Moving Expense Reimbursement

To formalize the SUNY Plattsburgh Campus policy, procedure, rules and requirements for reimbursement of relocation expenses for eligible employees.

Review Process / Approval

All Departments

Initial Appointment — The first full-time appointment by the State University of New York, or by one of its constituent campuses, except that an appointment subsequent to the first appointment shall be deemed to be an initial appointment if such appointment is made three or more years following termination of an earlier appointment.

None

• Approving Reimbursement Requests
  • The Authorized Official in consultation with the Hiring Authority (if different), will determine if the relocation reimbursement is going to be authorized for the appointee.
  • If an appointee is offered relocation reimbursement by the Hiring Authority, an “Offer Letter” from the Hiring Authority must be completed and sent to the appointee stating the agreed-upon dollar value of such reimbursement.
• Claiming Reimbursement
  • After the relocation, the appointee must complete the AC-1099S Form and sign the repayment agreement at the bottom.
  • The appointee must also complete the AC-1099SA to document expenses and attach original receipts for all expenses claimed and demonstrate proof of actual payment with documentation, up to the total outlined in the Offer Letter. The completed form and documentation must be sent to the Hiring Authority or designee within one (1) year of the effective date of the appointment:
    • Documentation may include the following:
      • AC-1099S — Request/Agreement for Moving Expense Reimbursement
      • AC-1099SA — Statement of Moving Expenses
      • Bill of Lading or Freight Bill from Carrier
      • Receipts from Rental Truck (if applicable), including two other quotes
      • Other documents required by item numbers G-200 and G-205 of the Division of Budget’s Budget Policy and Reporting Manual
      • A copy of the letter from Civil Service stating there exists in New York State a shortage of qualified candidates for a position, if applicable. 
    • The Hiring Authority should review the completed AC-1099 to confirm that the amount does not exceed what was outlined in the Offer Letter and that documentation is appropriate and sign the form.
    • The Hiring Authority or designee should create a Purchase Requisition and attach a copy of the AC-1099 Form and the supporting documentation and send to Accounts Payable.
    • Moving expenses should be charged to the campus recruitment account (Account #860548_) with the applicable subaccount number noted.
    • Upon receiving the requisition and all necessary supporting documentation, Accounts Payable will review and approve payment.
    • After approval of payment, Accounts Payable will notify Payroll Services of the approval and the account number to which the expense should be charged.
    • Payroll Services will process the reimbursement request up to the amount approved by Accounts Payable. Moving expenses will be paid in one lump-sum payment (taxed).
• Returning Moving Reimbursement Funds
  • In the event that an appointee resigns or voluntarily separates within one year of the effective date of appointment to the college, the relocation reimbursement must be returned to the College.
  • While the Hiring Authorities remain ultimately responsible for notifying Payroll Services that an employee who received a reimbursement must repay their relocation expenses, Payroll Services shall periodically review the list of separations for compliance with the return of moving reimbursement as outlined in this policy.
  • When a repayment is necessary, Payroll Services shall report the deduct the monies paid from the employee’s payroll. If there is no outstanding payroll remaining, Payroll Services shall report the overpayment through the New York State Payroll System, which shall take appropriate action to collect the monies.

Request For Reimbursement of Moving Expenses (Form AC-1099S) and Statement of Moving Expenses (Form AC-1099SA) 
Purchase Requisition
Sample Offer Letter

Related Policies

SUNY POLICY # 8200: MOVING EXPENSES, PAYMENT OF

SUNY PLATTSBURGH POLICY #4044-RELOCATION REIMBURSEMENT NON-ACADEMIC AFFAIRS

To check whether a carrier is licensed by the NYS Department of Transportation call 518-457-6512 or email [email protected].

To check whether a carrier is licensed by the US Department of Transportation, go to https://li-public.fmcsa.dot.gov/LIVIEW/pkg_carrquery.prc_carrlist

Additional Resources

Subdivision 3 of Section 355(a) of the Education Law

Office of State Comptroller Payroll Bulletin 1659

There are no specific trainings identified with this policy.