Purdue University Process Guide to Moving

RESPONSIBLE ENTITY	TASK
1.  Department Head	Initiates offer letter to candidate stating total dollar amount of moving expenses to be paid by the department or University.  Forwards offer letter to Business Office.  Notifies Business Office when offer has been accepted.
2.  Business Office	Refer to Exhibit A throughout the moving process as a quick reference guide.
3a.  Business Office	Sends welcome letter and proper moving documentation to new staff member (Exhibits B, B-2, C-1 or C-2).
3b.  Business Office	Prepares worksheet to track moving expenses if the staff member is to be reimbursed by the University (Exhibit D).
4.  Business Office	One week after sending welcome letter, follow up by contacting new staff/faculty (get phone number from Head or Assistant).  Obtain information to complete Moving Information Sheet (Exhibit E).  If new faculty/staff elects to use a preferred vendor, forward information sheet to Purchasing.
5.  Purchasing	Purchasing will contact the moving companies with the name of the individual staff/faculty member.
6.  Moving Company(s)	Will contact the staff/faculty member and provide them with an estimate(s) of their moving expenses using the University-negotiated rates.
7.  New Staff/Faculty	Chooses moving company and notifies them of their choice.
8.  Moving Company	Contacts new staff/faculty to make arrangements for move.  The moving company then bills the department directly for any charges for expenses relating directly to the move.
9.  New Staff/Faculty	Receives invoice from mover for any amount beyond University’s portion.
10.  New Staff/Faculty	Collects receipts and takes to Business Office to be reimbursed for expenses not directly related to the moving company.  Follow steps outlined in Exhibit F for processing of Invoice Voucher.  See Exhibits G and H for examples.
11.  Business Office	Business Office collects receipts from new staff/faculty and processes the reimbursement for expenses not directly related to the moving company.  Use the expense tracking worksheet (Exhibit D) as backup documentation to help with processing reimbursement.
12.  Business Office	Distribute reimbursement overview sheet (Exhibit I) to staff member to reinforce University moving guidelines for payment.