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Moving Expense Reimbursement


Clarifies the process and method for the reimbursing relocation costs to eligible employees.

Policy Information

Policy Number Policy Owner
4044.2 Accounts Payable
  • 4.0 Policy

    Overview

    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.

    Appointee Eligibility

    • 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

    Expense Eligibility

    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.

    Expense

    Qualifies for Reimbursement

    Notes

    Basic cost of moving
    household goods and
    personal effects up to
    12,000 pounds from the
    employee’s residence
    located near the new
    place of employment.

    Examples include
    reasonable items of
    furniture, furnishing,
    clothing, appliances,
    tools and equipment,
    including necessary
    expenditures for handling
    such items as pianos, refrigerators and deep freezers.

    Yes

    If using a commercial mover, must
    use a carrier authorized by the
    NYS Department of Transportation
    or US Department of Transportation
    (See Appendix).

    If using a rental truck or trailer from a
    commercial establishment, three (3)
    competitive bids are required.
    Reimbursement shall be made at the
    lowest quote.

    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
    freight rate.

    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
    new location
    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,
    livestock
    No  
    Other pets and animals Yes  
    Farm tractors, implements,
    and equipment
    No  
    Belongings that are not the
    property of the appointee’s
    immediate family
    No  
    Belongings related to
    commercial enterprises
    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
    lowest quote.

    Any other expenses
    incurred by the appointee as a result
    of a relocation
    No  

    Payment of Expenses and 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.

For additional information about this policy, please contact the Policy Owner listed above.

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