Moving Expense Reimbursements

 

HR103 defines the University's moving expense reimbursement policy. This policy discusses what is included as an allowable expense. For employees, moving expenses, not to exceed 10 percent of the employee's annual salary or the actual cost of moving, whichever is less, may, as a condition of employment, be authorized. All moving expenses must be authorized by a University General Officer or designee. Moving expenses can be paid directly to the vendors or as a reimbursement to the employee.

TO PAY THE VENDOR DIRECTLY

Purpose

To directly pay the moving company, etc. for moving expenses.

When

When authorized as a condition of employment.

Forms Needed

Non-PO Voucher  and possibly a PeopleSoft Requisition

 

Procedure Overview

Step 1.

Determine if the moving company requires a purchase order. If so, submit a PS Requisition to Procurement. If not, skip this step.

 

Step 2.

Enter a Non-PO voucher in PeopleSoft Accounts Payable System.

 

Step 3.

Print the voucher. Someone authorized to approve expenses for the chartfield(s) being used and the individuals administrative supervisor must sign the voucher.

 

Step 4.

Attach invoices to the voucher. The invoice total must match the voucher total.

 

Step 5.

Attach the official offer letter or other letter designating the total amount of moving expenses approved by the department.

 

Step 6.

Route all documents to Accounting/Fiscal Services at G3 Parker Hall.

 

 

 

TO REIMBURSE THE EMPLOYEE

Purpose

To reimburse the employee for moving expenses.

When

When authorized as a condition of employment.

Forms Needed

Employee Moving Expense Reimbursement Request & Summary Additional Pay Form

 

Procedure Overview

Step 1.

Prepare a Trip Expense Detail form detailing expenses that can be reimbursed per HR103. (Note: Do not enter a Non-PO Voucher into PeopleSoft Accounts Payable.)

 

Step 2.

Prepare an Additional Pay Form. Use "MOV" as the earnings code on the Additional Pay Form. The total on the Additional Pay Form must match the total on the Trip Expense Detail Form. Attach the Trip Expense Detail form to the APF.

 

Step 3.

Attach receipts substantiating the expense to the forms.

 

Step 4.

Someone authorized to approve expenses for the chartfield(s) being used and the individuals administrative supervisor must sign both forms.

 

Step 5.

Route all documents to Accounting/Fiscal Services at G3 Parker Hall.

 

Step 6.

After Accounting reviews the documents, they will be forwarded to Human Resources to be paid in the next pay cycle. The APF and attachments will be placed in the employee's personnel file in Human Resource Services.

 

 

 

Policy and Form Links

HR Policy 103

Trip Expense Detail (UM 11)

Additional Pay Form (UM 271)

Additional Pay Form Instructions