Step by Step
Purpose of Moving and Relocation Policy
The intent of the VCU Moving and Relocation Policy is to provide the University general rules, guidelines, and specific limitations when reimbursing personnel for relocating their household to accommodate the Commonwealth. The regulations are to assist in moving and relocating employees, their families, household goods and personal effects from a primary residence to a new work location as expeditiously as possible and at a fair and reasonable cost to the University.
University management should take necessary steps that all reimbursements are thoroughly documented and reviewed in every case before being approved for payment. The responsible Authorized Approver must approve the offer of reimbursement for Moving & Relocation expenses before the offer is formally made to the employee or any expenses are reimbursed. If the Authorized Approver is unavailable or the position for which the Moving & Relocation is being approved is at or above the Authorized Approver, approvals must move up the chain of command, not down. Any signatures on University documents must be originals or electronic; an individual signing another person’s name and initialing it is unacceptable, as is anyone using another person’s electronic ID and password. The use of signature stamps is specifically prohibited.
These regulations apply to University employees, except employees who do not qualify for moving and relocation reimbursement, such as those paid on an hourly or daily basis and others specifically exempt by Order of the Governor or by Acts of the General Assembly. In instances where an exemption exists, documentation of this exemption should accompany the request for reimbursement.
Moving and relocation expenses can be paid on a reimbursement basis only with the exception of payments to the common carrier and/or up to thirty (30) days temporary storage. All reimbursements, except common carrier or temporary storage, must be processed through the Payroll office. Reimbursements through other processes, such as the petty cash reimbursement process, are not allowed.
If a department elects to provide Moving & Relocation reimbursement, it must do so within the maximum limitations and restrictions provided herein. No department is required by these regulations to provide such reimbursement for Moving & Relocation expenses, and may restrict the amount provided to a lesser sum than the maximum allowed, either in total or by category. Due to financial and fiscal constraints and other department personnel considerations, each department is authorized to supplement these regulations provided that the Reimbursement Limitations are not exceeded, and such supplements do not constitute deviation from provisions of the reimbursement.
IRS Regulation Compliance
It is the University’s responsibility to comply with Internal Revenue Service (IRS) regulations. All Moving & Relocation reimbursements, with the exceptions of moving household goods and personal affects, temporary in- transit storage and traveling to the new place of residence, must be included in the employee’s gross income on the Federal W-2 form. Adherence to IRS moving and relocation regulations for income reporting and tax deduction and reporting applies to all departments, even when non-State (local) funds are used.
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