Moving Expenses

 
 

State policy allows reimbursement for moving expenses of new, regular, full-time employees who meet the criteria (see attached “Moving Expense Reimbursement Regulations and Criteria”). It does not allow for expenses related to buying a house or renting temporary living quarters. Please note, with the Jan 1, 2018 tax reform bill, Moving Expense reimbursement has become a taxable item.

Each hiring manager will decide if moving expense reimbursement will be offered for each position. There is no obligation to offer this reimbursement.

The employee must complete and submit to their department Chair or VP:
Standard Voucher
AC1099-Request/Agreement for Moving Expense Reimbursement
Either a Bill of Lading and Receipt from the freight company, or the receipt from a moving van rental company; and, in either case, two quotes from other companies.
A statement of personal mileage if they drove a personal vehicle.
Receipts for gasoline / tolls for a rental vehicle.

 

MOVING EXPENSE REIMBURSEMENT REGULATIONS AND CRITERIA

  • Candidate must move within one year of appointment
  • New Employees must be hired for more than one year to be eligible. If the new-hire does not stay for over a year, they are responsible for returning the moving expense reimbursement amount to the state.
  • Payment is made to employee on a reimbursement basis only
  • Place of employment must be more than 35 miles from previous place of employment
  • Place of residence must be more than 35 miles from previous residence
  • Maximum reimbursement allowed by SUNY Oneonta is TBD

If a commercial mover is used, the following is required and eligible for reimbursement:

  • Use of a carrier authorized by the New York State Public Service Commission or the Interstate Commerce Commission to perform such services
  • Household goods such as reasonable items of furniture, furnishings, clothing, appliances, tools and equipment, including necessary expenditures for items such as pianos, refrigerators and deep freezers. Weight up to 12,000 lbs.
  • Cost of packaging/unpacking of household and personal effects if services provided by the carrier are used.

Must present 3 quotes from different vendors.

Excluded from eligibility for reimbursement are the following: automobiles and other motor vehicles, trailers other than house trailers used as residences, building materials, animals raised for profit, farming equipment, livestock, boats, belongings not the property of the appointee’s immediate family, belongs related to commercial enterprises engaged in by the appointee or his family.

If rental trailers or trucks from commercial establishment are used, the following is required:

  • Three competitive quotes from three vendors. Reimbursement shall be made at the rate of the lowest bidder.

Family transportation moving expense shall be based upon the following:

  • Cost of transportation of appointee and his/her family to the new location at the rate allowed by the IRS for the use of personally-owned automobiles for moving.  (Find rate at: https://www.irs.gov/tax-professionals/standard-mileage-rates)
  • Payment will be made for ONE automobile only regardless of the number owned or actual method of transportation used.
  • EXPENSES OTHER THAN THOSE LISTED ABOVE WILL NOT BE REIMBURSED. Personal costs for employee and family member relocation are limited to reimbursement for expenses up to the mileage rate for one vehicle on the most direct route from the previous residence to the new residence, regardless of the actual mode of transportation used. 
  • No other expenses are permitted for reimbursement under NY State policy, including but not limited to: lodging and meals for employee and family travel, pre-employment visits to secure housing, real estate sale or closing costs, rent or lodging in the new location, post-employment travel to previous residence prior to household move, multiple trips to accomplish household move, or storage of belongings pending household move.
  • Revised 5/2018