201.68 Moving and Relocation Expenses

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

Procedure A: To arrange for reimbursement after relocation

Department Administrator (before move):

  1. Complete "Moving and Relocation Worksheet" found in PeoplePay.
  2. Effective January 1, 2017, the university's rate for mileage reimbursement on personal vehicles changes to 53.5 cents per mile, from 54.0 cents per mile. NOTE: For 2016 expenses not yet submitted, the mileage reimbursement rate is $.54 per mile.
  3. Obtain approval of Dean/Director/Chair for reimbursement before commitment is made to faculty/staff member.
  4. Communicate amount of reimbursement committed to faculty/staff member.

Three Tips:

  1. Definition for "move" is a new hire coming to UM to begin employment.
  2. Definition for "relocation" is an existing employee whose work site has been changed, i.e., a clinic has closed and the employee will work at a clinic in another city.
  3. Only individuals who they claim on their income tax can be claimed on a moving expense.

Faculty/Staff Member:

Submit receipts for moving and relocation expenses to department administrator.

Department Administrator (after move):

  1. Complete "Moving and Relocation Worksheet" found in PeoplePay.
  2. Effective January 1, 2017, the university's rate for mileage reimbursement on personal vehicles changes to 53.5 cents per mile, of which $.365 is taxable and $.17 is non-taxable.
  3. Using results from Worksheet, complete "Reimbursement/Reconciliation of Moving and Relocation Expense Form" found in PeoplePay.
  4. For a foreign move which includes receipts that are in foreign currency, please include a currency converter sheet for each receipt using the same date as on the receipt.
  5. Send Worksheet, Receipts and Expense Form to Dean's/Director's Office for approval.

Dean/Director's Office:

  1. Approve reimbursement and sign "Reimbursement/Reconciliation of Moving and Relocation Expense Form."
  2. If reimbursement for a staff member exceeds the SPG limits, approval must be obtained from the vice president of the area in which the staff member is employed before forms are sent to SSC HR.  For faculty, approval must be obtained from the dean or director.
  3. Send Worksheet, Receipts and Expense Form to SSC HR.

SSC HR:

  1. Documents will be scanned into employee's personnel file and a service link case will be created.
  2. Review Worksheet.  Approve Reimbursement.
  3. Transaction will be approved and Payroll will see data the next day.

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:

  1. Request an advance for moving and relocation expenses.
  2. Consult this list of UM-approved strategic suppliers who offer special pricing to faculty and staff for moving services.

Department Administrator:

  1. Obtain approval of Dean/Director for reimbursement before commitment is made to faculty/staff member.
  2. Send Promissory Note 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 SSC HR.

SSC HR:

  1. Documents will be scanned into employee's personnel file and a service link case will be created.
  2. Review estimates and approval.
  3. Assign faculty/staff member UMID, if not already assigned.
  4. Service Link case will be assigned to Payroll for handling.

Payroll:

  1. Review forms, if approved, issue check and mail it to faculty/staff member.
  2. 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.