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A new employee can be reimbursed for moving expenses by submitting a Travel Expense Report (TER). The department will need to help the new employee by providing directions on preparing the form and attaching all necessary information. While this can seem intimidating, this webpage can both simplify and clarify the procedures.
REMINDER: Department needs to clearly state any monetary limits involved in the reimbursement so new employees know up front how much will be reimbursed.
The first source of information, is the UW-System's travel homepage. Review the links below for information on specific topics:
- System regulations regarding moving expenses (detailed read)
- Synopsis of moving expenses (succinct read)
- Moving contractor information
The new employee is responsible for selecting a household moving company and making all arrangements. If the UW System contract vendors are not used, the new employee must obtain at least three written estimates. These estimates must be included with other documentation when submitting expenses for reimbursement. NOTE: If relocation reimbursement is limited to $3000 or less, no quotes are needed.
Reimbursement will be limited to the lowest of these three bids. These estimates should include the cube sheet/estimating form and must clearly describe the shipment and all services to be provided. Charges assessed by the mover for providing a binding estimate are reimbursable under the direct cost of relocation.
Reimbursable Expenses:
- Moving expenses involved in transporting household goods including furniture, appliances, clothing, etc.
- Submit original itemized receipt from carrier
- Packing supplies. Examples would include packing boxes, tape and blankets rented from truck rental company.
- Submit original itemized receipts
- A complete listing of reimbursable expenses can be found in the UW System regulations under section III.B.2
Non-reimbursable expenses:
- Packing supplies that would become 'household goods' like plastic storage containers (such as Rubbermaid), padlocks, etc.
- Charges for moving pets, automobiles, boats over 14', trailers, etc.
- A complete listing of disallowed expenses can be found in the regulations under section III.B.1
Important to Remember!
- Three bids if not using our contract moving company.
- Bids should be obtained prior to move.
- When applicable, written copies of estimates from moving companies need to accompany TER
- Original itemized receipt from carrier must accompany TER
- Receipt must show actual payment made
- Original itemized receipts for packing supplies
- Paperwork should be submitted in a timely fashion
The employee is responsible for making all arrangements and payments for a self move. It is not necessary to obtain estimates or competitive bids when using a truck rental company.
Reimbursable expenses:
- Rental of truck
- Original itemized receipt required
- Packing supplies (i.e. packing boxes, tape and blankets or pads rented from truck rental company)
- Original itemized receipts required
- Gas for rental truck
- Original itemized receipts showing number of gallons and price per gallon required
- Reasonable and necessary costs for any hired labor. Neither employee, employee's spouse/domestic partner, or dependents can be paid for packing
- For claimable hired labor, original itemized receipts should be attached to TER. A complete listing of reimbursable expenses can be found in the regulations under III.B.2
Non-reimbursable expenses:
- Packing supplies that would become 'household goods' like plastic storage containers (such as Rubbermaid)
- Charges for moving pets, automobiles, boats over 14', trailers, etc.
- A complete listing of disallowed expenses can be found in the regulations under III.B.1
Important to Remember!
- Original itemized receipts need to be provided for everything. Charge account statements unacceptable
- Paperwork should be submitted in a timely fashion
Incidental costs associated with a move that are not reimbursable as a direct cost of the move may be covered by a stipend, if granted by the appointing authority. A stipend is limited to $1000. See listing of such expenses under regulation III.B.3
There's no need to itemize these expenses, however, the hiring department may request that original receipts be submitted for categorization. This stipend can be used to cover additional costs involved in the actual moving of the employee. Examples might include:
- Lodging and meals en-routed
- Additional insurance on goods while being shipped
- Auto hauling
- Unpacking charges
- Storage
- Quarantine for pets
- Mileage for driving a second personal vehicle
Transportation of Employee and Family
The amount of reimbursement for transporting the new employee and the new employee's immediate family from their former residence to the new place of residence may not exceed the cost of mileage for one automobile at the rate specified in Section VIII of the UW System Travel Regulations. The maximum allowable amount shall be based on mileage using the most direct route and shall not exceed the mileage indicated on the bill of lading when a commercial carrier is utilized. However, actual necessary airfare may be reimbursed for overseas relocations.
When the cost of the relocation will be reimbursed to the employee, the employee may request an advance of up to 80% of reimbursable costs based on the lowest estimate. The advance may not be issued prior to two weeks before the move occurs. A copy of the lowest estimate and approval letter must be attached to the request for travel advance.
To be reimbursed for expenses incurred during the move, the new employee will need to complete a Travel Expense Report (TER). Backup that needs to be submitted along with this includes:
- Appropriate original receipts
- Bids, if required
- Attach Authorization to Reimburse Applicant form
- Attach letter from Academic Dean approving reimbursement of moving expenses and stating the monetary amount or limit of the reimbursement.
- Acquire all necessary signature authorizations
- Send to Travel Auditor, 125 Administration Bldg. for processing
Check the web for the complete UW-System regulations on moving. If you have any questions e-mail the Travel Auditor: greiberc@uwstout.edu.
Reimbursement for Interview Candidate Expenses
An employee who incurs expenses for interviewing prospective new employees, is eligible for reimbursement using a Travel Expense Report (TER) and the following guidelines:
- Include an Agenda with the name of the employee (for meals, airport transportation, etc.)
- Meals involved in the interview process will be reimbursed up to in-state maximum
- Mileage to/from the airport will be reimbursed at the lower rate, unless a non-availability slip is included from Fleet Vehicles.
- Nominal mileage for transporting candidate to/from campus and lodging will be reimbursed
- Meals that aren't part of the official agenda included
- Mileage for touring the area
- Mileage for taking the candidate out of town for a meal (15 mile radius is allowable)
Taxable / Non-Taxable Reimbursements
There are two types of moving expenses:
- Non-Taxable expenses entail the costs of hiring a commercial mover or renting a truck for a self-move.
- Taxable expenses entail all other, incidental, costs such as lodging and meals en-route, additional insurance, etc. If reimbursed, these reimbursements are reportable as income and are taxed as such
A new employee may be eligible for reimbursement of certain moving expenses. The hiring department may set monetary limits on the reimbursement, so be sure to clarify what those limits are prior to arranging your move. No expenses should be incurred without first clarifying through the hiring department. They will also be available to explain guidelines for moving reimbursement. You may also e-mail Travel Auditor for further assistance.
Wisconsin State regulations govern what is allowable for reimbursement. This information can be found on the web sites below:
- System regulations regarding moving expenses (detailed read)
- Synopsis of moving expenses (succinct read)
- Moving contractor information
The employee is responsible for selecting a household moving company and making all arrangements. UW System contract vendors offer great discounts. If one of them isn't used, the employee must obtain at least three written estimates. These bids must be included when requesting reimbursement for moving expenses. NOTE: If relocation reimbursement is limited to $3000 or less, no quotes are needed.
Reimbursement will be limited to the lowest of these three bids. These estimates should include the cube sheet/estimating form and must clearly describe the shipment and all services to be provided. Charges assessed by the mover for providing a binding estimate are reimbursable under the direct cost of relocation.
- Bids must be obtained prior to move.
- When applicable, written copies of estimates from moving companies need to accompany the reimbursement form (TER)
Reimbursable Expense:
- Moving expenses involved in transporting household goods including furniture, appliances, clothing, etc.
- Need to submit original itemized receipt from carrier
- Costs for packing supplies. Examples would include packing boxes, tape and blankets rented from truck rental company.
- Need to supply original itemized receipts
- A complete listing of reimbursable expenses can be found in the regulations under section III.B.2 at the System regulations website mentioned above.
Non-reimbursable expenses:
- Packing supplies that would become 'household goods' like plastic storage containers (such as Rubbermaid), padlocks, etc.
- Charges for moving pets, automobiles, boats over 14', trailers, etc.
- A complete listing of disallowed expenses can be found in the regulations under section III.B.1 at the System regulations website mentioned above
Important to remember
- Original itemized receipts (charge account statements unacceptable) need to be provided for everything
The employee is responsible for making all arrangements and payments. It is not necessary to obtain estimates or competitive bids when using a truck rental company.
Reimbursable expenses include:
- Rental of truck
- Original itemized receipt required
- Packing supplies (i.e. packing boxes, tape and blankets or pads rented from truck rental company)
- Original itemized receipts required
- Gas for rental truck
- Original itemized receipts showing number of gallons and price per gallon required
- Reasonable and necessary costs for any hired labor. Neither, employee, employee's spouse/domestic partner, nor dependents can be considered hired labor
- For claimable hired labor, original itemized receipts need to be attached to reimbursement documentation
- A complete listing of reimbursable expenses can be found in the regulations under III.B.2 at the System regulations website mentioned above
Non-reimbursable expenses:
- Packing supplies that would become 'household goods' like plastic storage containers (such as Rubbermaid), padlocks, etc.
- Charges for moving pets, automobiles, boats over 14', trailers, etc.
- A complete listing of disallowed expenses can be found in the regulations under III.B.1 at the System regulations website mentioned above
Important to Remember
- Original itemized receipts need to be provided for everything. Charge account statements unacceptable
- Additional insurance on the rental truck will be considered an incidental expense
Incidental costs associated with a move that are not reimbursable as a direct cost of the move may be covered by a stipend, if granted by the appointing authority. A stipend is limited to $1000. See listing of such expenses under regulation III.B.3 at the System regulations website mentioned above.
There's no need to itemize what these expenses are, however, receipts may be requested by the hiring department for categorization purposes. This stipend can be used to cover costs involved in the actual moving of the employee. Examples might be:
- Lodging and meals en-routed
- Additional insurance on goods while being shipped
- Auto hauling
- Unpacking charges
- Storage
- Quarantine for pets
- Mileage for driving a second personal vehicle
Transportation of Employee and Family
The amount of reimbursement for transporting a new employee and immediate family from their former residence to the new place of residence may not exceed the cost of mileage for one automobile at the rate specified in Section VIII of the UW System Travel Regulations. The maximum allowable amount shall be based on mileage using the most direct route and shall not exceed the mileage indicated on the bill of lading when a commercial carrier is utilized. However, actual necessary airfare may be reimbursed for overseas relocations.
When the cost of the relocation will be reimbursed to the employee, the employee may request an advance of up to 80% of reimbursable costs based on the lowest estimate. The advance may not be issued prior to two weeks before the move occurs. A copy of the lowest estimate and approval letter must be attached to the request for travel advance.
To be reimbursed for expenses incurred during the move, the employee must complete a Travel Expense Report (TER). Backup that needs to be submitted along with this includes:
- Appropriate original receipts
- Competitive bids if necessary
The Employee must sign and date the TER, and give it to the hiring department. They will add additional information and send to to Accounting Services for audit and processing. Provided that all the necessary information is included, the TER will be processed within 3 days of receipt and reimbursement will be by direct deposit into the account given to Human Resources for payroll deposits.
Taxable / Non-Taxable Reimbursements
There are two types of moving expenses:
- 'Qualified' expenses entail the costs involved in hiring a commercial mover or renting a truck for a self-move. These costs are not considered taxable.
- 'Incidental' costs entail such things as lodging and meals en-route, additional insurance, etc. These costs will be reportable as income and are taxable as such.