Purchasing/Stores: Moving Expenses, State Contracted Move

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About Your Department

State Contracted Move

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

Initial Contact & Estimate

Once the UW Purchasing Department receives your original, fully signed A33 Form, a moving company representative will contact you to arrange for an on-site visit to prepare the written estimate. This estimate is not a binding contract and the total charges will be based on actual weight moved.

Be sure to show the estimator everything you want moved, discuss services and materials you anticipate to ensure an accurate estimate.

Signing Papers

The mover will ask you to sign and date documents including: 1) a bill of lading, 2) an inventory sheet, and, possibly, 3) a difficult access charge sheet. The bill of lading indicates the contractual provisions, all known charges, the preferred arrival date at your new location, and must indicate the empty (light) weight of the vehicle prior to loading your goods.

The inventory sheet identifies all of your goods being shipped and the true condition at time of loading. Be sure that you or someone you designate is onsite the entire time your goods are being packed and loaded. In case of loss or damage, the detailed accuracy of this inventory sheet will be important.

The difficult access charge sheet or "accessorial charge sheet" describes additional costs incurred because the moving truck is prevented from getting near your home, or stairwells, alleys, elevators, or other obstacles slow or interefere with the packing and loading of your household items. Do not pre-pay or pay COD charges. Notify the OSP Traffic Manager immediately if the moving company attempts to collect any charges from you on a State contracted move.

Insurance

The State of Washington insurance policy covers your household move only when you are moved by the State contracted carrier. Maximum coverage is $75,000, with anything over this amount at your own expense.

You will not receive an insurance policy or certificate. The coverage is "All Risk" except as specifically excluded: Exclusions: Coverage is in force from the time the mover takes custody of your goods at the point of origin until final destination, including storage-in-transit up to 180 days.

Major exclusions are: loss or damage of money, notes or securities, jewelry, watches, automobiles, house trailers, accounts, bills, deeds, evidences of debt, animals, boats, canoes, airplanes, farm machinery, live plants or food, items of extraordinary value (items that have a value greater than $100/lb.) such as oriental rugs, precious stones and gems, gold, silver or platinum articles like silverware and service sets, china sets, crystal or figurines, fur or fur garments, antiques, precious metals, coins, currency, rare collectible items or objects of art, computer software programs, manuscripts or other rare documents and items of a similar nature.

Additional exclusions include loss or damage from inherent vice, ordinary wear and tear and or gradual deterioration, loss caused by warlike action, riots, nuclear reaction, radiation or radioactive contamination.

Attempted Pick-up/Delivery

You will be responsible for paying additional charges from the mover if you fail to meet the mover at the appointed times at either the pick-up or deliver points. Drivers are expected to wait only 2 hours before placing your goods in storage-in-transit; more costs chargeable to you.

Claims: Damage & Loss

Claims for loss or damage must be filed within 90 days of receipt of goods and negotiated between you (the employee) and the insurance carrier.

You May Owe

Your department will pay the mover's invoice, but any non-allowable items will be charged back to you on a pro-rated basis.

You and the General Accounting Office will be notified in writing by the UW Purchasing Department of what you owe. You may repay this in three ways: 1) write a check for the amount payable to the University of Washington, 2) deduct the full amount from your next UW paycheck, or 3) set up a payroll deduction payment plan until the full amount is repaid.