Hobart and William Smith Colleges

RELOCATION POLICY

Effective January 1, 2008, this Relocation Policy applies to all eligible employees as determined by the Provost or the Vice President for Human Resources. This policy authorizes the reimbursement and/or direct payment of personal moving expenses.

ELIGIBILITY

• All requests for moving expenses must be approved in advance by the Provost for academic appointments or by the Vice President for Human Resources for non-academic appointments.
• Relocation expenses will be on a reimbursement basis except in the instance that the faculty member/administrative staff member uses the Colleges preferred moving company vendor.
• Limits:
  • Tenure-Track Faculty and Full-Time Administrative Staff:
    • Commercial Movers: Relocation expenses will be reimbursed 50% of total costs but limited to a maximum of $3,500.
    • Self Moves: Relocation expenses will be reimbursed 100% up to a maximum of $2,000. Please note: original receipts for all related expenses will be required in order to be considered for reimbursement.
  • Non Tenure-Track or Temporary Faculty: Reimbursement of relocation expenses will be limited to a maximum of $500.

EXPENSES

Direct Payment Method:

The Colleges’ have entered into an agreement with United Van Lines/Corrigan Moving Systems. If employee uses United Van Lines the Colleges has agreed to make direct payment of the 50% of the final invoice subject to the relocation limit to this vendor only. The remaining balance will be the responsibility of the eligible faculty member or administrative staff member.

Contact Information: John Silvernail
East End/Corrigan Moving Systems
1133 Emerson Street
Rochester, NY 14606
585-295-2232
800-333-0763, ext. 232
Fax 585-647-3004
email: jsilvernail@corriganmoving.com

Reimbursement Method:

Moving expenses that do not qualify for deduction under Internal Revenue Service (IRS) Code Section 217 and IRS Publication 521, Moving Expense, are eligible for reimbursement but will be taxable to the employee.

The Colleges will reimburse the following items as relocation expenses subject to the above limits.

• Actual charges by moving firms for transporting normal household goods, including packing, crating, in-transit storage and delivery. “In-transit storage” is defined as storing and insuring household goods up to 30 consecutive days after the day household goods are moved from the previous residence and before they are delivered to the new residence.
• Actual rental and fuel cost for trucks or trailers used for self-moving.
• Lodging and transportation for only one trip for the employee and members of his or her household.
• Meals if reimbursed will be taxable to the employee
• Travel by car expenses such as gas and oil for car or the standard IRS mileage rate for moving (example 23.5 cents per mile in 2014)

Additional information:

• No advancement of relocation monies will be allowed.
• In order for the reimbursement not to be taxable to the employee the move must meet the below mentioned allowable requirements for deducting moving expenses by the IRS. For further information on the requirements please refer to IRS Publication 521 Moving Expenses:
  • The move is closely related to the start of work
  • The distance test is met
  • The time test is met
• All expenses must be substantiated with original receipts.
• All expenses must be submitted for reimbursement within 60 days after they were paid or incurred.

PAYMENT PROCEDURES

For reimbursement all receipts and mileage documentation must be submitted to the Provost for faculty members and to the Office of Human Resources for administrative staff members. Payment will be processed through the employee’s payroll check and/or direct deposit.