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Institutional Policies

Policy ADMA-PUR-004

logo of The University of Southern Mississippi  
Responsible University Administrator: Vice President of Finance and Administration
Responsible Officer: Director of Procurement and Contract Services
Origination Date: N/A
Current Revision Date: 04/02/19
Next Review Date: 04/02/23
End of Policy Date: N/A
Policy Number: ADMA-PUR-004
Status: Effective

 

NEW EMPLOYEE MOVING POLICY


 


Policy Statement


The university may pay reasonable expenses for a newly hired faculty or staff member to move his or her family from their former residence to their new residence.

Reason for Policy/Purpose


This policy is required for the effective communication of university policies regarding new employee moving.

 


Who Needs to Know This Policy


 

All members of The University of Southern Mississippi community.


Website Address for this Policy


usm.edu/institutional-policies/policy-adma-pur-004 


Definitions


 Not applicable.



Procedures


The University may pay reasonable expenses for a newly hired faculty or staff member to move his or her family from their former residence (outside a 50-mile radius of their primary job location) to their new residence.  Departments wishing to pay moving expenses for new employees may pay full or partial expenses, provided the funds are available in their budget.  The allowable moving expense must be referenced in the offer letter to the employee, and the offer letter must reference any expenses that are not normally reimbursed.  All moving reimbursements should be done within 90 days of the employee’s initial start date.

 

GENERAL INFORMATION

 

USM has established pricing agreements with Armstrong Relocation-United Van Lines (www.usmrelocation.com) which provide many benefits and substantial discounts to a new employee.  The new employee is responsible for contracting for his or her own move.  The move itself is solely the responsibility of the new employee.  The contract for the move, along with the problems that may result from the move, is between the employee and the moving company.  The moving is only authorized to transport household goods in accordance with the provisions outlined in this policy.  Services outside of these provisions and/or which are not pre-approved in writing are the personal financial responsibility of the relocating employee.  Competitive quotes are not required but are recommended.  Fiscal prudence and common sense should be used when choosing a moving carrier.

 

Reimbursements are limited to actual costs incurred up to the amounts agreed to by the department and the employee within the limits outlined in this policy.

 

EXPENSES REIMBURSED UNDER THIS POLICY

 

  • One pre-move visit, including meals (up to standard per-diem for 2 individuals), lodging, airline ticket, and rental car (or mileage) not to exceed three calendar days.
  • Transportation charges for one continuous move of household items and personal effects from the current domicile to within a 50-mile radius of either the Hattiesburg or Gulf Coast area.  Competitive quotes are not required but are encouraged.  Keep in mind, the University will only reimburse for up to the amount agreed upon in your offer letter, and only for a move associated with initial employment. (Moves from within a 50-mile radius of either the Hattiesburg or Gulf Coast area are not reimbursable).
  • Container costs for household items, including book cartons, wardrobes, linen cartons, dish packs, mattress cartons, and corrugated cartons for mirrors and pictures.
  • Packing charges for breakable items such as dishes, glassware, lamps, mirrors and pictures, and for mattresses and box springs.
  • For family members, reasonable and customary expenses for transportation to the new location, including lodging and meals (reimbursed up to standard per diem for 2 individuals) not to exceed three calendar days.
  • Shipping of one vehicle.

 

If payment is made to an individual (cannot be a family member) for assistance in loading or unloading, an invoice or a signed document showing recipients name, address and phone number and signature reflecting receipt of money must be provided for reimbursement. Employee must provide proof of payment (copy of front and back of check).

 

Mileage rate will be based on the approved mileage rate set by the Mississippi Department of Finance and Administration.

 

EXPENSES NOT REIMBURSED UNDER THIS POLICY UNLESS REFERENCED IN THIS OFFER LETTER

  •  Packing and unpacking of normal household good-with the exception of breakable items, lamps, mattresses, and box springs.
  • Expedited service-unless requested by the University.
  • Temporary living expenses.
  • Insurance
  • Storage costs (Origination and Destination)
  • Payment of charges for moving and domestic and non-domestic animals, boarding of domestic and non-domestic animals, firewood, perishable food, building materials, yachts, boats, outdoor recreational vehicles, campers, lawn tractors, dog houses, assembled swing sets or plants.
  • Lodgings after arriving at the destination
  • Meals after arriving at the destination
  • Expenses required to sell, lease, or rent an employee’s home; or those expenses required to settle or buy out an existing lease or rental agreement, including, but not limited to: brokerage fees, attorney or escrow officer fees, title costs, mortgage discount points, the hiring of a firm to sell a home, fees to break a lease or rental agreement, cleaning fees, first or last month’s rent or lease fees, damage fees, or deposits of any type.
  • Installation or disassembly of items such as waterbeds, television antennae or satellite dishes, wall-to-wall carpeting, affixed wall mirrors, draperies, blinds, basketball goals, or chandeliers.
  • The transportation of items not included in the original bid estimate.
  • Third party services such as maid service, rug, carpet or drapery cleaning, etc.
  • Exclusive use of the moving van for employee’s belongings.
  • Retrieval of parking, rating or storage materials.
  • Moves originating within a 50-mile radius of either the Hattiesburg or Gulf Coast area.
  • Additional expenses incurred to obtain stored items prior to destination delivery. 

 

REIMBURSEMENT PROCESS 

 

  • Complete Employee Moving Reimbursement Form (Also available on the Accounts Payable Forms and Instructions website.
  • Attach a copy of offer letter referencing the amount of moving expenses approved by Department
  • Attach all original receipts obtained prior to the move and proof of payment.
  • Send all the above by campus mail to Accounts Payable 5104 or hand deliver to Bond Hall Room 214.
  • If payment is being made to the Moving Company, complete a Remittance Voucher with payment to the Vendor and attach an original invoice along with a copy of the employee’s offer letter. 

 

TAX INFORMATION

As of January 1, 2018, the Tax Cuts and Jobs Act of 2017 suspended (until January 1, 2026) the exclusion from taxable income for qualified moving expenses incurred by employees.  In other words, unless you are active military, you cannot currently deduct moving expenses on your federal tax return.  Further, as of July 1, 2018, the Act suspended (until June 30, 2026) the tax-free reimbursement of qualified moving expenses.  As a result of this change in the federal law, moving expenses incurred by employees during calendar years 2018 through 2026 will be treated as wages and paid through the Payroll Department subject to federal, state, and FICA tax withholding.  Further, please note that employees may not deduct these expenses on their individual income tax returns respectively.  After all your moving expenses are processed, you will receive a letter from the Tax Compliance Officer in October/November that will explain that these expenses will be included as income and taxed accordingly. 

 

IRS Publication 521 contains more detailed information on Moving Expenses.  This publication is available on the IRS website-http://www.irs.gov/

 

 


Review


The Director of Procurement and Contract Services is responsible for the review of this policy every four years (or whenever circumstances require immediate review). 


Forms/Instructions


Employee Moving Reimbursement Form available at https://eduprod.usm.edu/procurement/files/apforms/ap-Moving_form.xlsx (Also found on the Accounts Payable Forms and Instructions website at https://eduprod.usm.edu/procurement-contract-services/accounts-payable-forms-and-instructions).

 


Appendices


N/A 

 


Related Information


N/A

 


History


Amendments: Month, Day, Year – summary of changes

 

11/01/11: Formatted for Institutional Policies website.

02/20/13: Formatted for template. Minor editing throughout. 

04/15/16-

Procedure section updated.

General Information section updated.

Expenses Reimbursed Under This Policy section updated.

Expenses Not Reimbursed Under This Policy Unless Referenced in the Offer Letter

Tax Information section updated.

04/02/19-

Tax Information section updated to reflect suspension of Tax Cuts and Jobs Act of 2017.