Moving and Relocation
The State has strict regulations regarding moving and relocation. BEFORE entering into ANY verbal or written agreement with a potential employee, contact your Vice President or the Accounts Payable MANAGER (654-1226). Although UMW follows the Commonwealth's Moving and Relocation regulations in the CAPP manual topic 20345 (a link is listed below), UMW typically limits the relocation amount to $5000, which is less than the amount allowed by the state. The relocation amount cannot--under any circumstances--exceed the maximum dollar amount allowed by the state in CAPP section 20345. UMW also typically limits the payment for the following types of items:
Packing materials for moving
Travel expenses directly related to the actual move itself (travel regulations can be found by clicking this link)
Rental Moving vehicles
Common Carrier moving companies
THESE TWO FORMS ARE REQUIRED FOR ANY PAYMENT OR REIMBURSEMENT THAT RELATES IN ANY WAY TO MOVING AND RELOCATION EXPENSES:
1. A completed Employee Moving and Relocation Expense Information Form (This form is completed AFTER the move has taken place) and
2. A completed Moving and Relocation Agreement Form (This form must be signed and dated by the employee and the Core Planning Group Member BEFORE THE EMPLOYEE INCURS ANY MOVING AND RELOCATION EXPENDITURES, including house-hunting expenditures.) (This is a sample document that you may use. If you alter the information on this form, contact the Accounts Payable MANAGER at 654-1226 BEFORE changing any information on the form; UMW MUST remain in compliance with the state's regulations.)
READ THIS COMPLEX AND
IMPORTANT MILEAGE REGULATION
The distance between the employee's new work location and the former residence must be at least fifty (50) miles greater than the distance between the employee's old work location and the former residence. That is, the employee's commuting distance must have increased by at least fifty (50) miles one way. For example, if the original commuting distance from the former residence to the old work site was 10 miles, the new work site must be at least 60 miles (10 miles original commuting distance plus the 50-mile increase) from the former residence. If your candidate does NOT meet this mileage regulation, the University of Mary Washington CANNOT, under State regulations, pay for moving and relocation for this new employee. Special consideration may be given by the State Comptroller for relocations which require the employee to establish a new residence in a specific geographical location when commuting distance is not increased by 50 miles. This MUST BE APPROVED IN ADVANCE THROUGH THE ACCOUNTS PAYABLE DEPARTMENT BY THE STATE COMPTROLLER BEFORE ANY VERBAL OR WRITTEN AGREEMENT TAKES PLACE.
NOTE: Invoices from moving companies MUST show the pick up address and the delivery address of goods.
CONTACT THE ACCOUNTS PAYABLE MANAGER WITH ANY QUESTIONS.
REQUIREMENTS
In advance, the new employee should obtain three price estimates from moving companies. The Purchasing Department (654-1057) can assist with questions regarding Purchase Orders to moving companies. If the company accepts MasterCard, the departmental GE MasterCard may be used, but the following forms MUST be attached to the GE MasterCard log:
1. A completed Employee Moving and Relocation Expense Information Form and
2. A completed Moving and Relocation Agreement Form.
If the company does not accept MasterCard and will not accept a Purchase Order, contact the Accounts Payable MANAGER (ext. 1226) for direction. The Accounts Payable Manager will have to get direction from the Assistant Vice President of Finance or the Assistant Vice President of Business and Finance.
THE RELOCATION MUST TAKE PLACE WITHIN 12 MONTHS OF THE EMPLOYEE'S OFFICIAL START DATE.
Any payment--including reimbursements--relating to moving and relocations MUST:
1. Be in compliance with section 20345 of the CAPP manual and in compliance with the State Travel Regulations that can be found at http://www.umw.edu/ap/travel/default.php
2. Have a completed Employee Moving and Relocation Expense Information Form, and
3. Have a completed Moving and Relocation Agreement Form.
Both a Moving and Relocation Agreement Form and an Employee Moving and Relocation Expense Information Form MUST accompany ANY payment relating to moving and relocation.
These two forms can be found by clicking the link above near the top of the page. If you have trouble, please contact the Accounts Payable MANAGER (654-1226) for the Employee Moving and Relocation Expense Information Form and a sample of a Moving and Relocation Agreement Form.
If the new employee is being reimbursed for moving and relocation expenses, the new employee must submit the following to the Accounts Payable department at Centre Court, Suite 104:
1. A completed Travel Expense Reimbursement Form
2. A completed Employee Moving and Relocation Expense Information Form and
3. A completed Moving and Relocation Agreement Form.AP will review the paperwork to ensure reimbursement meets the State Travel and Moving and Relocation regulations and is within the guidelines written in the UMW Moving and Relocation contract.
AP will then submit all the paperwork to Payroll. The employee will be reimbursed through PAYROLL--NOT Accounts Payable.
Any reimbursed items that are considered taxable under IRS regulations will be taxed; all reimbursed items that are NOT considered taxable under IRS regulations will NOT be taxed. NOTE: The Employee Moving and Relocation Expense Information Form indicates which items are taxable.
If UMW is making a payment directly to a vendor (a moving company, for example) the invoice should be submitted to Accounts Payable at Centre Court, Suite 104. The invoice should show the Purchase Order number and pick-up and delivery address of household goods. The State requires the following documents to be attached to any invoice related to moving and relocation:
1. A completed Employee Moving and Relocation Expense Information Form and
2. A completed Moving and Relocation Agreement Form
If the moving company accepts MasterCard the departmental GE MasterCard may be used, but the following forms MUST be attached to the GE MasterCard log:
1. A completed Employee Moving and Relocation Expense Information Form and
2. A completed Moving and Relocation Agreement Form