APPLIES TO: Regular Faculty and Staff and Visiting Faculty from other educational institutions with the exception of those represented by a bargaining unit
ISSUED BY (DEPT): University Human Resources
SPG NUMBER: 201.68
DATE: 09/01/2008
| RESPONSIBILITY |
ACTION |
| Procedure A: To arrange for reimbursement after relocation |
| Department Administrator |
Obtain approval of Dean/Director/Chair for reimbursement before commitment is made to faculty/staff member.
Communicate amount of reimbursement committed to faculty/staff member. |
| Faculty/Staff Member |
Submit receipts for moving and relocation expenses to department administrator. |
| Department Administrator |
Complete “Moving and Relocation Worksheet” found in PeoplePay.
For moving expenses only, per Internal Revenue Services regulations, the mileage reimbursement rate per mile is $.27 non-taxable and $.315 taxable.
Using results from Worksheet, complete “Reimbursement/Reconciliation of Moving and Relocation Expense Form” found in PeoplePay.
Send Worksheet, Receipts and Expense Form to Dean’s/Director’s Office for approval. |
| Dean/Director’s Office |
Approve reimbursement and sign “Reimbursement/Reconciliation of Moving and Relocation Expense Form”.
If reimbursement exceeds the SPG limits, approval must be obtained from the Executive Vice President of the area in which the faculty/staff member is employed before forms are sent to HRRIS. For faculty, approval would be obtained from the Provost.
Send Worksheet, Receipts and Expense Form to HRRIS. |
| HRRIS |
Review Worksheet. Approve Reimbursement.
Send completed forms to Payroll.
Scan copy of documents to employee’s personnel file |
| Payroll |
Process reimbursement, or if advance was taken, reconcile reimbursement with advance.
If there was a promissory note, send cancelled note to faculty/staff member. |
| Procedure B: To arrange an advance prior to relocation for faculty/staff member. |
| Faculty/Staff Member |
Request an advance for moving and relocation expenses. |
| Department Administrator |
Obtain approval of Dean/Director for reimbursement before commitment is made to faculty/staff member.
Send Promissory Note Form or Electronic Form along with instructions to faculty/staff member. |
| Faculty/Staff Member |
Complete Promissory Note Form; send to Department Administrator along with estimates of moving costs (usually from moving company). |
| Department Administrator |
Complete “Request for Moving and Relocation Advance Form” found in PeoplePay. Send this form along with Promissory Note and moving estimates to Dean’s/Director’s Office for Approval. |
| Dean’s/Director’s Office |
Sign “Request for Moving and Relocation Advance Form” and send this form along with Promissory Note and moving estimates to HRRIS. |
| HRRIS |
Review estimates and approval.
Assign faculty/staff member UMID, if not already assigned.
Keep copy of packet and send originals to Payroll. |
| Payroll |
Review forms, if approved, issue check and mail it to faculty/staff member.
Send letter to Department Administrator that check has been sent and date it was sent. |
| Faculty/Staff Member |
Save all receipts from moving and relocation. Follow Procedure A above. |
