Moving Expense

Overview

Moving expenses for new hires at 蘑菇短视频can be reimbursed using State funds or provided an allowance using Discretionary funds. All moving support from the university is fully taxable to employees. Approval of the administrative head of the employing department is required prior to making commitments to pay moving and relocation expenses. Additional approvals may be required depending on the funding source, as described in these procedures.

Eligibility

蘑菇短视频may pay an employee's moving expenses when moving reimbursement or allowances are available for full-time, permanent positions, AND eligible employees will be moving from outside a 50-mile radius of their new duty station.

The employee's move must be completed within 90 days of their start date. The Chancellor or designee may approve an extension beyond 90 days.

Funding Sources and Procedures

The University offers two types of funding sources for employee moving expenses: moving reimbursements, covered by State funds OR moving allowances, covered by Discretionary funds.

Moving Reimbursements (State Funds)

Typical "moving-related expenses" covered by a moving reimbursement are outlined in detail in the North Carolina Office of State Budget and Management (OSBM) Budget Manual Sections 6.8 and 6.9 and include, but are not limited to:

Payment for movement of household and personal goods; including items such as furniture, clothing, and personel effects.
Travel expenses incurred in moving the employee and their family from the old residence to the new residence are as follows:
- For locating a new residence, three (3) round trips, not exceeding six (6) days and three (3) nights, are required.
- For the day of moving - subsistence, lodging, and mileage.

The employee is required to submit a pre-approval request to use state funds, which requires the Chancellor's (or designee) approval. The moving reimbursement will require out-of-pocket expenses for the employee and will likely take more than one month from start date to process.

You can share this instruction guide with new employees that walks them through the information that is needed for the pre-approval and reimbursement.
New employees should not complete these forms for themselves. The forms and supporting documentation follow a specific workflow (see chart below).

Moving Allowances (Discretionary Funds)

Typical "moving-related expenses" covered by a moving allowance include, but are not limited to, house hunting, moving truck rentals, hiring moving companies, shipping costs for household items and related supplies, storage costs before or during the move, shipping costs for household pets, mileage incurred during the move, and other move-related costs such as connecting/disconnecting utilities and temporary living arrangements.

Typically, no supporting documentation or receipts are needed.
Moving allowances are capped at $5,000, and the amount awarded to an eligible employee is decided by the administrative head prior to the time of the move.
Any request to exceed the $5,000 allowance requires the approval of the Chancellor.

No pre-approval is required for moving allowances (see chart below for workflow). The moving allowance will require out-of-pocket expenses for the employee and will likely take more than one month from start date to process.

Additional Fund Guidance

Payment for all moving-related expenses is the responsibility of the employee.

The moving expense reimbursement or allowance will be paid as a taxable lump sum payment and is intended to offset some of the employee's moving-related costs at the hiring department's discretion.

Departments may opt to cover applicable taxes for employees via a gross-up. Discretionary funds must be used for the gross-up portion of a reimbursement or allowance, regardless of the fund type used to cover moving expenses.

The Moving Reimbursement Form and the Moving Allowance Form are the only approved methods for paying a moving reimbursement/allowance to an employee. Moving-related expenses cannot be paid directly to an employee or a vendor through P-card or Catamart.

Discontinuation of Employment

Employees who complete less than one year of service at 蘑菇短视频must reimburse the University 100% of any allowance received (gross, not net of taxes). The employee should work with the hiring department to determine the amount to be repaid. No tax withholding or reporting adjustments will be made by the Payroll Office. Repayment should be made directly to the department outside of the payroll system.

flowchart