up to ten days. (Limit is combined with limit for meals and lodging while house hunting - see above.) | Lodging: $138/day employee only. $207/day employee plus household members (1.5 times the employee only lodging per diem). Meals & incidentals: $64/day employee only. $128/day employee plus household members. | Taxable |
| Miscellaneous | |||
| Closing costs, utility hookup, etc. | Up to $1,500.00 | Must submit receipts | Taxable |