Business Services
Moving Expenses
SOU's moving expense policy allows for an employee to be reimbursed for moving expenses, house hunting expenses and temporary living expenses arising from a new appointment or transfer. This policy meets the requirements of an IRS accountable plan.
An employee must submit a request for reimbursement of relocation expenses within six months of the appointment date. The employee must submit a written request to extend this period up to an additional six months. Authorized campus personnel may grant the extension. Please use Travel Expense Report Form when submitting reimbursement request.
Summary Table
|
Type of Moving Expense |
Limits |
Additional Information |
Tax Impact |
|
Compensation |
|
|
|
|
Salary while househunting and moving |
Up to ten days off with pay |
Only when moving or househunting is done after hire date |
Taxable |
|
Househunting |
|
|
|
|
Transportation between new and old location |
Up to two round trips for one person or one round trip for two persons |
Common carrier fares or private vehicle mileage will be reimbursed at approved rate, that is 55.5 cents/mile effective 05/23/2012. |
Taxable |
|
Transportation in vicinity of new location |
Up to 200 miles |
Current approved rate, that is 55.5 cents/mile effective 05/23/2012. |
Taxable |
|
Meals and lodging |
Up to ten days. (Limit is combined with limit for meals and lodging while moving - see below.) |
Lodging: $111/day employee only. $166.50/day employee plus household members. Meals & Incidentals: $52/day employee only. $104/day employee plus household members. |
Taxable |
|
Temporary Living |
|
|
|
|
Meal and lodging expense in new location |
Up to 45 days |
Lodging: $111/day employee only. $166.50/day employee plus household members. Meals & Incidentals: $52/day employee only. $104/day employee plus household members. |
Taxable |
|
Moving |
|
|
|
|
Moving company or van rental |
Up to 20,000 lbs., insurance, extra handling charges, 90 days storage. Packing, crating and unpacking - up to $1,000.00. |
Approval required for reimbursement of cost of moving personal effects in excess of 20,000 lbs. |
Non-taxable if over 50 miles; otherwise taxable. Storage first 30 days is non-taxable. |
|
Transportation of employee and household members |
Up to two one-way common carrier fares or at SOU approved vehicle mileage rateif by private car. |
Common carrier fare (air tickets) or vehicle mileage will be reimbursed at approved rate, that is 55.5 cents/mile effective 05/23/2012. |
First 23 cents/mile (effective 1/1/2012) are non-taxable for reimbursement on move over 50 miles. Reimbursement for move of less than 50 miles is taxable. |
|
Meals and lodging |
Up to ten days. (Limit is combined with limit for meals and lodging while househunting - see above.) |
Lodging: $111/day employee only. $166.50/day employee plus household members. Meals & Incidentals: $52/day employee only. $104/day employee plus household members. |
Lodging: Non-taxable if over 50 miles. Meals: All meals are taxable. |
|
Miscellaneous |
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Closing costs, utility hookup, etc. |
Up to $1,500.00 |
Must submit receipts |
Taxable |
For more information on moving policies please visit: http://www.ous.edu/cont-div/fpm/frin.66.200.php