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. Airfare expenses for the new employee, their spouse, and their dependents from the employee's former residence to their new official station/residence.
2. 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.
• Reasonable miles traveled per day must be 400 or more.
3. Authorized relocation allowance for lodging only at the former location during the last night of the actual move when all belongings are already packed. Lodging is based on single occupancy and reimbursed at actual costs as evidenced by a required itemized receipt (folio) up to the allowable maximum lodging per diem rate. You may not claim a lodging exception.
4. Authorized in-route per diem (meals & lodging) expenses for new employee based on established rates.
• Meals are based on allowable daily rate - receipts not required.
• Lodging is based on single occupancy and reimbursed at actual costs as evidenced by a required itemized receipt (folio) 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 lodging only during a temporary period upon arrival in the new official duty station while employee is awaiting for residency. Lodging is based on single occupancy and reimbursed at actual costs as evidenced by a required itemized receipt (folio) up to the allowable maximum lodging per diem rate. You may not claim a lodging exception.

Unallowable Travel Expenses

• House hunting trip(s) prior to the move unless reimbursed on 64 discretionary funds.
• Meals and lodging for your spouse and dependents unless reimbursed on 64 discretionary funds.
• 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.

Actual costs as evidenced by lodging receipts for your spouse and dependents may be reimbursed on a 64-xxxx discretionary budget up to the maximum allowable per diem. Note the dollar amount to be reimbursed from 64 discretionary funds on the TEV.

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.

Financial Services
Travel Office Box 351117
(206) 543-5858
Modified: February 8, 2008