Moving and Relocation Expenses

Moving and Relocation Expense Reimbursements Policy Summary

Welcome to UC! Payment of moving and relocation expenses is provided to certain new appointees when allowed by UC policy and pre-approved by the hiring department. Please consult with the hiring department for eligibility and the payment process.

Criteria for Payment

  • The new employee's appointment must be covered by one of the following policies:
  • Related to the start of work
    • Moving expenses must be incurred within one year of the start date
  • Employee must be full-time for at least 39 weeks during the 12-month period immediately following the move
    • Should the employee voluntarily separate from the position prior to completing one year of service, the university may require repayment of moving and relocation expenses
  • The distance between the former principal residence and new job location must be at least 50 miles or more than the distance between the employee's previous work location and the former principal residence
  • Requests for reimbursement must be submitted within 60 days of the move and must include supporting documentation, such as receipts, quotes, cost comparisons, invoices, currency conversions, and corresponding approvals
  • All costs must be normal and reasonable, and all payments are based on actual expenses incurred

Moving Expenses

Paid as reimbursement or directly to one of UC's preferred moving companies:

  • One household move for goods and personal effects from the former primary residence to the new primary residence
  • Household may be moved in more than one stage, but all stages must be completed within one year of the first day reporting to the new job
  • Moving expenses include packing, crating, transporting, unpacking, and uncrating household goods and personal effects
  • Driving or shipping of up to two personal motor vehicles per household, excluding motorized recreational vehicles
  • Insurance for household goods while in transit for up to 30 days
  • Storage costs for up to 30 days after removal from former residence
    • Academic appointees require exceptional approval

Other Housing-Related Expenses

  • Up to 30 days furnished temporary lodging
  • Up to 30 days of groceries for meals or up to 30 days of meal reimbursements if temporary lodging does not have cooking facilities
    • Actual expenses capped at $62 per day per person
      • This is not a per diem
    • Funding source may restrict reimbursement for alcohol

Non-standard Expenses Requiring Exceptional Approval by the Chancellor

  • Selling costs and mortgage prepayment penalties within policy limits directly associated with the sale of the former residence
  • Lease settlement costs within policy limits

Travel Expenses

UC reimburses travel expenses for the new employee and members of his/her household in accordance with UC Travel Policy G-28:

  • One-way air travel must be coach class, no upgrades or higher cost services
    • Excess baggage fees allowed
  • If driving personal vehicle, mileage based on IRS rates, adjusted annually
  • Mileage reimbursed based on most direct route from former residence to new residence
  • Other transportation costs may be reimbursed
    • For example: rideshare to and from airport, tolls, parking
  • Lodging while en route
    • Room rate not to exceed $275 per night
    • Must drive at least 300 miles per day
  • Meals while en route are capped at $62 per day per person
    • This is not a per diem
  • If personal vehicle is shipped, rental car is limited to intermediate size
  • Costs to transport household pets are allowable, but not kenneling or boarding expenses

House-hunting Trips / Return Travel to Former Residence

  • Typically, not allowed for Academic and MSP/PSS staff
    • SMG appointees should refer to the policy

Lab, Library, or Office Move

  • If these are determined to be a business expense, the moving company must quote and invoice separately from household goods

Non-Allowable Expenses

  • Assembly, disassembly, removal, and installation of unusual items
    • For example: swing set, swimming pool, hot tub, satellite dish, storage shed, artwork
  • Transporting animals, except those normally permitted in a residence
  • Kenneling/boarding pets or other animals
  • Shipping recreational vehicles
    • For example: boat, kayak, canoe, airplane, snowmobile, jet ski, camper
  • Moving building supplies, farm equipment, firewood, plants, or foodstuffs (canned, frozen, or bulk)
  • Airfare, rental car, or lodging expenses paid with vouchers or rewards
  • Moving costs associated with secondary (not primary) residence
  • Travel costs or service compensation for non-professional moving help
    • For example: family members or friends
  • Rental car insurance
  • Fuel for rental car or personal vehicle after arriving in the Bay Area
  • Repair or enhancements to the former or new residence
  • Property taxes, security deposits, monthly rent, or mortgage payments
  • Other expenses as determined at the discretion of UC or the hiring department

Payments Reported as Imputed Income Subject to Tax Withholding

Effective January 1, 2018, all payments for moving and relocation expenses, whether paid as a reimbursement or directly to a third-party (for example: a moving company) will be reported to the Central Payroll Office as income subject to federal, FICA and, in some cases, California state income tax withholding.