Moving Expenses - Travel Costs Related to a Household Move

Introduction

Qualified new or transferred employee household move and associated travel expenses are governed by University of Washington and State of Washington policies and regulations. There are three departments that deal with the different issues of moving. SEPARATE requisition/purchase orders are required for moving the household goods and travel expenses.

1. Purchasing - Moving Your Household Goods
2. Travel Office - In-Route Travel Expenses
3. Payables Administration - IRS Regulations and Reporting

If you terminate your employment with the UW within one year of the date of employment (within the first academic year for faculty appointments), you will be liable for reimbursing the UW all paid expenses associated with your household move. RCW Section 43.03.120

Allowable Travel Expenses

1. Authorized relocation allowance for new employee only at the former location during the last night of the actual move when all belongings are already packed. The allowable allowance is for per diem only and cannot exceed the maximum per diem rate for one person. Lodging is reimbursed at actual costs as evidenced by an itemized receipt up to the allowable daily maximum lodging per diem rate according to the location where your overnight stay occurs. You may not claim a lodging exception.
2. Airfare expenses for the new employee, their spouse, and their dependents from the employee's former residence to their new official station/residence.
3. Expenses related to driving or transporting up to two personal motor vehicles from the employee's old residence to the new residence - reimbursement is based on mileage.

• Mileage is based on constructive highway miles for the most direct route, not your odometer reading.
• Use Mapquest as a mileage counter.
4. Authorized in-route per diem expenses for new employee only based on established rates.
• Meals are based on allowable daily rate - receipts not required.
• Lodging is allowable after traveling at least 400 miles/day. Reimbursement is based on single occupancy and at actual costs as evidenced by an itemized receipt up to the allowable maximum lodging per diem rate according to the location where your overnight stay occurs. You may not claim a lodging exception.
5. Tolls for bridges, roads, ferries and ground transportation (to and from the airport). Receipts required for miscellaneous expenses over $50.
6. Authorized relocation allowance for new employee only during a temporary period upon arrival in the new official duty station while employee is awaiting for residency. The allowable allowance is for per diem only and cannot exceed the maximum per diem rate for one person. Lodging is reimbursed at actual costs as evidenced by an itemized receipt a temporary period upon arrival in the new official duty station while employee is awaiting for residency. The allowance cannot exceed the maximum per diem rate for one up to the allowable daily maximum lodging per diem rate according to the location where your overnight stay occurs. You may not claim a lodging exception.

Unallowable Travel Expenses

• House hunting trip(s) prior to the final move.
• Car rental and per diem for your spouse and dependents.
• Penalties imposed by a carrier or rental agency as a result of negligence by the employee.

Reimbursement Procedures

New or transferred employees must submit a Travel Expense Voucher (TEV) with applicable receipts for all approved expenditures.

Documentation for spousal travel must be completed and attached to the TEV in order to claim tax exempt on travel reimbursement incurred by family members only when a bona fide business purpose exists for the family members to make the trip.

Travel Office
Box 351117
(206) 543-5858
Modified: December 2, 2008