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Moving

Moving truck graphic with a house and arrow icons on the side of the truck.
UWF wants you to have a safe move.

Household Moving Instructions

Welcome to the University of West Florida (UWF). We hope your move is safe and without incident. The following is information which should help you in selecting a method for moving your personal effects and property. This document also provides effective administrative information to you and your hiring department concerning cost advantages pertaining to your move.

Expenses Not Reimbursed

  • House hunting
  • Travel expenses including, but not limited to, hotel, meals, fuel, per diem

Employee Moving Expense Payment Instructions

Moving expenses paid by UWF or reimbursed to the employee are considered taxable wages to the employee. The preferred method to pay for employee moving expenses is via reimbursement. This allows the required taxes to be withheld from the reimbursement and not from their net pay.

Employee Reimbursements - The employee will receive the authorized amount less Social Security tax of 6.2%, Medicare tax of 1.45%, and Federal Income tax of 22%.

Paid by PCard - The employee’s net pay will be reduced by the tax (moving expenses multiplied by Social Security tax of 6.2%, Medicare tax of 1.45%, and Federal Income tax of 22%) associated with the moving expenses paid via pcard.

No matter the method of payment, the employee does not need to be in Banner as a vendor. If the department is paying via PCard then the payee is the moving vendor. If reimbursing the employee, then the payment is included in the employee’s paycheck.

If reimbursing the employee, send the following to Accounts Payable:

Accounts Payable reviews the documentation and then submits to Payroll for processing.

Payroll will process the moving reimbursement on the bi-weekly payroll. The employee cannot be reimbursed until they start working at the University.

If paying via PCard send the following to Accounts Payable:

  • Request for Approval to Pay Moving Expenses form
  • Receipts to document moving expenses
  • Offer letter that includes moving expense amount
  • Copy of the UWF-Detailed Report with Summary Data from the Pcard holder’s Concur expense report
  • Include the index you want us to use for payroll processing

Accounts Payable reviews the documentation and then submits to Payroll for processing.

Payroll will add the value of the moving expenses to the employee’s wages as a non-cash amount on the bi-weekly payroll following the start date of the employee and receipt of the required documentation.

If you have questions about required documentation please contact Billy Pollard, wpollard@uwf.edu or Christy Motley, cmotley@uwf.edu. If you have payroll questions, please contact Billy Pollard, wpollard@uwf.edu. (Last Updated: 6/13/2025 by Billy Pollard)