Moving/Relocation
Offer and Employment Accepted
Offer letter may contain a moving allowance. If it does, then the department administrator should send the prospective employee a copy of SAM 03.A.13 containing moving company information. The employee can choose their mover based upon this information.
Prospective Employee Choice of Mover
The new hire has the option of paying for their move and seeking reimbursement (while complying with the SAM above) or requesting a purchase order for direct payment by the university. Any amount in excess of their relocation allowance is payable directly by the employee.
Taxability
Whether the employee is reimbursed or the university pays the moving company directly the relocation cost is deemed taxable income to the employee.
Other Cost
Additional relocation costs such as house-hunting, temporary lodging and storage are reimbursable to the employee by Accounts Payable, following university guidelines.
Relocation Timing
Relocation is defined as moving expenses while in transit from the employee's former location to their new location, up to the first day of employment at UHCL.
Documentation
Receipts are required for all expense reimbursement requests.
Table of Allowable Expenses
Suggested Accounts
Direct Payment to Moving Company (54806)
House-hunting (56122)