UC Santa Barbara Policy 5130
Policies
Issuing Unit: Personnel Office Date: May 1, 1973
PAYMENT AND REPAYMENT OF MOVING EXPENSES
FOR NEW STAFF EMPLOYEES
I. PURPOSE AND SCOPE:
This procedure provides guidelines for the payment and repayment of
those costs associated with moving a new staff appointee to the
University from another location.
II. REFERENCES:
A. President Hitch's memorandum to Chancellors, dated April 26,
1968.
B. UCSB Policies Manual, Policy 5125, Reimbursement of Removal
Expenses for Appointees to Staff Personnel Positions.
C. University of California Business and Finance Bulletin, G-13,
Removal Expenses.
III. PROCEDURE:
A. Submittal and Review of Requests:
The request for payment of removal expenses may originate with
the department via the campus Personnel Manager or with the
Personnel Manager himself. In the case of up to one-half
reimbursement, the Personnel Manager may make the commitment.
In the case of full reimbursement of a campus department
employee, the Personnel Manager submits to the Chancellor
information concerning the applicant's pertinent training and
work experience, the recruiting situation, and eligibility for
removal expense payment. For an applicant for a position in a
University-wide department, the appropriate campus Personnel
Manager sends the information to the Vice President or
University Dean who has line responsibility for the department.
B. Removal and Travel Expense Agreement:
After the proper approval is obtained, the Personnel Manager
will process a Removal and Travel Expense Agreement (Attachment
A) at the same time other employment papers are processed.
C. Movement of Household Goods:
1. For movement via commercial van lines:
a. A Purchase Requisition should be submitted by the
hiring department to the Purchasing Department, with
the written evidence of the approval of the Personnel
Manager or the Chancellor. The requisition should
include information on the budget to be charged, name
of family to be moved, present address, location to
which they are to be moved, the date of moving,
employee's social security number, and other
pertinent information. The Purchasing Department will
make the necessary arrangements and will contact the
new appointee to advise him of the procedure; the new
employee will also be contacted by the local
representative of the moving company who will
complete the arrangement.
b. The Purchasing Department will advise the Accounting
Office of the Purchase Order Number and name of the
employee.
2. Arrangements for employee moves via rental truck, U-haul
trailer, etc., shall be made by the employee.
D. Reimbursement:
1. Via Commercial Van Lines:
a. Upon receipt of an invoice from the moving company,
the Accounting Office will forward it to the hiring
department with a request to complete a Form 6,
Request for Travel Advance made payable to the moving
company. The completed Travel Advance form should be
attached to the invoice and returned for payment to
the Accounting Office. Upon receipt of the Form 6 and
the invoice, the Accounting Office will issue a check
to the moving company.
b. Within 10 days after receipt of the invoice in the
hiring department, the department should submit a
Travel Expense Voucher, Form 85R, marked "Staff
Removal Expense," to clear this advance. Unless full
removal expense reimbursement is authorized, the
employee will submit his check with the voucher for
that portion of the invoice payable by him. If
payment is not received within 30 days, the
employee's portion will be deducted from his salary.
The Travel Expense Voucher should include the
following:
(1) Dates and times of departure and arrival.
(2) Detailed actual expenses, supported by bills and
vouchers whenever possible.
(3) Number of family members and ages of children.
(4) Social Security Number of appointee.
(5) Signature of appointee.
(6) Signature of the department head.
(7) Signature of the Personnel Manager.
c. The Accounting Office will issue a check reimbursing
the employee in the approved amount for expenses
other than the van line, e.g., meals, lodging.
2. Via rental truck, etc.:
Moving expenses associated with rental of U-haul trucks,
etc., should be included in the application for
reimbursement submitted to the Accounting Office on the
Travel Expense Voucher, Form 85R, marked "Staff Removal
Expenses," in accordance with paragraphs III.D.b. and c.
above.
E. Repayment of Removal Expenses:
In accordance with Policy 5125, paragraph II.E., a terminating
employee who has received reimbursement for removal expenses
may be required to return a portion of that reimbursement to
the University. See Attachment A. The Personnel Office will
notify the Accounting Office, by telephone or in writing, of
the impending termination. The employee will have the option of
having the sum deducted from his/her final paycheck or repaying
the amount in cash.
F. Tax Considerations:
Removal expenses are subject to income tax and the amount paid
by the University will be included on the employee's W-2 Form.
The employee will be furnished a Department of Treasury I RS
Form No. 4782, showing amounts paid. At time of payment, the
employee should make a copy of the van line invoice for his/her
personal use in preparing a tax return.
IV. ATTACHMENT:
A. Removal and Travel Expense Agreement.
For questions or comments regarding the format of the above information, please contact webcontact@ucsbuxa.ucsb.edu.
Last Modified By: HMW, 5/21/97
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