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Learn about Reimbursement Limitations

Below is a summary of allowable expenses and policy limitations. Please refer to the Moving and Relocation Policy for further details.

Moving and Relocation Expense Summary

Amount Limitations:

  • Maximum reimbursement is limited to $15,000, excluding Common Carrier expenses and up to thirty (30) days of temporary (in-transit) storage.
  • A maximum amount is not placed on Common Carrier and temporary storage expenses.

Moving and Relocation related travel is eligible for reimbursement for the following purposes:

  • Trips for actual house hunting
  • The initial trip (employee’s move to new residence) after employment
  • The trip to bring the family to the new residence (temporary or permanent)
  • Pre-employment travel, such as interviewing, testing, and related activities incurred by or for a prospective employee before the applicant has accepted employment are termed pre-employment expenses and are not considered moving and relocation expenses.

House Hunting (included in $15,000 limitation)

  • Expenses incurred by the employee and spouse for cost of transportation (including rental car), meals, and lodging are eligible for reimbursement in accordance with VCU Travel Policy.
  • Limited to three (3) trips for the employee and three (3) trips for the spouse. The maximum number of reimbursable lodging nights is fifteen (15). A night of combined lodging for both the employee and spouse counts as one (1) night.

Temporary Quarters (included in $15,000 limitation)

  • Reasonable lodging or rent may be claimed for a maximum of ninety (90) days not to commence earlier than thirty (30) days prior to 1st day of employment.
  • Reasonable residential parking fees are allowed during the ninety (90) day period.
  • Meal per diem may be claimed for the first thirty (30) days of residence in temporary quarters. Meal per diem is set by GSA rates and is based on the location of lodging.

Home Sale (included in $15,000 limitation) – A copy of the signed closing statement must be included as supporting documentation.

  • The following expenses related to the sale of the principle residence due to moving and relocation are reimbursable:
    • Actual expense of real estate commission
    • Attorney fees
    • Escrow fees
    • State or local transfer taxes
    • Pest inspections
  • The following expenses are not reimbursable:
    • Sales commissions and similar expenses if the employee acts as a selling agent (closing and legal costs are allowed)
    • Sales commissions and similar expenses if the employee acts as a selling agent (closing and legal costs are allowed)
    • Advertising and “Fix-up” costs
    • Loss sustained on sale of residence
    • Real estate and capital gains taxes
    • Payment and repayment of interest
    • Points or loan payment charges that are negotiable
    • “Carrying” costs (maintenance fees, utilities, principle, etc.)
    • Mortgage penalties
    • Buyer’s closing costs, including Virginia fees

Home Purchase (included in $15,000 limitation) – To qualify for reimbursement to purchase a replacement home (i.e. primary residence only) the relocated employee must have owned a primary residence at the prior location, which due to relocation resulted in disposal of the residence. A closing statement showing the sale of the previous residence, as well as the signed closing statement showing the new home purchase expenses must be submitted with the reimbursement packet. See the Moving and Relocation Policy for further eligibility requirements.

  • The following expenses are reimbursable (expenses not specifically listed below are not reimbursable):
    • VA funding fee
    • Loan origination fee, or lease processing fee
    • Mortgage survey
    • Appraisal fee
    • Credit report
    • Title search
    • Recording fee
    • Title insurance
    • Attorney fee
    • Home inspection (limit 1)
    • Notary fees

Lease Cancellation (included in $15,000 limitation)

  • The settlement of a lease in the former residence is reimbursable if the settlement is due to moving and relocation. A copy of the signed lease pages showing the Early Termination terms are required as supporting documentation.

Common Carrier (excluded from $15,000 limitation) - Cost to transport the employee’s household goods and personal effects from the former principle residence to the residence at the new work location.

  • If using a contracted vendor and expenses are $10,000 and over, quotes are not required.
  • If not using a contracted vendor and expenses are $10,000 and over, three (3) quotes are required. The lowest quote should be used.
  • For expenses less than $10,000, only a single quote is required.
  • If a contracted vendor is not being used and expenses are greater than $10,000, departments should contact Purchasing for guidance.

Self Moving (included in $15,000 limitation) - The following costs are reimbursable with appropriate documentation and receipts:

  • Moving Vehicle Rental – Moving van, truck, hand truck, or other appropriate moving equipment and gas used by the rental truck during the move are reimbursable items.
  • Labor – Reimbursement is limited to a reasonable hourly wage with the maximum total being $500. Labor provided by the employee or immediate family member(s) is not reimbursable. A receipt from the individual employed, with amount paid and a signature must be provided as supporting documentation.
  • Packing Supplies – Reimbursement for the purchase of moving supplies, such as packing paper, boxes or cartons must not exceed $500.
  • Mileage – If a personally-owned or borrowed moving vehicle is used in the move, reimbursement will be allowed using the IRS mileage rate. The current mileage rates are $.555/ miles and $.246/ mile. A vehicle with a trailer in tow will also be reimbursed using the IRS mileage rate.
  • Parking/Tolls – Receipts are required for individual claims greater than $25.

Storage (excluded from $15,000 limitation)

  • Maximum of thirty (30) days of temporary (in-transit) storage of household goods is reimbursable, if the employee can’t move directly into the new residence.

Non-Reimbursable Expenses – Expenses not specifically allowed in the Moving and Relocation Policy are not reimbursable. The following is an example of expenses that are not reimbursable (this list is not all inclusive):

  • Homeowner’s insurance
  • Cost to move a pet
  • Laundry or dry cleaning while in temporary quarters
  • Cost to transport recreation vehicles
  • Insurance in excess of bulk rate coverage provided by the Common Carrier
  • Rent deposits
  • Air fare above Coach/Economy class

For More Information

Sarah O'Neil VCU Office of ProcurementSarah O’Neill
Travel & Corp. Card Svcs Manager
804-828-5056 | Email »