Moving Expense

Date Approved:2-2-2000
Last Revision:9-20-2019
Last Reviewed:9-20-2019
Approved By:President
Oversight Unit:FINANCE & ADMIN, VICE PRES
This policy has a related procedure. Click to view the procedure below.
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

Procedure

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.