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University of Louisville
 OFFICIAL
UNIVERSITY
ADMINISTRATIVE
 POLICY
 
 
University Administrators, Faculty, and Staff
 
POLICY NAME
Moving Expenses
EFFECTIVE DATE
May 1, 1992
POLICY NUMBER
PER-1.13
 
POLICY STATEMENT
 

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.
 
RELATED INFORMATION
  

The Internal Revenue Service (IRS) requires non-qualified moving expense reimbursements to be reported in boxes 1, 3 and 5 of the employee’s W-2.  These amounts are subject to federal income tax withholding, social security, and Medicare taxes.  Qualified moving expense reimbursements are reported only in box 12 of the W-2 with Code P. Additional information on qualified and non-qualified moving expenses can be found in IRS Pub. 521, Moving Expenses. 

 
DEFINITIONS 
  
PROCEDURES 
 
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.
 
 
RESPONSIBILITIES 
 
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.
 
 
 
HISTORY
 
Revision Date(s):  May 5, 2017 (effective November 30, 2017)
Reviewed Date(s):  March 8, 2016, May 5, 2017
 
ADMINISTRATIVE AUTHORITY
Associate Vice President for Human Resources
 
RESPONSIBLE UNIVERSITY DEPARTMENT/DIVISION

Human Resources
1980 Arthur Street
Phone:  502-852-3167
Email: hrhelp@louisville.edu

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.