| NMU Policies and Requirements

Moving Expense Policy

Controllers Office, 906-227-2339

Purpose:
To control payment of relocation expenses for newly hired regular full-time salaried employees.

Applicability:
All faculty, staff, and prospective full-time salaried employees

Policy:
University departments may authorize payment of relocation expenses for newly hired regular full-time salaried employees. The new hire must be relocating from more than 100 miles away from Marquette, Michigan. The University department and/or division is responsible for the funding of the relocation reimbursement. The department can authorize up to 5% of the starting base salary. In special circumstances and where budget resources are available, a payment over 5% can be authorized by the divisional vice president or the president. Copies of receipts are needed to support all expenses except mileage and meals.

Moving expenses are taxable to the individual and payment is limited to the following items:

Transportation of household goods and personal effects to include three round trips for the use of a personal vehicle at the approved IRS rate at the time of travel.
Cost of a moving van and related charges such as gas, packaging materials, and tolls
Travel by the most direct route from principal residence to Marquette
Travel including lodging in route and one night stay in Marquette upon arrival

Moving Expenses Reimbursement (Procedure)

ACADEMIC AFFAIRS - PROCEDURES FOR REIMBURSEMENT OF MOVING EXPENSES

Step 1: (Employee, Department Office)

Either the department or employee completes the first section of the Moving Expense Reimbursement Form.
The department completes the middle section of the form and secures the signature of the department head. The department sends the original form and additional backup to the college office.

Step 2: (College Office)

The college office completes the College Share, secures the dean’s signature, and forwards the form and original paperwork back to the department office.
The department office scans and emails the receipts and the signed Moving Expense Reimbursement Form to finance@nmu.edu, who will secure financial manager approval.

Step 3: (Controllers Office)

The Controller’s Office reviews the paperwork to determine if various expenses submitted by the employee are covered under the Moving Expense Policy. Once the expenses have
been approved, the Controllers Office will:
- Sign and forward the completed form, along with all supporting documents, to the Payroll Department to process payment.
- Print a copy of the Moving Expense Reimbursement Form, and if tenure-earning or three-year term faculty, initial their approval and forward it to the Academic Affairs Office.
Step 4: (Payroll Office)
The Payroll Office will process the reimbursement payment through the payroll system according to the normal payroll schedule, and will withhold any related taxes.
Requests received by Payroll before the applicable payroll deadline will be included in the next payroll cycle. Those received after the deadline will be included in the following cycle.

Step 5: (Academic Affairs Office)
The Academic Affairs Office completes the P&VPAA Share on the Moving Expense Reimbursement Form and secures the signature of approval from the Provost and Vice President for Academic Affairs for the transfer of funds.
The Academic Affairs Office sends the college office and the department a copy of the Moving Expense Reimbursement Form and completed budget revision.

Academic Affairs
Moving Expense Reimbursement Form

Faculty Name: _______________________________ Department: __________________________

NMU IN: _____________________________________ Point of Origin: _______________________

Moving Dates: _______________________________ Date of Hire: __________________________

_______________________________________________________________________________________
Check one: ☐ Tenure Earning ☐ Term ☐ Staff
_______________________________________________________________________________________

Description of Expenses Expended

_______________________________________________ ______________________________________

TOTAL _________________________________

Beginning Salary: ______________________________________
Amount Refundable by NMU (5% of salary):
Taxable Benefit ______________________________________
Org # to be Reimbursed: ______________________________________
Department Share (25%) ______________________________________
College Share (25%) ______________________________________
P&VPAA Share (50%) ______________________________________

TOTAL REIMBURSEMENT ______________________________________

Recommended by: ________________________________________ _________________________
Department Head Date

Approved by: _____________________________________________ _________________________
Dean Date

Approved by: _____________________________________________ _________________________
Controller’s Office Date

Approved by: _____________________________________________ ________________________
Provost & Vice President for Academic Affairs Date

Revised 12/5/2025

Date Approved	2000-02-02
Last Reviewed	2026-01-01
Last Revision	2026-01-01
Approved By	President
Oversight Unit	CONTROLLERS OFFICE
Attachment	Academic-Affairs-Moving-Expense-Reimbursement-Form-1.1.2026.pdf