Departments can pay new employee moving expenses when considered in the interest of the College and when negotiated as part of the employment agreement. A standard moving expense agreement form is included in the TBR GENERAL TRAVEL POLICY NO: 4:03:03:00.
The Moving Expense Agreement must be signed by the employee, approved by the Vice President for Finance and Administrative Services and the President before payment of moving expenses can be made. The agreement provides for recovery of any moving expenses should the employee not remain in the service of the institution for a period of twelve (12) months. For faculty on an academic or modified fiscal year basis, the employment service shall be one regular academic year of two semesters or the normal work period associated with a modified fiscal year appointment.
Expenses Subject to Payment or Reimbursement
Moving expense reimbursement is limited to the actual cost of moving household goods and personal effects, travel expenses directly associated with the movement of household goods and effects, and temporary storage of goods and effects.
The actual cost of moving goods and effects may include the cost of commercial moving companies, rental of moving vans/trucks and operating costs (gas) of these rentals, and the cost of packing/unpacking (including labor and materials), moving and rental companies' insurance charges may be included.
Travel expenses directly associated with a move may include mileage of all owned vehicles and en route lodging limited to one night if the distance is 400 miles or more, plus one additional night for each additional 400 miles. Lodging for one night at the destination may be permitted. Mileage and lodging expense will be consistent with the maximum rates provided in the DSCC Travel Addendum.
Storage of household goods and personal effects may be allowed for a period not to exceed 90 days.
Meal reimbursements and house hunting expenses are not allowed.
Arranging for Moving and Payment
If the total moving expense authorized is $5,000.00 or more and if the institution agrees to pay all of the cost of a commercial mover, the College must arrange for the mover through normal purchasing procedures. The vendor should be paid directly by the College. In all other cases, the College may require, at its option, that arrangements be made through the Purchasing Office or the employee make the arrangements and seek reimbursement.
Only arrangements made directly by the College will be paid directly to vendors by the College. In other cases the College should reimburse the employee. Claims for reimbursement must be supported by invoices.
Other Provisions
Employees have up to twelve (12) months from the date of employment in which to complete their move unless a written extension is granted by the President.
The agreement on the amount and type of moving expenses to be paid, responsibility for arranging logistics, etc., should be clearly understood in writing between the employee and the College.
The institution shall
assume no liability whatsoever for personal injuries, property damage, or other losses
which may be sustained in connection with any moves undertaken pursuant to these
regulations.