|| OFFICIAL |
University Administrators, Faculty, and Staff
May 1, 1992
An employee must meet the following criteria to be eligible to have moving expenses paid by the university:
(1) be employed to fill a regular, full-time position within the university;
(2) be faculty, administrator, or professional and administrative staff;
(3) be moving to a university workstation from a distance of at least 50 miles; and
(4) use the approved moving company that has a master contract with the university.
REASON FOR POLICY
To establish employee eligibility for moving expense reimbursement and to assure maximum cost savings.
Effective January 1, 2018, the Internal Revenue Service (IRS) treats moving expenses as taxable fringe benefits. All moving expenses, whether provided in-kind or reimbursed directly to the employee, are subject to federal, state, and local income tax withholding, social security, and Medicare taxes and will be reported in boxes 1, 3, and 5 of the employee's Form W-2.
Follow the university’s Moving Expense Procedures and reference this moving policy in all letters of offer or agreements with the new employee if any expenses are to be paid by the university.
The unit head is responsible for deciding whether to pay the cost of moving as part of a recruitment package and arranging funding prior to making any commitments to prospective employees. Funding for the reimbursement of moving expenses must be provided from the unit's operating budget.
Revision Date(s): May 5, 2017 (effective November 30, 2017), May 7, 2018
Reviewed Date(s): March 8, 2016, May 5, 2017, May 7, 2018
Associate Vice President for Human Resources
RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION
1980 Arthur Street
The University Policy and Procedure Library is updated regularly. In order to ensure a printed copy of this document is current, please access it online at http://louisville.edu/policies.