Pol-Moving Expenses

policy Moving Expenses modified Wed Mar 18 2020 18:35:40 GMT-0400 (Eastern Daylight Time)

UofL Logo

University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
POLICY

POLICY NAME

Moving Expenses

EFFECTIVE DATE

May 1, 1992

POLICY NUMBER

PER-1.13

POLICY APPLICABILITY

This policy applies to University Administrators, Faculty, and Staff.

POLICY STATEMENT

An employee must meet the following criteria to be eligible to have moving expenses paid by the university:  

  1. be employed to fill a regular, full-time position within the university; 
  2. be faculty, administrator, or professional and administrative staff;
  3. be moving to a university workstation from a distance of at least 50 miles; and
  4. use the approved moving company that has a master contract with the university.


REASON FOR POLICY

To establish employee eligibility for moving expense reimbursement and to assure maximum cost savings.

RELATED INFORMATION

Effective January 1, 2018, the Internal Revenue Service (IRS) treats moving expenses as taxable fringe benefits.  All moving expenses, whether provided in-kind or reimbursed directly to the employee, are subject to federal, state, and local income tax withholding, social security, and Medicare taxes and will be reported in boxes 1, 3, and 5 of the employee’s Form W-2.  

PROCEDURES

Follow the university’s Moving Expense Procedures and reference this moving policy in all letters of offer or agreements with the new employee if any expenses are to be paid by the university.

RESPONSIBILITIES

The unit head is responsible for deciding whether to pay the cost of moving as part of a recruitment package and arranging funding prior to making any commitments to prospective employees. Funding for the reimbursement of moving expenses must be provided from the unit's operating budget. 

ADMINISTRATIVE AUTHORITY

Associate Vice President for Human Resources

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Human Resources
1980 Arthur Street
Phone:  502-852-6258
Email: hrhelp@louisville.edu

HISTORY

Revision Date(s):  May 5, 2017 (effective November 30, 2017), May 7, 2018

Reviewed Date(s):  March 8, 2016, May 5, 2017, May 7, 2018

The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.