revised: February 15, 2006
Employee relocation services are defined as moving personal household goods.
An incoming employee who has been approved to relocate personal household goods at the expense of the University. Office, lab or other business environment moves are not considered employee relocations, and are addressed separately in the purchasing manual.
The person coming to the university should contact at least three movers in his/her area for written estimates. We recommend that the selected mover be affiliated with a national moving company. Review the written estimates carefully to ensure the mover addressed all aspects of moving the goods from one location to the next. Check to see if any special space, time, or other noted restrictions are specified on the written estimate.
Evaluate the estimates and select the one most advantageous to the move. Forward all estimates to the campus departmental contact, identifying the selected mover.
When payment of moving expenses for a new employee is authorized, expenses must be paid from discretionary or foundation funds. Moving expenses must be documented and charged to account code 51530. Coding to account code 51530 is very important because this code drives tax reporting for the moving expense payments.
Moving expenses totaling less than $5,000 may be paid using a small purchase voucher in the Financial System and identified with special category code 99908. All documentation must be kept in departmental files. When a mover is paid with a small purchase voucher, a purchase order is not issued by the Purchasing Department.
If a mover presents a contract, quote/proposal estimate, or any other document for signature, do not sign anything. The only person authorized to sign contracts for the university is the Vice Chancellor for Finance and Business or the Director of Materials Management.
Estimates exceeding $5,000 must be submitted to Purchasing as a purchase requisition in the Financials System. The department must note the requisition number on all written estimates and forward these to the Purchasing Department. The employee’s choice of mover must be noted on the requisition. Once the requisition is received in Purchasing, it will be assigned to an agent and converted into an official University purchase order. The completed purchase order will be forwarded to the mover. A signed purchase order is acceptance of the estimate and authorization for the mover to complete the move.
If the timing and circumstances will permit a bid, a formal University quote will be issued.
If the move has been completed, vendor payment will be made after the fact, and will follow the instructions described above.
Faculty and staff members may take advantage of an optional service offered through the University Benefits Office. This relocation service will help employees with moving vendors and other relocation services. Details of this package can be seen at the Human Resources Benefits web site.