Policy StatementEligibility Payment and/or reimbursement of relocation and moving expenses is allowable when expenses are included as a formal and specific component of a written offer of employment made to the applicant (the employee) and accepted by the employee in connection with employment at the College. Reimbursement of moving expenses is not meant to be granted routinely, but may be offered to prospective faculty or other employees as an inducement to accept an offer of employment. To be eligible for moving expense reimbursement, the employee’s relocation must meet the following conditions. - Full-time position – the employee must be assigned to a full-time, salaried position and must have agreed to work on a full-time basis for at least one year.
- Distance – the distance between the employee’s new work location and the former residence must be at least fifty (50) miles.
Methods of Payment The college recommends using a moving allowance (set amount) as the preferred method in order to limit administrative costs. This set amount payment will be made to the employee through the payroll process after the employee start date. The set amount must be included in the offer letter. The employee may have the College issue a purchase order through the procurement system, by contacting the Purchasing Office. The amount processed as a direct payment to a moving company is considered part of total moving allowance included in the offer letter (not an additional amount). The amount paid to the vendor is considered taxable income to the employee and will be deducted from the set amount paid to the employee. Timing of Payments Payments to employees will occur after their start date and after their position is fully active in the college payroll system. |