**INACTIVE POLICY**

For Current Policies:
Policy Table of Contents

 


                      UNIVERSITY OF VIRGINIA
           FINANCIAL AND ADMINISTRATIVE POLICIES MANUAL



TITLE:  MOVING AND RELOCATION DOCUMENTATION         POLICY:  VI.C.4x
        MOVING EXPENSE REIMBURSEMENT
                                                                   

Documentation of Moving and Relocation Expenses

Reimbursable expenses must be REASONABLE, NECESSARY, and incurred
AFTER the employee executes an Employment Agreement.  ORIGINAL
RECEIPTS MUST BE SUBMITTED TO SUPPORT ALL REIMBURSEMENT CLAIMS.

The employee should submit reimbursement claims no later than 30
days after moving into a new permanent residence, but in no case
later than 12 months after starting the new position.  If
circumstances prevent the relocated employee from submitting
allowable expenses within the 12 month period, he/she may request
an extension of the reporting period.

All moving expenses reimbursable to an employee must be documented
in detail on a "Travel Expense Reimbursement Voucher."  THE VOUCHER
IS THE VEHICLE USED TO DOCUMENT THESE EXPENSES AND IT WILL BE USED
AS A VOUCHER FOR PAYMENT.

Reimbursements to employees for moving and travel expenses will be
processed by Payroll Department or the appropriate Accounts Payable
Department.  The employee must submit a Travel Reimbursement
Voucher (original plus one copy) with the following attachments.

    ONE copy of the Employment Agreement;

    Original of the Moving and Relocation Expense Summary;

    ALL ORIGINAL RECEIPTS.

See also Procedures 6-25, "Preparation of Reimbursement for Travel
Expenses" and 6-31, "Reimbursement of Moving Expenses."

Reimbursement of INTERVIEW EXPENSES is governed by the University
travel policy.

See also Policies VI.B.1, "Travel Expenses" and VI.C.2, "Moving
Expense Employment Agreement, Moving Expense Funding, Interview
Expenses."

Commercial moving agent expenses may be paid in one of two ways. 
Regardless of the method used, estimates from at least one of the
contracted moving agents must be submitted to the employee's
department for review.  (Purchasing and Materials Services can
assist the department in the selection process.)


The two methods are as follows:

     The department may have the University issue a purchase order
     to the agent, who will bill the appropriate Accounts Payable
     Department for the employee's moving expenses incurred.

     See also Procedure 6-32, "Payment of Moving Agent with a
     Purchase Order."

     The employee may pay the agent directly and be reimbursed by
     the University.

     See also Procedure 6-31, "Reimbursement of Moving Expenses."


ISSUED BY:                                                03/25/94 

Assistant Comptroller,
Accounting Operations          6.3.4.1