Relocation Expenses

Policy
Procedures

 

University at Albany Moving Expense Reimbursement Policy

Purpose: This policy outlines the rules and regulations for reimbursing employees for any eligible moving expenses incurred when accepting a position with the University at Albany (University).
 

policy
Regulations
Regulations
Definitions
Definitions
  • Household Goods and Personal Effects: All reasonable items of furniture, furnishing, clothing, appliances, tools and equipment, including any additional necessary expenditures for handling such items as pianos, refrigerators and deep freezers. 
Eligibility for Reimbursement
Eligibility for Reimbursement
  • Eligible Employees:
    • Newly appointed University employees
    • Employees promoted, transferred or reassigned for the University's benefit
    • Employees transferred or reassigned due to an agency relocation or position elimination
  • Ineligible Employees:
    • Employees demoted or reassigned due to disciplinary actions or training
    • Employees requesting their own transfer not for personal convenience
    • When the distance between the old and new locations is less than 35 miles

Reimbursement is capped at $3,000. Employees must claim reimbursement within one year of relocation or appointment.

Eligible Moving Expenses
Eligible Moving Expenses

Covered expenses include:

  • Basic moving costs (loading, transporting and unloading household goods and personal effects, excluding automobiles, commercial goods and livestock)
    • Note: All moves should use a carrier authorized by the New York State Department of Transportation (NYS DOT). For verification of authorized carriers, contact NYS DOT at 518-457-6512 or email [email protected].
  • Packing, unpacking and storage costs for goods weighing up to 12,000 pounds
  • Transportation costs for the employee/appointee and their family to the new location, at the State mileage rate for personally-owned automobiles. Mileage is measured by the shortest highway route between residences for one vehicle for one trip.
  • Up to $200 for documented moving expenses if commercial services are not used
Ineligible Moving Expenses
Ineligible Moving Expenses

Ineligible expenses include:

  • Automobiles and motor vehicles
  • Trailers (excluding house trailers used as residences)
  • Costs related to selling or buying a house, renting temporary living quarters, and other unspecified moving costs
  • Farm equipment, livestock, boats or animals raised for profit
  • Commercial enterprise-related belongings
  • Building materials or items not owned by the employee or their immediate family
  • Lodging
  • Meals
  • Any household goods and personal effects exceeding 12,000 pounds
Required Forms
Required Forms

 

University at Albany Moving Expense Reimbursement Procedures

procedures
Step 1: Review the University at Albany’s Moving Expense Reimbursement Policy (Department)
Step 1: Review the University at Albany’s Moving Expense Reimbursement Policy (Department)
  • Review the UAlbany moving expense regulations. Understand eligible and ineligible expenses, as well as the overall reimbursement process.
  • Ensure that candidates offered a position and eligible for relocation reimbursement review the policy before relocating.
  • Inform the new employee that they must submit for reimbursement within one year of relocation or appointment.
Step 2: Gather Documentation (Department and Newly Appointed Employee)
Step 2: Gather Documentation (Department and Newly Appointed Employee)
  • Obtain an official job offer letter, signed by the University President, Provost or designated representative, confirming relocation allocation. Please be aware of the maximum amount of eligible expense reimbursement that is listed on the offer letter. Keep track of all expenses incurred, as you will only be reimbursed up to the maximum amount offered.
  • Collect eligible itemized receipts for each expense claimed. Ensure receipts are clear and include the date, vendor name and amount paid. Photocopies are acceptable.
  • If required for your department, obtain three quotes from professional movers before relocation to demonstrate reasonable costs for moving household items.
  • For commercial carriers or POD rentals, obtain the total weight limit for the moving vehicle or items to be moved. If not listed or unknown, get vendor documentation estimating total weight.
  • Attach proof of payment if not easily apparent on receipts (e.g., bank or credit card statements).
Step 3: Complete the University’s Reimbursement Forms (Department and Newly Appointed Employee)
Step 3: Complete the University’s Reimbursement Forms (Department and Newly Appointed Employee)
  • Complete and sign the Request/Agreement for Moving Expense Reimbursement, AC1099 form.
  • Complete and sign a New York State Travel Voucher. List all eligible moving-related expenses in the appropriate sections (e.g., transportation, incidental expenses). Each expense must comply with NYS regulations.
    • Note: Lodging and meals are not reimbursable for relocation expenses.
    • For commercial movers or vehicle rentals, list these under “Transportation.”
    • Refer to the GSA website to confirm the latest mileage rate on the travel voucher.
    • For personal vehicle mileage, include a printout of the directions showing mileage matching that entered on the travel form. New York State will reimburse only one trip from the original to the new residence. Gas expenses are covered under the mileage rate.
    • Complete and sign the Statement of Automobile Travel only if submitting mileage for reimbursement.
    • List all other eligible expenses (example: packing materials) under “Incidental Expenses."
Step 4: Attach Supporting Documentation (Department and Newly Appointed Employee)
Step 4: Attach Supporting Documentation (Department and Newly Appointed Employee)
  • Attach all receipts, quotes and proof of payment, ensuring they correspond to the amounts claimed.
  • Attach a copy of the job offer letter to confirm the necessity of the move and maximum amount of eligible expense reimbursement.
Step 5: Submit for Supervisor Approval (Department and Newly Appointed Employee)
Step 5: Submit for Supervisor Approval (Department and Newly Appointed Employee)
  • Submit the completed packet to the employee’s department head or supervisor for review and signature.
  • The department manager or supervisor must review, approve and sign the Request/Agreement for Moving Expense Reimbursement Request Form and the New York State Travel Voucher, verifying eligibility, completeness and accuracy. Include the departmental account number to be charged.
Step 6: Submit to the Accounts Payable Department (Department and Accounts Payable)
Step 6: Submit to the Accounts Payable Department (Department and Accounts Payable)
  • Submit the completed and signed reimbursement forms to the Accounts Payable office via email ([email protected]), interoffice mail or in person at the Management Services Center (MSC) 306. Submit all documents as a single, complete package.
  • Accounts Payable will review for eligibility, completeness and accuracy, forwarding the packet to Human Resources for processing. Any questions or edits will be addressed by Accounts Payable with the Department.
Step 7: Follow Up and Retain Copies (Department and Newly Appointed Employee)
Step 7: Follow Up and Retain Copies (Department and Newly Appointed Employee)
  • Follow up with Accounts Payable if you have not received confirmation or an update on your reimbursement request within a reasonable timeframe.
  • Retain copies of all forms and receipts for your records in case of any issues or audits.