Instagram Combined Shape quotation Created with Sketch. 69

Moving Expense Reimbursement

Summary

College funds may be used to reimburse certain expenses incurred by new appointees when transporting themselves, their families, and household goods and personal effects to their new place of residence. 

Policy Statement

When an employing unit’s administration believes it is necessary to attract specific personnel, reimbursement of moving and related expenses may be authorized by the area Dean/Vice President.

Reimbursement of moving and related expenses shall not be made to an eligible employee unless the employee agrees in writing to return the monies received for such expenses in the event the employee resigns or voluntarily separates from employment within one year of the initial appointment. 

Eligibility Criteria

  • Must meet the distance test as outlined in IRS Publication 521 Moving Expenses
  • Full time appointment required
  • Professional/faculty appointment required

Expense

Qualifies for Reimbursement

Basic cost of moving household goods (reasonable items of furniture, furnishing, clothing, appliances, tools and equipment) and personal effects up to 12,000 pounds, including pianos, refrigerators, and deep freezers

Yes – Must use a carrier authorized by the NYS Department of Transportation.  Three competitive bids are required if commercial carrier is not used and rental of trailers or trucks from commercial establishment were used.  If neither commercial mover nor rental truck is used, documented moving expenses up to $200 are reimbursable.
Reimbursement of moving expenses must be included in an employee’s federal taxable gross and applicable taxes must be withheld Yes
Additional insurance above the lowest valuation rate charged Yes
Short duration (30 days) in-transit storage Yes

Mileage incurred to drive one personally-owned vehicle from the old to the new location

 Yes - Mileage is reimbursed at the personal vehicle standard mileage rate instead of the moving mileage rate.  The difference between the two mileage rates is taxable to the employee.
Meals & Lodging No
Second automobiles and other motor vehicles, boats, and trailers (other than those used as the appointees residence) No
Expenses related to buying or selling a house No
Expenses for renting temporary living quarters No
Building materials, animals raised for profit, farming equipment, livestock No
Reimbursement request submission timeframe Within 30 days of incurring expenses, but no later than within one year of the effective date of the appointment.
Storage unit rental No
Airfare No - No matter the mode of transportation used to transport appointee and his/her family to new location, reimbursement will be made at rate of one automobile at the rate paid by NYS for the use of personally owned automobiles.  Mileage to be measured by shortest route between the two places of residence.

Procedure

  1. The reimbursement will be based on reasonable costs and budget availability.
  2. The candidate must complete the Request for reimbursement of Moving Expenses (Form AC-1099-S), sign the form and have area Dean/VP sign the form.
  3. A receipted original or carbon copy of the Bill of Lading or Freight Bill must be attached. Additionally, if certified carrier is not used, copies of three competitive bids must be included.
  4. A Standard Voucher (Form AC-92) must be attached providing a summary of the details of allowable expenditures.
  5. All completed forms should be submitted to the Dean/VP then to Purchasing and Payables.
  6. Reimbursement for moving expenses cannot be processed until the employee is an active employee in the State payroll system.

Related Information and Forms