Moving Expense Reimbursement

(A) The Department Head, Dean, Hospital Director, Associate Vice President and/or Assistant Vice President, is responsible for submitting a Candidate / Employee Moving Expense Request to the Manager of Finance for recommendation and for approval.

(B) Upon a recommendation from the Manager of Finance, the Executive Vice President for Health Affairs and Dean, School of Medicine will consider each request for reimbursement individually.

(C) The maximum allowable moving expenses may be requested (See Maximum Allowable Moving Expenses). The requested amount may be approved or final approval may be granted at less than the maximum. The final approval is at the discretion of the Executive Vice President for Health Affairs and Dean, School of Medicine.

(D) The approved request indicating the maximum reimbursement amount will be returned to the originating Department.

(E) The Candidate/ Employee must obtain at least two (2) written moving estimates. The candidate may choose the mover, however, reimbursement (full or partial) will be based on the lower estimate.

Note: The Health Center recommends that a Hartford area mover be utilized whenever possible, to reduce problems, if a claim is filed as a result of damaged goods, after the Candidate is settled in Connecticut. If assistance in selecting a mover is desired, please contact the Health Center’s Purchasing Department at 860-679-2408.

(F) If full reimbursement is requested, a Purchase Requisition Form HCA-39 (PDF) for the Mover must be prepared by the Department involved and submitted to the Purchasing Department for processing, with a copy of the approved Candidate/ Employee Moving Expense Request (Excel) attached (including the Executive Vice President for Health Affairs and Dean, School of Medicine signature).

(G) In the case of partial reimbursement, the Candidate/ Employee will pay the entire amount to the Mover, and submit the paid receipts, with a completed Employee Voucher (Employee Reimbursement) Form CO-17XP and a copy of the approved Candidate/ Employee Moving Expense Request attached. (including the Executive Vice President for Health Affairs and Dean, School of Medicine signature)

(H) Moving of business related equipment (i.e. research), is not covered in this policy and procedure, but may be arranged through the Purchasing Department and the Office of Property Administration.

(I) The Department must prepare an Employee Voucher (Employee Reimbursement) Form CO-17XP to request the moving expense reimbursement. The original of all paid receipts, (airline tickets, lodging, etc.) and a copy of the approved Candidate/ Employee Moving Expense Request must be submitted with the Employee Voucher.

(J) The Department Head, Dean, Hospital Director, Associate Vice President and/or Assistant Vice President must review and approve the Employee Voucher before it is submitted to the Payroll Department (MC 5110) for processing.

(K) In accordance with the IRS regulations, moving expenses paid directly to, or on behalf of, the Candidate/ Employee are reported as miscellaneous income on IRS Form 1099. Maintaining all receipts by the Candidate/ Employee is, therefore, important for tax purposes.

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(A) Candidate / Employee Moving Expense Requests:

• The Department follows the instructions to complete the Candidate/ Employee Moving Expense Request .
  
• Submit the Candidate/ Employee Moving Expense Request to the appropriate Department Head, Dean, Hospital Director, Associate Vice President and/or Assistant Vice President’s Office for endorsement.
  
• Submit the completed and signed Candidate/ Employee Moving Expense Request to the Manager of Finance. After it has been reviewed, the request will be forwarded to the Executive Vice President for Health Affairs and Dean, School of Medicine, with a recommendation that the request be approved. When it has been approved by the Executive Vice President for Health Affairs and Dean, School of Medicine, the request will be returned to the Manager of Finance for processing.
  
• The originating Department will receive the approved Candidate/ Employee Moving Expense Request from the Associate Vice President of Finance, indicating the approved reimbursement amount. The moving expenses offer may then be made to the Candidate.

• If the Health Center is paying 100% of the moving expenses, the Department will prepare a Purchase Requisition, and submit it to the Purchasing Department for processing, with the approved Candidate/ Employee Moving Expense Request attached. (See detailed instructions to prepare the Purchase Requisition, Form HCA-39, in the Health Center Purchasing Policy and Procedure Manual.)
  

(B) Candidate/ Employee Moving Expense Reimbursements:

• Upon the completion of the Candidate/ Employee’s relocation, the department follows the instructions to prepare an Employee Voucher (Employee Reimbursement) Form CO-17XP to claim the moving expense reimbursement for the Candidate/ Employee.

• Have the Candidate/ Employee sign and date the Employee Voucher Form CO-17XP on lines 18 and 20 respectively.

• Submit the completed Employee Voucher Form CO-17XP with all supporting documents, (paid receipts, approved Candidate/ Employee Moving Expense Request) to the Department Head, Dean, Hospital Director, Associate Vice President and/or Assistant Vice President’s office for review and approval.

• Send the Employee Voucher Form CO-17XP to the Payroll Department (MC5110), with all the original paid receipts and a copy of the approved Candidate/ Employee Moving Expense Request attached, for processing.

• The Department retains a copy of the Employee Voucher Form CO-17XP and copies of all receipts for future reference.

• A separate reimbursement check will be prepared by the Payroll Department for the Candidate/ Employee. (The reimbursement check will not be included with one’s paycheck.)

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Moving Expense Request Form Instructions

Please type the following information on the Candidate/ Employee Moving Expense Request Form (Excel).

(A) DEPARTMENT
The Name, the Room Number, and the Mail Code of the Department initiating this request.

(B) DEPARTMENT HEAD NAME AND EXTENSION
The Name of the Department Head who submits this request, and his/her telephone extension.

(C) CANDIDATE'S NAME AND SOCIAL SECURITY NUMBER (SSN)
The full name and Social Security Number of the Candidate.

(D) POSITION TITLE
The Title of the Position at the Health Center to which the Candidate will be appointed.

(E) EFFECTIVE APPOINTMENT DATE
The effective appointment date is the date the candidate will start working at the Health Center.

(F) DUTIES AND RESPONSIBILITIES
Briefly, but fully, describe the major duties and responsibilities that the Candidate will assume at the Health Center.

(G) MOVE FROM/ TO
The city and state from which the Candidate moved, and the city and state to which the Candidate moved.

(H) DISTANCE
The distance between the two cities in (G) above.

(I) NUMBER OF INDIVIDUALS RELOCATING
The number of persons in the household, including the Candidate, to be relocated.

(J) ITEMIZED COSTS
The itemized moving expenses:

• Mover for Personal Items: The lower estimate amount.
  Note: At least two written estimates must be submitted by the Candidate.
• Transportation: State the type of transportation and the cost.
  Note: The transportation expense is not to exceed the current Faculty and Managerial Confidential mileage reimbursement rate or coach airfare, whichever is less.
  
• Lodging: The total lodging amount, including applicable taxes.
  (See the Maximum Allowable Moving Expense Schedule)
• Meals: The total meal allowance amount, including applicable taxes.
  (See the Maximum Allowable Moving Expense Schedule)
• Other: Specify other moving expenses and the amount requested, if any.

(K) TOTAL ESTIMATE COST
The total estimated moving expenses.

(L) PERCENTAGE REQUESTED FOR REIMBURSEMENT
The percentage of the total estimated moving expenses requested for reimbursement.

(M) NET MAXIMUM REIMBURSEMENT AMOUNT REQUESTED
The net maximum moving expense amount requested for reimbursement.

(N) ACCOUNT CODING
The Account Code to which the moving expenses will be charged.
Note: The 1172 Grant Coding may not be used, unless specifically authorized by the awarding agency’s policy and the Office of Grants and Contracts.

(O) DEPARTMENT HEAD AND DATE
The Department Head who submits this request signs and dates on this line.

(P) ENDORSED BY THE DEAN/ HOSPITAL DIRECTOR/ ASSOCIATE VICE PRESIDENT AND DATE
If this request is originated by a Department Head or Search Committee Chairperson, then this request must be endorsed and dated by the Department Head, Dean, Hospital Director, Associate Vice President and/or Assistant Vice President.

For Approval of the Appropriate Dean

(Q) AUTHORIZED SIGNATURE AND DATE
The signature of the Manager of Finance, indicating a recommendation for approval to the appropriate Dean, and the Date of this recommendation.

(R) AUTHORIZED SIGNATURE AND DATE
The signature of the appropriate Dean, indicating approval of the Moving Expense Reimbursement, and the Date of approval.

(S) APPROVED MOVING EXPENSE REIMBURSEMENT
The reimbursement amount approved by the appropriate Dean.

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Steps in the process of obtaining approval for a candidate move:

• Successful candidate submits 2 quotes from movers in his/her area.
• Prepare a candidate move request form, attach the two quotes and obtain signature from department head. Form should be forwarded to Finance Division (MC 5330) for review and recommendation of approval from Dr. Laurencin.
• Once the request has been approved by Dr. Laurencin, the original is returned to the originating department. At this time a purchase requisition is prepared and forwarded to Purchasing Department (MC 4036). A copy of the approved request form needs to be attached to this purchase requisition.
• The Purchasing Department will issue a purchase order to the mover (lowest bidder). The mover must have a fully executed purchase order in hand before the actual packing and shipping date. You may request that Purchasing return the purchase order to you and then send “FedEx or by other means” to the mover.

The candidate may elect to utilize the mover who has submitted the higher quote -- UConn Health Center will only pay the amount of the lowest quote for the move.

Please use the following as a guide when requesting the maximum allowable moving expenses.
 

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