Moving Expense Policy - Northern Michigan University

ACADEMIC AFFAIRS - PROCEDURES FOR REIMBURSEMENT OF MOVING EXPENSES

1. 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 (or in the case of direct payment to moving van or rental truck agencies, the Purchase Requisition) and additional backup to the college office.

1. 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 creates a check request in the Concur Invoice System, and scans the receipts and the signed Moving Expense Reimbursement Form into Concur for financial manager approval.

 Step 3 (Controller’s 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 Controller’s Office: Prints a copy of the Moving Expense Reimbursement Form, and if tenure-earning faculty, initials their approval and forwards it to the Academic Affairs Office.

1. Step 4 (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.

Revised: 07/07/2022

Revised 07/07/2022

Added 12/10/2019

In order to adhere to IRS reporting requirements, the university requires moving expenses to be paid with a check; moving expenses may NOT be paid with a university purchasing card. Moving expenses can be processed either:

• through a check request paid directory to the vendor that is supported by a proper invoice (currently processed through Concur Invoice) or, 
• as a check request through Concur to reimburse an employee for the already-paid expense. Again, this must be supported by proper evidence showing the charges. This may be processed through Concur Expense if the employee who joined the university (aka the employee to be reimbursed) is set up on Concur. Alternately, it may be processed as a check request for the new employee, through Concur Invoice, by the new employee's supervisor. 

The evidence required for the Concur settlement are as follows: 

• Transportation of household goods and personal effects to include up to three round trips for the use of a personal vehicle at the approved IRS rate at the time of travel: submit a mapquest print-screen, or internet distance calculation, or map evidence, to show the distance between the two locations. Use the comment section in Concur to describe any calculation (such as "2 round trip tickets between Ann Arbor and Marquette for 439 miles x 4 = 1756 miles"). 

• Cost of a moving van and related charges such as gas, packaging materials, and tolls: submit an invoice from the moving company. 

• Travel by the most direct route from principal residence to Marquette: Again, by using external evidence for the distance, NMU will be paying for the most direct route. 

• Travel including lodging in route and one night stay in Marquette upon arrival: submit receipts with the request for reimbursement.