Moving Expense Reimbursement
Clarifies the process and method for the reimbursing relocation costs to eligible employees.
|Policy Number||Policy Owner|
- 1.0 Purpose
- 2.0 Revision History
- 3.0 Units & Persons Affected
The College President, Vice Presidents and Deans (“Authorized Officials”) may approve the reimbursement of actual and necessary moving expenses for appointees who meet eligibility criteria.
Authorized Officials may determine the amount to be authorized, which is discretionary up to $3,000.00. In exceptional circumstances, offers in excess of $3,000 may be permitted with approval at the Vice Presidential or higher level.
Reimbursements may only be offered to qualified appointees who meet eligibility requirements. It is not expected that every appointee will be eligible for payment of relocation expenses, nor is it mandatory.
Funding for reimbursement is paid out of the campus recruitment account (Account #860548_) with the applicable subaccount number.
- Receive Initial Appointment (as defined in Section 5.0) to a full-time, professional position (unclassified) as defined in the Subdivision 3 of Section 355(a) of the Education Law for a period of 1 year or longer, and
- Where the distance from the employee’s old workplace and old residence to the new workplace is at least 35 miles
Appointees eligible for reimbursement shall be reimbursed for eligible expenses as detailed below provided the claim for such payment, including original receipts, is made within one year of the effective date of the appointment.
Qualifies for Reimbursement
Basic cost of moving
household goods and
personal effects up to
12,000 pounds from the
located near the new
place of employment.
reasonable items of
tools and equipment,
expenditures for handling
such items as pianos, refrigerators and deep freezers.
If using a commercial mover, must
use a carrier authorized by the
NYS Department of Transportation
or US Department of Transportation
If using a rental truck or trailer from a
commercial establishment, three (3)
competitive bids are required.
Reimbursement shall be made at the
If neither commercial carrier nor rental
truck is used, documented moving
expenses up to $200 are reimbursable
provided the claim is accompanied by documentation showing that such
expenses were actually incurred.
If household goods or personal effects
are shipped, shipment must be at the
The cost of packing and/or unpacking
of household and personal effects can
only be reimbursed if such services are performed by the commercial carrier used.
An original or carbon copy of the Bill
of Lading or Freight Bill is required
along with a paid receipt. Photocopies
are not acceptable.
Housing goods or personal effects more than 12,000 pounds No Additional insurance above the lowest valuation rate
charged by the commercial carrier
Yes Short duration (30 days) in-transit storage Yes Mileage incurred to drive
one personally owned
vehicle from the old to the
Yes Mileage is reimbursed at the rate paid
by the State for the use of personally
owned automobiles on official business
for (1) one-way trip. The number of miles
is measured by the shortest highway route between two places of residence. Payment
shall be made at such rate for one automobile, regardless of the number owned.
Other automobiles, motor
vehicles, boats, and trailers
other than house trailers
used as the appointee’s residence
No Packing Supplies Yes Only one-time use packing supplies
(cardboard boxes, bubble wrap, etc.)
will be reimbursed.
Meals of Lodging No Expenses related to buying
or selling a house
No Expenses for renting
temporary living quarters
No Animals raised for profit,
No Other pets and animals Yes Farm tractors, implements,
No Belongings that are not the
property of the appointee’s
No Belongings related to
engaged in by the appointee or their family
No Building materials No Storage unit rental No Airfare Yes
One (1) one-way, economy class
International or Domestic airfare
ticket(s) for appointee and their
immediate family members, eligible
up to the maximum amount of reimbursement, provided the claim is accompanied by three (3) price
quotes. Reimbursement shall be
made at the rates proposed in the
Any other expenses
incurred by the appointee as a result
of a relocation
Payment of Expenses & Tax Implications
Moving expense reimbursements are included on an employee’s federal taxable gross and applicable taxes must be withheld. Moving expenses are not subject to New York State or Local withholding taxes. The payment of reimbursements and taxation will be processed through the Payroll System along with the employee’s regular pay.
Return of Moving Reimbursement Funds
Funds are conditional upon the successful completion of one year of service. If the appointee resigns or voluntarily separates one year or less from the effective date of the appointment to the college, the funds must be returned.
- 5.0 Definitions
- 6.0 Responsibilities
- 7.0 Procedures
- 8.0 Forms
- 9.0 Appendix
- 10.0 Distribution & Training
For additional information about this policy, please contact the policy owner listed above.