Process Guide for Moving Allowances 

Responsible Entity Task 1.  Department Head Initiates offer letter to candidate stating total dollar amount of moving expenses and/or allowance 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 Sends welcome letter and moving documentation to new staff member (Exhibits A, B or B-2). 3.  Business Office Prepares worksheet to track moving expenses if the staff member is to be reimbursed by the university (Exhibit C). 4.  Business Office One week after sending welcome letter, follow up by contacting new staff/faculty.  Obtain information to complete Moving Information Sheet (Exhibit D) and forward the information to Purchasing. If a moving allowance is provided, the business office will obtain information from the new faculty/staff member for processing of the allowance. 5.  Purchasing Purchasing will contact the moving companies with the name of the individual staff/faculty member. 6.  Moving Company 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 Business Office of their choice. 8.  Moving Company Contacts new staff/faculty to make arrangements for move.  The moving company then bills the department for the actual moving costs up to the amount authorized by the department.  Any additional commercial moving costs will be billed to the new faculty/staff member. 9. New Staff/Faculty Collects receipts for other moving expenses incurred, such as family transportation and lodging expenses incurred, and provides them to the business office for reimbursement.  These expenses will be reimbursed if the total amount authorized for moving expenses/allowances has not been exhausted by the commercial move costs.   If the new faculty/staff member moves their household and personal goods themselves, these receipts should be provided to the Business Office for processing. 11.  Business Office   Business Office collects receipts from new staff/faculty and processes the reimbursement request. Use the expense tracking worksheet (Exhibit C) as backup documentation to help with processing reimbursement.