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System Management
Payroll and Finance
Payment of Moving Expenses
Policy Number: C.E.S.P. 3-27
Date Revised: 10-17-2007
Supersedes: 7-20-2004 |
Summary: Establishes policy and procedures concerning payment of moving
expenses for Extension employees who are newly appointed or who are
relocated due to promotion or transfer.
The Cooperative
Extension Service pays expenses up to a maximum of $5,000 for the movement
of household effects for certain new appointees and for employees who
relocate as a result of promotion or at Extension's request. Any amount above $5,000 (up to maximum
of 10% of the annual salary) must have prior approval by the Vice President for Agriculture -
Extension. This includes regular moving expenses plus 15 cents per mile for the one-way trip to the new location to
report for work. (Filed on
T.R.A.V.-207 M.O.)
Eligibility:
- Employees who
receive a promotion involving relocation and an increase in salary may have
their moving expenses paid. Interns receiving a salary adjustment at the
time of reassignment may also qualify for moving expense reimbursement.
- Employees who
apply for and are awarded a lateral transfer to another location without a
salary increase are not eligible for moving expenses.
- Extension
reserves the right to change the duty assignment and work station of an
employee for programmatic, budgetary or personnel reasons. Employees who are
asked to relocate are not automatically eligible for moving expenses. The
employee may ask the Associate Vice President for Agriculture - Extension to
consider reimbursement of moving expenses. Written requests will be judged
individually on their merit.
Procedure:
- The Associate
Vice President for Agriculture - Extension or the Department Head should
notify
the employee in writing that moving expenses may be paid. Financial Services will determine whether or not a particular expense
qualifies for reimbursement.
- Employees
planning to use the preferred moving company:
Extension has contracted with a moving
company, whose use is preferred, but not mandatory. Move scheduling should
be done as soon as possible upon acceptance of employment, and offer by C.E.S.
to pay for moving expenses. Move must be no later than one year from the
start of employment.
PLEASE NOTE: Employees should contact the
local representative for Allied Van Lines listed below and ask for U of A
Cooperative Extension Service pricing.
|
Local Representative: |
Shelia Waldrop or Jo Bardin |
| Contracted Moving Company: |
A-1 Daniel Moving & Storage Co Inc (Agent for
Allied) |
| |
Phone: |
800/282-6608 |
| |
Fax: |
501/375-1075 |
If Extension’s contracted moving company is
not used, three written moving estimates must be secured. On-line estimates
will not be accepted. Justification should be provided if the firm with the
lowest estimate is not selected. Receipts are required for all
reimbursements.
- Employees not using the preferred moving
company:
- Should complete Form
P.U.R.C.H. - 306, "Estimated Cost
of Moving Expenses," and send it to Financial Services for reimbursement.
- Must use a professional mover in
order to claim reimbursement. Reimbursement will only be made with
appropriate documentation from a vendor (business).
- Original receipts from the vendor
must be submitted for reimbursement. Payment will not be made for friends,
or relatives assisting with the move or for personal expenses incurred
during the move.
- Must submit the original copy of the
vendor invoice to Financial Services together with the Estimated Cost of
Moving Expense form to file for reimbursement.
- Employees
planning to move themselves using truck or trailer rental:
- Total expense for truck/trailer rental and gasoline must not exceed
$1,500.
- Complete Form
P.U.R.C.H. - 306, "Estimated Cost of Moving Expenses," and send
to the Financial
Services for approval of
move.
- Original receipts from the vendor (rental firm/gas station) are
required for reimbursement. Payment will not be made to individuals or to
the employee’s
friends, or relatives for assisting with the move or for personal expenses
incurred during the move.
The following items will not be paid:
- Travel
expenses, meals, and lodging for pre-move house hunting trips.
- Expenses of
buying and selling a home.
- Temporary
living expenses.
- Meals while
moving from the old residence to the new residence.
- Excess
reimbursement for mileage (other than the one time move to the new location
at 15 cents per mile).
- Expenses
incurred in the movement of vehicles, farm equipment, boats, trailers, and
other items not normally considered household items.
- Expenses for
moving to a different location within a county, except in certain
circumstances involving relocation to a different town when the request is
approved in advance by the Associate Vice President for Agriculture -
Extension.
- Expenses for
moving incurred by an employee already living in one town and working in
another.
- Charges made
by relatives or friends of the employee for assisting with the move.
- Expenses for
plumbers, electricians, or other similar service providers.
- Expenses for
moving outside storage buildings.
- Expenses for
removal or installation of T V antenna, cable, satellite dish, etc.
- Charges for
insurance beyond that provided by the mover. Generally, a nominal amount is
included in the total charge by the company and does not appear as a
separate item on the bill. Additional coverage appearing separately on the
bill must be paid by the employee.
Forms
P.U.R.C.H. -306: Estimated Cost
of Moving Expenses
T.R.A.V.-207 M.O.: Moving Expense Reimbursement
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