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.

  1. 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. 
  2. 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.
  3. 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 ExpenseLimitsAdditional InformationTax Impact
Compensation
Salary while house hunting & moving Up to ten days off with payOnly when moving or house hunting is done after hire dateTaxable
House hunting
Transportation between new and old locationUp to two round trips for one person or one round trip for two persons

Common carrier fares or private vehicle mileage at 57.5 cents per mile (effective 01/01/2020) will be reimbursed

Effective 01/01/2021:
Common carrier fares or private vehicle mileage at 56 cents per mile will be reimbursed

Taxable
Transportation in vicinity of new locationUp to 200 miles

$57.5 cents per mile effective 01/01/2020

$56 cents per mile effective 01/01/2021

Taxable
Meals and lodgingUp to ten days. (Limit is combined with limit for meals and lodging while moving - see below.)

Lodging: $140/day employee only. $210/day employee plus household members (1.5 times the employee only lodging per diem). Meals & incidentals: $60/day employee only. $120/day employee plus household members.

Effective 01/01/2021:
Lodging: $138/day employee only. $207/day employee plus household members (1.5 times the employee only lodging per diem). Meals & incidentals: $60/day employee only. $120/day employee plus household members.

Taxable
Temporary Living
Meal and lodging expense in new locationUp to 45 days

Lodging: $140/day employee only. $210/day employee plus household members (1.5 times the employee only lodging per diem). Meals & incidentals: $60/day employee only. $120/day employee plus household members.

Effective 01/01/2021:
Lodging: $138/day employee only. $207/day employee plus household members (1.5 times the employee only lodging per diem). Meals & incidentals: $60/day employee only. $120/day employee plus household members.

Taxable
Moving
Moving company or van rentalUp 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 poundsTaxable
Transportation of employee and household membersUp to two one-way common carrier fares, or vehicle mileage

Common carrier fares or private vehicle mileage at 57.5 cents per mile (effective 01/01/2020) will be reimbursed

Effective 01/01/2021:
Common carrier fares or private vehicle mileage at 56 cents per mile (effective 01/01/2020) will be reimbursed

Taxable
Meals and lodgingUp to ten days. (Limit is combined with limit for meals and lodging while house hunting - see above.) 

Lodging: $140/day employee only. $210/day employee plus household members (1.5 times the employee only lodging per diem). Meals & incidentals: $60/day employee only. $120/day employee plus household members.

Effective 01/01/2021:
Lodging: $138/day employee only. $207/day employee plus household members (1.5 times the employee only lodging per diem). Meals & incidentals: $60/day employee only. $120/day employee plus household members.

Taxable
Miscellaneous
Closing costs, utility hookup, etc.Up to $1,500.00Must submit receiptsTaxable