Moving Expenses for New Employees
Effective: Moved to Policy Library from UPM 3.4(5)
Reviewed and Updated: November 2024
Contact: Controller's Office
Introduction
This policy provides information about the conditions under which ISU provides an allowance for expenses relating to new employee household relocation
Policy Statement
When an employing unit's administration believes it is necessary to cover household relocation expenses in order to attract specific personnel, they may agree to provide an allowance to the new hire to cover household relocation expenses in accordance with the parameters set below.
Eligibility
Only full-time employees are eligible to receive an allowance for household relocation expenses. Part-time employees may be eligible with specific approval from appropriate authorized individuals.
Authorized Individuals may include:
- President
- Provost
- Senior Vice President
- Dean
- Director
- Department Chair (or designee)
A copy of the final Letter of Intent (LOI) with the amount of the moving expenses and authorized signature is to be provided at the time the expenses are submitted for reimbursement.
Allowance Limits
ISU does not specify specific dollar limits that departments can offer for household relocation expenses; however, Departments should use good judgment to ensure that the allowance is commensurate with the position for which they were hired. Departments may also take the moving circumstances of the new hire into consideration. (For example, if they are moving from an international destination or from one of the coasts). Procurement Services may offer guidance on what is appropriate for a specific situation.
An allowance may be used for any of the allowable household relocation expenses that the new hire sees fit.
The moving allowance and house hunting expenses provided constitutes taxable income to the employee. Reimbursements will not be paid until after the first day of employment.
Allowable Household Relocation Expenses
House-Hunting Trips
ISU may reimburse allowable travel expenses relating to one house-hunting trip for a new hire. Travel expenses for the spouse and children may also be covered. A second house-hunting trip may be authorized with specific approval from appropriate authorized individuals as described above.
Travel Expenses
ISU may reimburse allowable travel expenses while in transit during the move. Travel expenses for the spouse and children may also be covered during this time. Travel expenses to return home after the move to finalize the transition may be authorized with specific approval from appropriate authorized individuals as described above. This includes the following:
- Mileage (for the most direct route)
- Airfare
- Car Rental
- Lodging
- Meals
- Road Tolls
Moving of Household Items
ISU has a contract for discounted pricing with a full-service moving company that is available for use. Contact Procurement Services to utilize this contract. ISU can issue a purchase order to pay for these costs directly on behalf of the new hire.
If a new hire wants to use a full-service moving company other than ISU’s contracted moving company or a self-move, the new hire must pay for the expenses personally and be reimbursed.
Moving of Motor Vehicles/Boats/RVs
ISU may cover expenses for the move of up to two (2) motor vehicles. Moving additional vehicles, boats or RVs may be authorized with specific approval from appropriate authorized individuals as described above.
Temporary Lodging Expenses
ISU may reimburse temporary lodging expenses for up to 30 days. Temporary lodging expenses may include the cost to stay in a hotel. ISU may not cover temporary lodging expenses paid to individuals that are not in the business of providing lodging services.
Packing Materials
ISU may reimburse the cost of disposable packing supplies. This includes cardboard boxes, packing tape/dispenser, packing peanuts, stretch wrap, bubble wrap or similar products only.
Storage Costs
ISU may reimburse the cost to store household items up to 30 days. Storage fees beyond 30 days may be authorized with specific approval from appropriate authorized individuals as described above.
Debris Removal
ISU may cover expenses for debris removal.
Commercial Labor/Truck Rentals
In the event that the new hire chooses not to use a full-service moving company, they may choose to rent equipment and move themselves. In this instance they may be reimbursed for the following expenses:
- Truck Rental (e.g. U-Haul/Penske/PODs)
- Gas for the rental truck
- Insurance purchased through the truck rental company
- Rental of dollies and other moving/lifting tools
- Protective padding
- Rental of ropes and tie-downs
ISU may also reimburse expenses paid to a commercial company for moving labor.
Shipping Costs
In some instances, it may be more cost effective for a new hire to ship or mail their items through mail (such as FedEx, USPS, or UPS). These costs are allowable and would be reimbursable.
Non-Allowable Household Relocation Expenses
Non-Commercial Labor
ISU will not cover expenses for non-commercial labor. This includes paying money to friends and family for their assistance with packing, loading, driving vehicles, etc.
Cleaning Services
ISU will not cover expenses for household cleaning services.
Misc. Items
ISU will not cover the cost of items used for moving that have a benefit to the new hire after the move is complete. This includes but is not limited to plastic totes, tools, cleaning supplies or other equipment.
Plants/Animals
ISU will not cover expenses for moving household plants or animals.
Gratuities
While it is customary to provide gratuities to moving staff, ISU will not reimburse gratuities.