Moving and Relocation Expenses - UCI

Academic Appointee

The following information applies to academic appointees. If your job title is classified as a Managers & Senior Professionals (MSP) position, Professional and Support (PSS) position, or Senior Management Group (SMG) position, please select the relevant tab from the menu above.

Criteria for Reimbursement

The move/relocation reimbursement must meet these criteria:

• Related to the start of employment. Moving expenses must be incurred within one year from the time the employee first reports to the new job.
• Employee must be full-time for at least 39 weeks during the 12-month period immediately following the move. Should the employee voluntarily separate from the position prior to completing one year of service, the university may require repayment of moving and relocation expenses.
• The distance between the individual’s new job location and his or her former principal residence must be at least 50 miles more than the distance between the individual’s previous work location and his or her former principal residence.
• All moves of the employee and members of his or her household should be completed within one year of the date an appointee first reports to the new job, even if their appointment date was effective prior to the report date.
• All costs must be normal and reasonable, and all payments are based on actual expenses incurred.

Policies

Removal expenses may be provided for certain new academic appointees to academic positions. The APM-560 removal policy applies.   It is the policy of the University to comply with Internal Revenue Service (IRS) regulations concerning the reimbursement of moving expenses.

The APM-560 removal policy allows for 50% reimbursement of personal moving expenses.

Deans have the authority to approve payments for moving expenses that are in accordance with University and campus policy. The following policies may apply for academics. Refer to policy for additional information.

• APM-560, Removal Expenses/General (does not include storage)
• APM-550, Moving Expenses for Intercampus Transfers
• APM-561, Removal Expenses/Assistants
• AMP-540, Recruitment Travel Expenses

Academic titles not listed in the APM-560-14 will require signed and written exceptional approval from the Vice Provost for Academic Personnel. Examples: postdoc, clinical positions.

Allowed Expenses

The University may reimburse the new employee actual and reasonable move and relocation costs.
Allowable expenses one household move for goods and personal effects from the former primary residence to the new primary residence.

Claims for the reimbursement of actual expenses must be supported by original receipts or electronic receipts.

50% of the Cost

• Packing, freight (but not storage) and insurance of household goods, when properly supported by invoices and receipts.
• Air coach transportation for appointee and immediate family or an equivalent amount for other travel in accordance with standard airline fare policies and University travel regulations.
• Meals in route for appointee and immediate family in accordance with University travel regulations. If travel is by automobile, the cost of meals is an allowable expense only to the extent that might have been necessary if travel had been by air coach.

Personal Library Move to UCI Campus

• Allows for 100% reimbursement of a personal library belonging to a newly hired faculty member – move direct to UCI Campus, if such library is to be made generally available to faculty. The moving company must provide a separate quote and invoice from household goods, showing the library move expense direct to UCI Campus.  This is required documentation, no exceptions.
• Moving a personal Library and/or laboratory equipment to a home is taxable/reportable.

APM-560 Removal Policy Does Not Include

1. Temporary Housing
   The Dean may grant a written exceptional approval for temporary housing up to 30 days based on the budget and funding source.
2. Storage
   The Dean may grant a written exceptional approval for storage up to 30 days based on the budget and funding source.
3.  Vehicle Move
   The Dean may grant a written exceptional approval, normally up to two vehicles (may be shipped or driven) based on the budget and funding source.

Not Allowed - No Exceptions:

• Airplane pet transport fee (domestic pets) – boarding, hotel/lodging pet fee
• Sale of Residence Costs
• Settlement of Unexpired Lease

House-Hunting Trip - Not Allowed for Academic Appointee

• For academic appointees, the trip would be considered a recruitment expense for prospective faculty member, covered under the APM-540 and UC Policy G-28 Travel Regulations.

Required Documents

Claims for the reimbursement of actual expenses must be supported by original receipts or electronic receipts.

Attach receipts and documents in the KFS Move/Relo eDoc Scanned Images:

• Completed and signed UCI Relocation Expense Form for Academic Appointees.
• Copy of offer letter with name, title and start date. Redact compensation information.
• Itemized moving company invoice/receipts and proof of payment – copy of the credit card statement page showing the move expenses or bank copy of cancelled check (front and back copy).
• Receipts for all move expenses with proof of payment, including expenses under $75.
• Academic titles not listed in the APM-560-14 will require exceptional approval. A signed memo is required from the Vice Provost, Academic Personnel. Examples of titles not eligible: postdoc, clinical positions.
• Academic appointee may be reimbursed 50% of personal move expenses, per household. The department Dean may grant the exceptional approval, signed memo increasing from 50% to 100% of personal move expenses.
• Airfare: air coach transportation for appointee and immediate family or an equivalent amount for other travel in accordance with standard airline fare policies and University travel regulations. One-way air travel from former primary residence to the new primary residence .
• Must include the ticket number, traveler names, flight itinerary, and proof of payment. Must be coach/economy class, no upgrades or higher cost. May not use vouchers, gift cards, points, or rewards for payment of expenses.
• Lodging: must include the itemized hotel folio or similar receipt with dates of stay, room charge and taxes, and proof of payment. Room rate not to exceed $333 per night, before taxes and fees. Must drive at least 300 miles per day. May not use vouchers, gift cards, points, or rewards for payment of expenses.
• Meals while in route are capped at $92 per day per person, based on actual expenses. May not be treated as a per diem.
• Driving a rental vehicle, provide an itemized rental agreement with proof of payment, up to intermediate size car allowed based on the UC Policy G-28 Travel Regulations. May not use vouchers, gift cards, points, or rewards for payment of expenses. Provide fuel/gasoline receipts for rental vehicle.
• Driving a personal vehicle, provide a copy of Google Map or MapQuest, the most direct route from former residence to new residence. Employee will be reimbursed on mileage based on the IRS Standard Mileage rates on the UC Policy G-28 Travel Regulations.
• Lab or library move to UCI Campus, the moving company must quote and invoice separately from household goods. Provide the proof of

Removal policy does not allow and does not include:

• Storage, Temporary housing, Vehicle Move - up to two cars

The Dean may grant a written exceptional approval, must specify the expense: for the storage, temporary housing and the vehicle move - normally up to two vehicles (may be shipped or driven) based on the budget and funding source.  The signed exception memo from the Dean is required.

Required documents when granted the exceptional approval:

• Storage up to 30 days maximum, itemized receipt with proof of payment.
• Temporary housing up to 30 days maximum, itemized receipt with proof of payment.
• Vehicle move up to two cars (may be shipped or driven), provide Google Map the most direct route from former residence to new residence. Employee will be reimbursed on mileage. If personal car is shipped, rental car is limited to mid-size/intermediate size and fuel/gasoline is reimbursed.

Personal Move and Relocation Expenses

Create a KFS Move and Relocation Reimbursement eDoc

• Relocation travel expenses for the new employee and members of their household for final move must in accordance with UC Policy G-28 Travel Regulations.
• Personal move expenses are approved based on the policy, APM-560 removal policy.
• Receipts and required documents should only be uploaded to scanned images in the KFS Move/Relocations eDoc Image Scanning tab only. Do not upload documents in the Notes & Attachments tab.

Library or Lab Move Expense

• Create a KFS Move and Relocation Reimbursement eDoc
• A library or lab move to UCI Campus is not a taxable expense and is 100% reimbursable to the new employee.
• Create a separate KFS Move and Relocation Reimbursement eDoc for the library or lab move expense from the personal move expenses.
• The moving company must provide a separate quote and invoice from household goods, showing the library move expense direct to UCI Campus.  This is required documentation, no exceptions.

Attach Receipts and Documents in the KFS Move/Relo eDoc Scanned Images Tab

Managers & Senior Professionals (MSP) or  Professional and Support (PSS) Appointee

The following information applies to Managers & Senior Professional (MSP) positions or Professional and Support (PSS) positions. If your job title is classified as an academic appointment or a Senior Management Group (SMG) position, please select the relevant tab from the menu above.

Criteria for Reimbursement

The move/relocation reimbursement must meet these criteria:

• Related to the start of employment. Moving expenses must be incurred within one year from the time the employee first reports to the new job.
• Employee must be full-time for at least 39 weeks during the 12-month period immediately following the move. Should the employee voluntarily separate from the position prior to completing one year of service, the university may require repayment of moving and relocation expenses.
• The distance between the individual’s new job location and his or her former principal residence must be at least 50 miles more than the distance between the individual’s previous work location and his or her former principal residence.
• All moves of the employee and members of his or her household should be completed within one year of the date an appointee first reports to the new job, even if their appointment date was effective prior to the report date.
• All costs must be normal and reasonable, and all payments are based on actual expenses incurred.

Policy

UC Policy G-13  -  Policy & Regulations Governing Moving and Relocation

It is the policy of the University to comply with Internal Revenue Service (IRS) regulations concerning the reimbursement of moving expenses.

This policy applies to the Payment of moving expenses for the University’s Managers and Senior Professionals (MSP) and Professional and Support Staff (PSS) personnel.

Allowed Expenses

Claims for the reimbursement of actual expenses must be supported by original receipts or electronic receipts.

The University may reimburse the new employee actual and reasonable move and relocation costs.
Payment directly to one of UCI's preferred moving companies may be arranged in advance – visit Procurement Services for more information.

• Packing, crating, transporting, unpacking, and uncrating the appointee’s household goods and personal effects. Such costs are limited to one household move per appointee.
• Actual and reasonable expenses related to insurance for the household goods while in transit, if incurred within any 30-day period after removal of the household goods and effects from the former primary residence.
• Actual and reasonable storage costs for household goods and personal effects for up to 30 days immediately after removal from the primary residence.
• Actual and reasonable expenses related to moving two personal motor vehicles per household (which may include motorcycles).
  • Vehicles may be shipped or driven. If driven the appointee/ employee will be reimbursed at the mileage rate published in UC Policy, G-28, Travel Regulations, the most direct route.
  • Not allowed: motorized recreational vehicles, including boats, kayaks, canoes, airplanes, camping vehicles, snow machines, and jet skis.
• Actual travel expenses for the individual and his or her immediate family, but not to exceed the cost of air coach transportation. If the appointee claims meal costs in route, those costs must be reimbursed in accordance with BFB G-28.
• The cost of furnished temporary lodging for up to 30 days and groceries for up to 30 days of residence in the temporary furnished lodging if it has cooking facilities. If the lodging is in a hotel-type facility without cooking facilities, meal reimbursements will be made in accordance with BFB G-28.
• Sale of Residence Costs
  The University may reimburse actual and reasonable selling costs directly associated with the sale of the appointee’s former primary residence, if the residence must be sold to relocate to the new assignment. The amount of the reimbursement will depend on prevailing practices within the area of the sale. The sale of the residence must occur within twelve (12) months of the appointee’s start date. See page 5 of the G-13.
• Settlement of Unexpired Lease
  The University may reimburse actual and reasonable costs directly associated with the settlement of an unexpired lease of a former primary residence if an appointee must settle that lease to relocate to the new assignment. The amount of the reimbursement will not exceed six (6) months of the lease or $25,000, whichever is less, including any penalty paid to terminate the lease. See page 5 of the G-13.
• Repayment Provision
  An MSP or PSS appointee who voluntarily separates from the position prior to completing one year of service and does not accept a position within the UC system within 12 months from his or her initial date of appointment, may be required to pay back 100 percent of the moving and relocation expenses. This provision will be included in the offer letter of the appointee. See page 6 of the G-13.

Personal Library Move to UCI Campus

Allows for 100% reimbursement of a personal library belonging to a newly hired faculty member – move direct to UCI Campus, if such library is to be made generally available to faculty. The moving company must provide a separate quote and invoice from household goods, showing the library move expense direct to UCI Campus.  This is required documentation, no exceptions.

Moving a personal Library and/or laboratory equipment to a home is taxable/reportable.

Not Allowed

The following costs are not reimbursable:

• Assembly and disassembly of unusual items such as swing sets, swimming pools, satellite dishes, hot tubs, and storage sheds.
• Animals (except for household pets consisting of domesticated animals normally kept or permitted in a residence) or the costs associated with kenneling of pets.
• Motorized recreational vehicles, including boats, kayaks, canoes, airplanes, camping vehicles, snow machines, and jet skis.
• Canned, frozen, or bulk foodstuffs.
• Building supplies, farm equipment, and firewood.
• Plants

House-Hunting Trip

Not allowed for Managers and Senior Professionals (MSP) and Professional and Support Staff (PSS).

Required Documents

Claims for the reimbursement of actual expenses must be supported by original receipts or electronic receipts.

Attach receipts and documents in the KFS Move/Relo eDoc Scanned Images:

• Completed and signed UCI Relocation Expense Form for MSP and PSS personnel.
• Copy of offer letter with name, title and start date. Redact compensation information.
• Exceptional approval granted from the department Dean, must be a signed memo.
• Itemized moving company invoice/receipts and proof of payment – copy of the credit card statement page showing the move expenses or bank copy of cancelled check (front and back copy).
• Receipts for all move expenses with proof of payment including expenses under $75.
• Airfare: Air coach transportation for appointee and immediate family or an equivalent amount for other travel in accordance with standard airline fare policies and University travel regulations.
  • Must include the ticket number, traveler names, flight itinerary, and proof of payment. Must be coach/economy class, no upgrades or higher cost. May not use vouchers, gift cards, points, or rewards for payment of expenses.
• Lodging: must include the itemized hotel folio or similar receipt with dates of stay, room charge and taxes, and proof of payment. Room rate not to exceed $333 per night, before taxes and fees. May not use vouchers, gift cards, points, or rewards for payment of expenses.
• Meals while in route are capped at $92 per day per person, based on actual expenses. May not be treated as a per diem.
• Driving a rental vehicle, provide an itemized rental agreement with proof of payment, up to intermediate size car allowed based on the UC Policy G-28 Travel Regulations. Upgraded vehicles require exceptional approval. May not use vouchers, gift cards, points, or rewards for payment of expenses. Provide fuel/gasoline receipts for rental vehicle.
• Driving a personal vehicle, provide a copy of Google Map or MapQuest, the most direct route from former residence to new residence. Employee will be reimbursed at the mileage rate published in BFB G-28. Must drive at least 300 miles per day.
• Lab or library move to UCI Campus, the moving company must quote and invoice separately from household goods. Provide the proof of payment.

Payment Procedure

Payments Made Directly by the University

The University may pay the cost of transporting the household goods and personal effects of a new appointee or a current employee directly to a common carrier or household mover. The individual, however, must use a common carrier from the University’s preferred vendor list. Such payments must be requisitioned using a purchase order.

Reimbursement Payments

A request for reimbursement of moving expenses must be submitted to the campus accounts payable office on a KFS Move & Relocation document. The expenses must be listed in detail, supported by original receipts or equivalent electronic receipts that contain the same level of detail as an acceptable paper receipt, and approved by the employee's department head or other authorized official. Common carrier expenses may be reimbursed if the carrier is included on the University’s preferred vendor list.

All moves of the employee and members of his or her household should be completed within one year of the date an appointee first reports to the new job, even if his or her appointment date was effective prior to the report date.

Personal Move & Relocation Expenses

Create a KFS Move and Relocation Reimbursement eDoc

• Relocation travel expenses for the new employee and members of their household for final move must in accordance with UC Policy G-28 Travel Regulations.
• Personal move expenses are approved based on the policy,  UC Policy G-13 - Policy & Regulations Governing Moving and Relocation.
• Receipts and required documents should only be uploaded to scanned images in the KFS Move/Relocations eDoc Image Scanning tab only. Do not upload documents in the Notes & Attachments tab.

Library or Lab Move Expense

Create a KFS Move and Relocation Reimbursement eDoc

A library or lab move to UCI Campus is not a taxable expense and is 100% reimbursable to the new employee.

• Create a separate KFS Move and Relocation Reimbursement eDoc for the library or lab move expense from the personal move expenses.
• The moving company must provide a separate quote and invoice from household goods, showing the library move expense direct to UCI Campus.  This is required documentation, no exceptions.

Attach Receipts and Documents in the KFS Move/Relo eDoc Scanned Images Tab

Senior Management Group (SMG) Appointee

The following information applies to Senior Management Group (SMG) appointees. If your job title is classified as an academic appointment or is a Managers & Senior Professionals (MSP) position or Professional and Support (PSS) position, please select the relevant tab from the menu above.

Criteria for Reimbursement

The move/relocation reimbursement must meet these criteria:

• The move must be made in connection with the commencement of work at a new job location and the moving expenses must be incurred within one year from the time the appointee first reports to the new job.
• During the 12-month period immediately following the move, the individual must be employed full time for at least 39 weeks.
• The distance between an appointee’s new primary place of work and his or her former primary residence must be at least 50 miles or more than the distance between the appointee’s previous primary place of work and his or her former primary residence.
• The expenses must be for transportation of household goods and personal effects, including packing, insurance and in-transit storage for periods of up to 30 days from the former primary residence to the new primary residence.
• The expenses must be for travel and lodging costs (but excluding meals) incurred in traveling from the former primary residence to the new primary residence.

Moving and relocation expenses that are not specifically addressed in this policy may be reimbursed or paid by the University only if approved by the Regents.

To be eligible for reimbursement of moving and/or relocation expenses, an appointee must meet all of the following criteria:

• The appointee must be a new hire or a current employee being assigned to a new location;
• The appointee must be qualified for and have accepted and intend to fulfill his or her new appointment for at least one year from the date the appointment commences;
• The appointee must be in active status in the payroll system prior to reimbursement of moving or relocation expenses, unless the appointee has been approved for an advance to cover anticipated expenditures pursuant to Section III.G (Advances) of this policy; and
• The appointee must be relocating his/her primary residence in order to accept the new appointment.

Policy

UC – Regents Policy 7710 - Senior Management Group Moving Reimbursement

It is the policy of the University to comply with Internal Revenue Service (IRS) regulations concerning the reimbursement of moving expenses.

This policy describes requirements and process for the reimbursement of moving and relocation expenses for Senior Management Group members.

Allowed Expenses

Moving of Household Goods and Personal Effect

Claims for the reimbursement of actual expenses must be supported by original receipts or electronic receipts.

Household goods and personal effects are limited to one household move per appointee. However, if the University appoints both an individual and his or her spouse or domestic partner, both appointees may be eligible for reimbursement of moving expenses from a former primary residence to the new primary residence.

All moves of the employee and members of his or her household should be completed within one year of the date an appointee first reports to the new job, even if his or her appointment date was effective prior to the report date.

The University will reimburse actual and reasonable expenses for common carrier transportation related to moving household goods and personal effects from the former primary residence to the new primary residence for the appointee and members of his or her household, including packing, crating, transporting, unpacking, and uncrating household goods and personal effects.

The appointee must use a common carrier from the University’s preferred vendors list. Assembly and disassembly of unusual items such as swing sets, swimming pools, satellite dishes, etc. may also be reimbursed if authorized by the hiring authority.

Allowed Moving Expenses

The University may reimburse actual and reasonable move and relocation costs.

• Transportation of Motor Vehicles
  • Two personal motor vehicles per household (which may include motorcycles but excludes vehicles listed in the preceding section). The vehicles may be shipped or driven.
  • If the vehicle is driven by the appointee or a member of the appointee’s household, the appointee will be reimbursed in accordance with Transportation of Motor Vehicles Business and Finance Bulletin G-13, Policy and Regulations Governing Moving and Relocation.
• Insurance
  Insurance for the household goods and personal effects while in transit, if incurred within any 30-day period after removal of the household goods and effects from the former primary residence.
• Storage
  Reimburse actual and reasonable storage costs for household goods and personal effects for up to 90 days immediately after their removal from the primary residence.
• En Route Travel Expenses for the Appointee and Members of the Household
  • Actual and reasonable expenses related to traveling to the new primary residence by the appointee and members of his or her household.
  • Meals and lodging while in route to the new primary residence are reimbursable.
  • One day's lodging in the area of the former primary residence if the residence is not suitable for occupancy due to the move.
  • One day’s lodging on the date of arrival to the new primary residence.
• Household Pets
  Reasonable expenses related to transportation of household pets (consisting of domesticated animals normally and ordinarily kept or permitted in the appointee’s personal residence) but not those associated with kenneling such pets.
• Utilities
  The University will reimburse expenses for connecting and disconnecting utilities but not for associated refundable deposits.
• Appointee’s Passport Processing Expenses
  Filing fee and cost of photos for a non-U.S. Citizen appointee when passport expenses are incurred in connection with the commencement of his or her work in the United States.

Allowed Relocation Expenses

• Return Trips to Former Residence
  Actual and reasonable costs of transportation if an appointee needs to return to his or her former primary residence to help with a move or because the appointee has been separated from household members for more than one month. The appointee is limited to two return trips.

Transportation costs may include coach airfare or other actual costs of transportation (e.g. car rental, parking fees, tolls, gas). Expenses will be reimbursed in accordance with the UC Policy G-28 Travel Regulations.

• Professional Relocation Services
  Actual and reasonable expenses related to professional relocation services which may include providing local destination information, home sale assistance, home search at destination, and location of rental or temporary housing.

The University may reimburse limited relocation expenses actually and reasonably incurred by the appointee and his or her spouse or domestic partner. The following relocation expenses may be reimbursable:

• House-Hunting Trips
  The University may reimburse actual and reasonable expenses associated with looking for new living accommodations for the appointee and his or her spouse or domestic partner for:
• Cost of transportation (e.g., coach airfare, car rental, parking fees, tolls, gas),
• Meals, and
• Lodging 

Travel must be in accordance with Business and Finance Bulletin UC Policy G-28: Travel Regulations.

• Limited Housing-Related Expenses
  • Penalty paid to terminate the contract (e.g. lease or mortgage) on the appointee’s former primary residence if the termination was a result of relocation.
  • Cost of furnished temporary lodging (e.g., hotel, apartment, short-term rentals), up to 90 days
  • Reasonable residential parking fees, up to 90 days, a
  • Meals for the first 30 days of residence in temporary quarters that do not have cooking facilities. Temporary lodging and meal expenses will be reimbursed in accordance with the UC Policy G-28 Travel Regulations.

Not Allowed

The following costs are not reimbursable:

• Animals (except for household pets consisting of domesticated animals normally and ordinarily kept or permitted in the appointee’s personal residence),
• Plants
• Motorized recreational vehicles, including boats, kayaks, canoes, airplanes, camping vehicles, trailers, snow machines, jet skis
• Canned, frozen, and bulk foodstuffs
• Building supplies
• Storage sheds
• Farm equipment
• Firewood
• Kenneling household pets

Repayment Provision

An appointee who voluntarily separates from the position prior to completing one year of service or accepts an appointment at another University location within 12 months from his or her initial date of appointment, will be required to pay back 100 percent of the moving and relocation expenses.

Required Documents

Claims for the reimbursement of actual expenses must be supported by original receipts or electronic receipts.

Attach receipts and documents in the KFS Move/Relo eDoc Scanned Images:

• UCI Relocation Expense Form for Senior Management Group.
• Copy of offer letter, includes name, and title of the new employee and start date. Redact compensation information.
• Copy of signed exception memos.
• Itemized receipts and invoice with proof of payment.
• Proof of payment; copy of credit card statement showing the move expense, copy of cancelled bank check (front and back).
• Airfare: must include the ticket number, traveler names, flight itinerary, and proof of payment. Must be coach/economy class, no upgrades or higher cost. May not use vouchers, gift cards, points, or rewards for payment of expenses.
• Lodging: must include the hotel folio or similar receipt with dates of stay, room charge and taxes, and proof of payment.
• Meals while in route are capped at $92 per day per person, based on actual expenses. May not be treated as a per diem.
• Driving a personal vehicle, provide a copy of Google Map or MapQuest, the most direct route from former residence to new residence.
• Driving a rental vehicle, provide itemized rental agreement with proof of payment.
  • Fuel/gasoline receipts for rental vehicle.

Move & Relocation Reimbursement Process

Create a KFS Move and Relocation Reimbursement eDoc

Move & Relocation travel expenses for the new employee and members of their household for final move in accordance with UC Policy G-28 Travel Regulations.

1. Personal move/relocation expenses based on the policy.
2. Lab or library move to UCI Campus.
3. House-hunting trip for SMG appointees.

Receipts and required documents should only be uploaded to scanned images in the KFS Move/Relocations eDoc Image Scanning tab only. Do not upload documents in the Notes & Attachments tab.

Library or Lab Move

Create a KFS Move and Relocation Reimbursement eDoc

• A library or lab move to UCI Campus is not a taxable expense and is 100% reimbursable to the new employee.
• Create a separate KFS Move and Relocation Reimbursement eDoc for the library or lab move expense from the personal move expenses.
• The moving company must provide a separate quote and invoice from household goods, showing the library move expense direct to UCI Campus.  This is required documentation, no exceptions.

Attach Receipts and Documents in the KFS Move/Relo eDoc Scanned Images Tab