Moving/Relocation Process

Follow the steps for partial or total moving expenses with a contracted supplier.

  1. Hiring department completes the Moving Information Form (DOCX). 
  2. Central Procurement contacts the relocating employee to verify information and explain the moving procedure.
  3. Central Procurement sends moving information to a contracted moving company.    
  4. Moving company contacts the employee to arrange an estimate for full, partial, and no-packing services, moving automobiles, or other specialty items. 
    • The majority of estimates are “Guaranteed Not to Exceed”, which means the dollar amount spent on the move cannot exceed the estimated value. The only recourse is if items or services are added to the employee’s belongings that were not included on the original date of the estimate.
  5. Supplier shares the estimate with the relocating employee and Central Procurement for approval.    
  6. Central Procurement issues a purchase order with the allowed dollar amount or the estimated amount of the move, whichever is lower. 
    • Moving company will collect the remaining balance from the relocating employee
  7. Relocating employee contacts the company to schedule the move.
  8. Relocating employee completes the Moving Expense Form (PDF) at the conclusion of the move and returns to [email protected].
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Taxability

The IRS states an employer’s payment and reimbursement of an employee’s relocation expenses are taxable income, subject to payroll tax withholding and form W-2 reporting.

Payments made directly to third-party suppliers appear on the pay stub as imputed income and are taxed as earned income. Relocation costs are spread over three pay stubs and may result in a reduced net payment. 

For any questions, please consult with your department directly.

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