Moving Expense Reimbursement
Significant change to Moving Expenses Reimbursement-Taxable Income
Effective January 1, 2018 - All moving expense reimbursements paid to or for employees are taxable income to the employee. This starts with payments in 2018 even if previously negotiated in 2017.
It is important to understand and communicate this impact during negotiations of employment and planning.
Reimbursement of moving expenses is not mandatory. It is a procedure established to assist in the recruitment of qualified candidates, and it is not expected that all new appointees will be authorized moving expenses.
The university is authorized to utilize state funding in order to provide a reimbursement for one move only. Claims for such payment must be made within one year of the effective date of appointment. Original or carbon copies of all bills of lading/receipts showing payment in full are required. Photocopies are not accepted.
The Department of Audit and Control limits reimbursement to certain actual and necessary moving and travel expenses. Generally, these expenses include household goods defined as all reasonable items of furniture, furnishing, clothing, appliances, tools and equipment including necessary expenditures for handling items such as pianos. Not reimbursable items include the:
- towing of automobiles and other motor vehicles, boats, farming equipment, livestock or building materials.
towing of belongings that are not the property of the appointee's immediate family.
No reimbursement shall be provided for household goods and personal effects in excess of 12,000 pounds.
The 2019 mileage rate for moving purposes, as set by the IRS, is 20 cents per mile, up 2 cents from the rate for 2018. The IRS mileage rates can be found here.
When choosing a moving company, if a carrier is not authorized by the US/NYS Department of Transportation or the Interstate Commerce Commission, two additional competitive bids are required. To find out if your mover is certified you can use this website and search by mover's name or US DOT number:
The Vice President, Dean or appointment department (depending on area) will mail a letter to the faculty/staff person to whom moving expenses reimbursement may be provided. In that letter, they shall indicate the maximum amount of money payable to the individual.
After the new employee has signed the offer letter, the Vice President, Dean or department head will direct the new staff person to the appropriate forms and procedures available below.
Once the necessary paperwork is completed and signed by the faculty or staff member, original receipts should be attached and returned to the Dean’s office (in the case of faculty) or the Vice Presidents’ office (in the case of student affairs, administrative affairs, research or external affairs) for their review and signature. After the appropriate signature, the paperwork is forwarded to the Accounts Payable office (AD512) for processing.
The reimbursement is payable from individual department budgets. Submit completed reimbursement documentation to Rose Hassett in Accounts Payable.
Click here (docx, 18KB) for a quick reference guide on moving reimbursements
- State of New York Standard Voucher (pdf, 90KB)- Contact Rose Hassett for voucher form.
- Original or carbon bills of lading and receipts, photocopies not accepted.
- Proof of fiscal liability for all moving expenses.