Pro-Moving Expense

procedure moving expenses modified Wed May 06 2020 12:51:42 GMT-0400 (Eastern Daylight Time)

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University of Louisville

OFFICIAL
UNIVERSITY
ADMINISTRATIVE
PROCEDURE

PROCEDURE NAME

Moving Expense

EFFECTIVE DATE

PROCEDURE NUMBER

PUR - 38.00

PROCEDURE APPLICABILITY

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

PROCEDURE STATEMENT

To view the policy for moving expenses, please visit the Human Resources Department.

PROCEDURES:

  1. Once an individual has accepted an offer for employment which includes moving expenses being paid by the University, as stated in the letter of offer or agreement, the established moving and storage contracted company must be used and the department should complete a Moving Form (Employee Move) listing the total amount allotted and speedtype that will be charged for the expenses.  If a department has a lab or office move, they should complete a Moving Form (Office/Lab Form).
  2. The completed form is sent to Procurement Services and then forwarded to the contracted moving and storage company, who will contact the individual moving to coordinate the move and arrange for an estimate to be done for the move.
  3. Upon receipt of the estimate, Procurement Services notifies the department of the estimated dollar amount for the move.  This is an estimate only, which will change according to the actual weight and any additional services requested by the individual moving.  This allows the department and the individual moving to be prepared for any amount over the limit established by the department, which the individual will need to pay to the moving company upon delivery.
  4. Any changes that a department would like to make regarding the dollar amount and speedtype to be used to pay for a move must be provided in writing to Procurement Services so that they can notify the moving and storage company.
  5. Once the final invoice for a move is received the department speedtype is charged. 
  6. The final invoice charge is also sent to Payroll for applying the appropriate taxation amount to the employee.
RELATED INFORMATION

Requests for reimbursement to the eligible employee for self moving not contracting for outside labor, rather than using the existent moving contract, must be requested in advance to Procurement Services by the department Vice President, Dean or Chairperson.  The request should explain the circumstances for not using the contracted vendor and also the expenses the department may allow, (such as storage, trash removal, etc.), with the total dollar amount to be paid by the University.

DEFINITIONS

Self Move: cost associated with move to include: truck rental, packing materials, fuel, lodging.  Not to include labor at any point.

ADMINISTRATIVE AUTHORITY

Vice President for Finance and Chief Financial Officer

RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Sally Molsberger – Director, Procurement Services
Service Complex, University of Louisville
Louisville, KY 40292
502-852-8223
purchase@louisville.edu 

HISTORY

Original Date: Unknown

Revision Date(s): 7/02/2018; 5/07/2018

Reviewed Date(s): 5/01/2018

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.