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Reimbursement of Relocation Expenses Policy

West Virginia University Policy
Division of Administration and Finance


WVU-PS-14

REIMBURSEMENT OF RELOCATION EXPENSES POLICY

PURPOSE

The purpose of this policy it to inform new West Virginia University (WVU) and West Virginia University Research Corporation (WVURC) employees of what criteria must be met in order to be reimbursed for relocation expenses.

SCOPE

This policy applies to any class of employee at WVU/WVURC, including those on the regional campuses.

POLICY

The reimbursement of expenses is available to any class of employee, based on the discretion and advance written approval of the appropriate Dean, Director, or Designee. If any portion of the relocation cost or related travel cost is to be paid from sponsored award funds, prior written approval from the funding agency is required. Any employee contract or offer letter that provides allowances for relocation expenses must plainly state the dollar amount allotted for relocation expenses.

Relocation expense is defined as:

A. All or part of the reasonable expenses, incurred by a person newly employed by WVU/WVURC, in moving such employee’s household furniture, effects and immediate family to the employee’s new place of employment; and
B. All or part of the reasonable expenses incurred by an employee of WVU/WVURC in moving household furniture, effects and immediate family as a result of reassignment of the employee which is considered desirable, advantageous to and in the best interest of WVU/WVURC; provided, that no part of the moving expenses of any one such employee shall be paid more frequently than once in twelve months.

Allowable Expenses:

Examples of expenses allowable for reimbursement may include, but are not limited to:

A. Travel Expenses:

  1. Trips made prior to official relocation to secure housing
  2. Airfare
  3. Mileage incurred while driving personal vehicle to new employment location
  4. Vehicle rental including car rental and moving van rental
  5. Gasoline for rental vehicle
  6. Any hotel stay or temporary housing costs (with adequate receipts)
  7. Meals purchased if more than one day in duration
  8. Other miscellaneous travel expenses necessary for relocation
  9. Expenses incurred while waiting for housing to be available, including lodging or car rental

B. Non-travel Expenses:

  1. Payment made to a moving company
  2. Packing supplies
  3. Shipping costs/supplies
  4. Storage unit rental in the event housing is unavailable at the time of relocation
  5. Other miscellaneous expenses necessary for relocation

Please Note: New employees must follow the WVU/WVURC University Travel Program Manual for any travel related expenses incurred during relocation. This program manual can be found at: http://pcps.wvu.edu/r/download/146761.

Unallowable Expenses:

Examples of expenses unallowable for reimbursement include, but are not limited to:

A. Purchase price of new home
B. Car tags/driver’s license
C. Expenses of buying/selling home
D. Expenses of signing/breaking lease
E. Home improvements to help sell home
F. Loss on sale of home
G. Mortgage penalties
H. Real estate taxes
I. Security deposits
J. Expenses paid from grant funds without prior authorization from the sponsor and the Sponsored Research Accounting Office

Please Note: On an as needed basis, exceptions/extenuating circumstances must be approved by the Senior Associate Vice President for Finance or designee prior to payment/reimbursement.

Documentation Required:

A. Original itemized receipts are required regardless of method of payment

  1. If personal funds were used original receipts will be submitted to Procurement, Contracting and Payment Services (PCPS) for reimbursement
  2. If PCard was used original receipts will be kept within the department and copies will be submitted to PCPS

B. Copy of Employee offer letter stating amount allotted for moving expenses
C. Original Travel Settlement From for all travel related expenses
D. Original Employee Reimbursement form for all non-travel relocation expenses
E. Manual Receiving form for all required items

All expenses reimbursed to a new employee of WVU/WVURC cannot exceed the pre-determined allotted amount stated officially in the new employee offer letter.
Please Note: Reimbursement of employee moving expenses may be a taxable event to the employee. All required documentation listed above will be forwarded to WVU Tax Services for review.

PROCEDURE

Procedure development rests with WVU Procurement, Contracting and Payment Services.

RESPONSIBILITY FOR IMPLEMENTATION

All employees are charged with providing full support to this policy. It is the responsibility of the Dean, Director, or Designee to implement this policy within their college, department or unit. Procurement, Contracting and Payment Services is available to answer questions or provide additional information regarding this policy. For contact information, please visit: http://pcps.wvu.edu

RESPONSIBILITY FOR INTERPRETATION

The responsibility for interpretation of this policy rests with WVU Director of Procurement, Contracting and Payment Services.

Effective Date: November 1, 2014
Approved By: Narvel G. Weese, Jr., Vice President for Administration and Finance
Approved By: Daniel A. Durbin, Senior Associate Vice President for Finance