OSU TRA 401: Relocating and Moving

Purpose

To allow new and relocating university employees to be reimbursed for qualified expenses.

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Applicability

New employees and relocating employees, when part of the employment agreement.

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Definition

Auto-Pay Vendors (Centralized Processing)

Selected vendors that have been contracted by OSU to submit their billings centrally to the Business Affairs Accounts Payables office. 

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Policy

New employees normally move and travel at their own expense.  However, such expenses may be paid when necessary to employ qualified personnel.  Payments will be made to a vendor directly or as a reimbursement to the employee.  Certain moving expense reimbursements made to an employee or on an employee’s behalf are considered taxable.  See information on Moving Expenses and the OUS Moving Expense Summary Table in the FASOM manual.  The maximum amount to be paid by the department must be included in the new employee offer letter. 

If grant funds are used for the move, contact the Office of Post Award Administration for approval.

For new employees teaching summer session only, travel costs for one round trip may be reimbursed when necessary to employ qualified personnel.

When a change of station takes place at the request of the Oregon University System, and the new station if 50 miles or more from the previous station, an employee may claim travel and moving expenses.  In the case of a classified employee, any provisions of the Collective Bargaining Agreement take precedence.  If the bargaining agreement is silent on this matter, the university may agree to reimburse the employee. 

In those instances where it is more practical for the employee to live at the old residence and commute to the new station, reimbursement will be made for private vehicle mileage in lieu of lodging expenses for up to 45 days following notification of the transfer.

An employee must submit a request for reimbursement of relocation expenses within six months of the appointment date.  Extensions up to six months must be approved in writing by the department head.  Any expenses submitted after 12 months are taxable.

This policy meets the requirements of an IRS accountable plan.

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Procedure

Request for Approval of Reimbursement:

Prior to the Move 

1. After the offer letter has been signed by the new employee, departments complete an OSU Moving/Relocation Agreement.  The form is located online on OSCAR.  After entering the website, click on Online Tasks, then Travel.
   
   
2. When moving expenses include the services of a commercial moving company, and those services will total $5000 or more, the department must send a copy of the approved request to Procurement, Contracting & Construction Contracting (PaCC), along with an OSU Departmental Requisition Form.  See the Department Requisition form on the Business Services website.  A list of contracted moving companies (pdf) is maintained on the Property Management website.  A copy of the approved moving form must be attached to the moving company invoice when submitting the invoice to the Business Affairs Accounts Payable office for payment.

After the Move

3. Vendor Invoices for moving related expenses are input into Banners by the Departments.  When requesting payment of expenses, Departments must submit the vendor invoice, a copy of the OSU Moving/Relocation Agreement, and the Relocation Expense worksheet available online on OSCAR, Online Tasks/Travel.  Centrally paid (autopay vendors) relocation/moving expenses should be reported to Business Affairs Accounts Payable Office on the Moving/Relocation Expense worksheet.
   
   
4. Employee Reimbursements for moving related expenses are input into Banner by Accounts Payable.  When requesting reimbursement of expenses, Departments must submit the Travel Reimbursement Request, applicable receipts, a copy of the OSU Moving/Relocation Agreement and the Relocation Expense worksheet.

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Cross Reference

See FASOM Section 10.91: Compensation -- Fringe Benefits -- Moving Expenses

See FIS 408: Centralized Processing of Expenditures for more information.

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