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Scope
This procedure describes how a University employee may contract a moving
agent with a Purchase Order. By using this option, the employee does
not have to pay the moving agent out of personal funds.
System References [Top]
This procedure should also be read in conjunction with the following
closely related procedures:
The form used with this procedure is:
- Moving Expense Reimbursement and Employment Agreement
All required forms must be filled out according to the instructions
provided on the most recent copy of the form itself. The most recent
version of this form may be obtained from the University
Forms Directory.
The Oracle Navigation instructions that correspond to this procedure
are:
A list of contract movers and other information on employee
moving and relocation may be found on the Procurement
Services web site.
Policy [Top]
This procedure corresponds to, and should be read in conjunction with
the following policies:
- Moving and Relocation Documentation, Moving Expense Reimbursement
-- Policy VI.C.4
- Moving Expense Reimbursement Limits -- Policy
VI.C.3
- Moving Expense Employment Agreement, Moving Expense Funding, Interview
Expenses -- Policy VI.C.2
Responsibility [Top]
At the departmental level, the responsibility for preparing Purchase
Requisitions is assigned to the PO Requester and PO Purchaser.
Departmental approval for the submission of a Purchase Requisition to
Procurement Services may be assigned to the departmental PO Requester,
PO Purchaser, or to others.
Procurement Services' Buyers have been assigned the PO Buyer
responsibility in Oracle which enables them to approve or deny departmental
Purchase Requisitions.
Distribution [Top]
Ownership [Top]
Please see the Procurement
Services web site for additional information and news about any
recent changes in policy or procedure affecting Payment of a Moving
Agent with a Purchase Order.
Procedure Steps [Top]
Requirements
The department or the employee should consult the Procurement
Services web site for a current list of contract moving companies.
The employee should obtain three estimates from the contracted firms
if possible and forward the estimates to Department Head.
The employee should then complete the Moving Expense Reimbursement
and Employment Agreement. This form requires the signature of the employee,
the Dean or Department Head, and the Chief Human Resource officer. Medical
Center employees will also need to obtain the signature of the Medical
Center's Associate Director of Finance.
The department should forward documentation for the three estimates
and the completed Moving Expense Reimbursement and Employment Agreement
to the Human Resources office. The department should also prepare and
submit a Purchase Requisition.
Procurement Services will prepare and submit a Purchase Order.
Note: The employee may choose the moving agent in consultation with
a buyer in Procurement Services. The employee is responsible for making
all specific moving arrangements (e.g. times for pick up and delivery,
etc.) and for resolving any damage claims directly with the moving agent.
The employee will be held responsible for paying any amounts over and
above the agreed totals on the Moving Expense Reimbursement and Employment
Agreement.
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