Moving Expense Reimbursement

Explanation of moving expenses reimbursement

This summary sheet has been designed to provide you with information regarding how the moving expenses reimbursement process works, what is covered for reimbursement and how to complete the necessary forms. The guidelines have been set forth by the New York State Department of Audit and Control and are administered by the University. Please note that if you resign or voluntarily separate from the service of New York State within one year of your appointment, you will be required to return the amount of relocation reimbursement you have received as per the State Finance Laws and Regulations.

Moving Expenses Eligible for Reimbursement

  • Basic cost of moving household goods and personal effects up to 12,000 pounds by commercial carrier. This includes loading, transporting, and unloading on one trip, one way between your previous residence and the Binghamton area. If a carrier is not authorized by the NYS Department of Transportation or the Interstate Commerce Commission, two additional competitive bids are required.

OR

  • Rental truck/trailer from commercial establishments. Two additional competitive bids are required when labor charges are involved.

OR

  • Moving expenses up to $200 if you do not use either a commercial carrier or rental truck/trailer, provided documentation is submitted showing that such expenses were actually incurred.
  • Cost of packing and/or unpacking of household goods and personal effects if such services are provided by the carrier are used.
  • Storage of goods in-transit and for required warehouse handling.
  • Cost of additional insurance above the lowest valuation rate charged.
  • Hotel accommodations if the travel distance is more than a reasonable distance than can be covered in one day.
  • Cost of transporting you and your family by automobile at current state rate for reimbursement; payment is made for ONE automobile regardless of number owned or actual method of transportation used.
  • Carton/packing materials; toll charges; mailing costs; gasoline for rental truck.

Moving Expenses NOT Eligible for Reimbursement

  • Cost of moving trailers other than house trailers used as your residence that involve belongings related to commercial enterprises engaged in by your family.
  • Long distance telephone calls, car repairs, meals, lodging for travel when the distance is capable of being traveled in one day.
  • Cost of towing a passenger vehicle by a moving company.
  • Cost of moving building materials; animals raised for profit, farming equipment, livestock, or boats.

Procedures for Reimbursement

  1. Note the maximum amount of reimbursable moving expensed noted in correspondence from your Dean or Vice President and be sure to stay within the limit indicated.
  2. Collect original or carbon copies of all bills of lading/receipts showing payment in full 鈥 please note photocopies are not acceptable.
  3. All paperwork must be completed and filed with the Business Office on the fifth floor of the Couper Administration Building within ONE year of your appointment date. After one year, expenses are not reimbursable.

Checklist for completion of Paperwork

  1. After gathering all original receipts, complete the STANDARD VOUCHER form (See sample for guidance in completion.) Be sure that the amount of reimbursement you are claiming is within the amount authorized by your Dean or Vice President. Be sure to sign the form in #8 and indicate your title.
  2. Complete form 鈥淩equest for Reimbursement for Moving Expense Agreement,鈥 (Form 1099 see sample for guidance in completion.) This form must be signed by the employee AND by the appointing officer who in most cases will be the dean or vice president of the division. In the case of Harpur College, Watson School, Decker College, CCPA, SOM, the dean will sign as appointing authority. In the case of Administrative Affairs, Student Affairs and External Affairs divisions, the form should be signed by the vice president of that division.
  3. Take both forms, appropriately signed and completed along with original receipts to the Dean鈥檚 or Vice President鈥檚 office (as indicated in #2) for review. That office, after review, will forward the reimbursement packet to the Business Office, fifth floor of the Administration Building for processing.

For guidance, interpretation of rules, please speak with Rose Hassett in the Business Office, Room 512 of the Administration Building, Ext. 74660.