Oregon State University

415-04: Reimbursements

Fiscal Operations Manual
Section 415: Relocation and Moving
Effective: 02/01/1982
Revised: 05/05/2013

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

The total of all employee reimbursements and direct vendor payments are limited to the amount set forth in the offer letter.

Expenses will be reimbursed on a per diem basis for meals and mileage, and up to per diem for lodging. All other expenses will be reimbursed at actual cost, based on receipt requirements. See the OUS Moving Expense Summary Table.

Receipt Requirements -

  • Meals – reimbursed at current per diem rates; no receipts required
  • Mileage – reimbursed at current OUS mileage rate, for the most direct, usually traveled route; use the OUS Mileage Chart within the OUS Fiscal Policy Manual, Travel and Transportation Administration and Expenses 95.100, FIS Ex003-02 Mileage Chart for Cities Outside Oregon, or actual odometer readings.
  • Lodging – lodging receipts are required and must show proof of payment
  • Expenditures reimbursed at cost; appropriate documentation and proof of payment required.

Note: Original receipts and documentation must be retained by the University. Lost receipt affidavits will not be accepted as documentation for expenses.

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