Purchasing/Stores: Moving Expenses

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About Your Department

Moving Expenses - Related to the Relocation of Household/Personal Goods

Moving Expenses

Overview

Allowable/Non-allowable Expenses

Contacts for Employee Moves

Request for Moving Expenses (A33)

Frequently Asked Questions

Moving Yourself to the UW

Resources for Employee Moves

State Contracted Move

Moving Expense Regulations (WA)

Terminology

NOTE: Intrastate/Interstate Household and Office Moves

June through August is the busiest time of the year for carriers, with the end of June and early July being especially busy. During this period, please submit move requests at least three (3) weeks prior to the anticipated move date or the employee may not get the dates they choose.

Please submit move requests ASAP or at least three (3) weeks prior to anticipated move date, or the employee may not get the dates they choose.

Introduction

New and transferred employee household moves and associated travel expenses are governed by University of Washington policies, procedures, and regulations and State of Washington policies and regulations. There are three departments that deal with the different issues of moving:

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

Eligibility

You are eligible for the UW to pay for expenses you incur in your household move based on your department or school's funding availability. Even though you may meet all State of Washington eligibility requirements, your department or school may be more specific in their requirements. Be sure you and your department agree and understand the authorized limits for your move.

General eligibility criteria are:

current UW employee transferred at the request of the UW,
new, permanent employee (with an active appointment)
- Faculty: assistant, associate, full professor, tenure, non-tenure, & research
  (approved positions through the Equal Opportunity Office)
- Other academic staff: post docs and temporary teaching faculty
- Executive
- Librarians
- Professional Staff
- Administrative personnel in supervisory positions
- Contract-classified, classified as defined by RCW 41.06

If you terminate your employment with the UW within one year (or 9 months for nine month faculty appointees) of your appointment effective date, you will be liable for reimbursing the UW all paid expenses associated with your household move.

Approval

The signed A33 Form gives you authority to move your household goods in connection with UW employment. Your original signature, plus signatures from your chair or department head, dean or division head, and Academic Personnel are required for all academic appointments. Professional or classified staff require approval only through dean or division head.

Your original signature is required on the A33 form. Complete this form and return it to your department as soon as you know you are moving; failure to do so could delay your move.

PLEASE NOTE: In signing your A33 form, you are indicating you are in receipt of the official State of Washington Moving Expense Regulations and Guide.

Options for Moving

Your household goods may be moved using the State of Washington contracted move, or you may Move Yourself. In general, the State Contracted mover, who offers discounted rates, does everything for you, all invoices, including insurance, are paid initially by the UW, audited, and then you will be billed for any exceptions. If you move yourself, you will make all of the moving arrangements, pay the bills, including insurance, then get reimbursed, less exceptions at the end.

NOTE: You will be reimbursed for no more than what the state contract would normally pay for the same services. Familiarize yourself with both approaches before making a decision.

Limits

No matter which option you choose, household moves may not exceed 16,000 lbs. Your department or school may authorize a specific dollar amount or other possible limitations. Be sure you and your department fully understand your authorized limits.

General limits are:

Maximum weight is 16,000 pounds, anything over you pay;
Maximum insurance coverage is $75,000 per move, excess coverage you negotiation through your homeowner insurance;
Maximum 60 days for storage-in-transit at origin and/or destination;

Driving to the Pacific NW

From most anywhere, this is a scenic, wonderful trip. Expenses you now incur are considered travel expenses, not moving expenses, and need to comply with travel policies and procedures.

Again, be sure you and your department mutually understand your authorized limits.

If you are unsure whether or not an expense is allowable per the State, contact the UW Travel Office at traveluw@u.washington.edu.

Getting Reimbursed

Both the moving and travel procedures determine how, what, and when you get reimbursed. So start by separating your receipts, etc. into 2 stacks.

Travel expenses are processed by the Travel Office. Please review their website for all travel-related information and reimbursement procedures.
Moving Expenses (Moving Yourself only) are processed using a UW Invoice Voucher which is prepared by someone in your department or school. Again, attach all of your original documentation. This completed form, with a signed copy of your A33 form, plus attachments will be sent to the UW Payables Office.

Keep copies of all receipts and documentation before releasing the originals.