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Complete and Submit your Moving and Relocation Packet

Procurement Services processes two types of requests for moving and relocation- reimbursements to the employee and direct payment to the common carrier and/or storage vendors on a Purchase Order.

Overview

The following information outlines what documentation must be submitted for each category:

Reimbursement to Employee

  • Moving and Relocation Agreement
  • Employee Moving and Relocation Expense Form
  • Travel and Food Expense Reimbursement Voucher
  • Supporting documentation, including itemized receipts

Payment to Common Carrier or Storage Vendor on Purchase Order

  • Moving and Relocation Agreement
  • Employee Moving and Relocation Expense Form
  • Final invoice from vendor (the vendor listed on the Purchase Order must also be the vendor listed on the invoice letterhead), including packing slips
  • Purchase Order number (EP#)

Step by Step

  1. Complete the Necessary Forms and Collect the Supporting Documentation

    The employee must complete a separate Employee Moving and Relocation Expense Form for each submission of moving and relocation expenses.

    Travel-related expenses will be paid by the University if they are deemed to be reasonable, appropriately documented, properly authorized and within the guidelines of these policies. The employee must complete a Travel and Food Expense Reimbursement Voucher for travel and food reimbursement related to moving and relocation.

  2. Submit the Moving and Relocation Packet

    All moving and relocation packets must be submitted to Procurement Services for review and approval. Packets sent prior to the employee’s official employment date will not be processed until after that date has passed. Moving and relocation reimbursements to employees are paid through Payroll and are combined in the employee’s pay check. The Travel Services area must have enough time to properly audit and approve each moving and relocation package prior to Payroll deadlines. Submissions must be received in Procurement Services by the 1st for payroll that generates on the 16th and by the 16th for payroll that generates on the 1st. Paperwork that is received after these deadlines or is lacking proper documentation may delay reimbursement to the employee by an entire pay period. Common carrier and storage expenses that are paid to the vendor on a Purchase Order are paid in our office and may be processed at any time.