The payment of moving expenses, if approved, includes the cost of packing and shipping the household goods of a single residence. Payments of moving expenses may include moving of household goods by common carrier, a state owned vehicle, or a rental truck or trailer. Payment for shipment of household goods shall be limited to the maximum gross weight of 15,000 pounds. E&G sources cannot be used for the cost of unpacking, cleaning of any residence in connection with a move, individual travel and/or per diem, or house hunting trips.
Please do not make arrangements to move household goods until you have an authorized UWF Request for Approval to Pay Moving Expenses. This form and detailed procedures can be obtained in the Quick Procurements & Contracts Guide.
If the source of funding is the hiring department’s Foundation account, the hiring department should submit an invoice from the common carrier with a check request for payment to be made directly to the common carrier.
The Foundation can make payments to reimburse new hires for the actual
cost of travel. Both the payment to the common carrier and travel costs
are "qualified moving expenses" and will not be reported as
wages or compensation on Form W-2. The Foundation can reimburse new
hires for pre-move house hunting trips and other types of nonqualifying
expenses. Any reimbursements for nonqualifying moving expenses must
be reported as wages on Form W-2 and all employment taxes apply. The
Foundation will provide the Payroll Office with the documentation required
for submission to the Bureau of State Payrolls for inclusion in the
employee’s W-2. Qualified and non-qualified moving expenses along
with the appropriate IRS reporting requirements are summarized below:
Qualified Moving Expenses
Nonqualified Moving Expenses