Moving Expenses

Contact: Ashley Hilyer
Email: Ashley.Hilyer@ucf.edu
Phone: (407) 823-4578

Updated: July 14, 2015

Overview (Related College Policy: 11.Payment of Moving Expenses)

The hiring unit can request to pay for moving expenses associated with a new hire up to 15,000 lbs. which should be included in the “Recommendation to Hire Letter” sent to the new faculty member (see new faculty hire guide for more information).

Employee must use one of the SUS contract vendors if they are using a moving company. More information regarding each vendor is attached. RelocationGuide-Updated

Employee may wish to rent a moving truck and be reimbursed which can be done.

For either method, the department MUST obtain the provost’s approval by completing the “Request for Approval to Pay Moving Expenses” form. Attached to this form the candidate will need to provide an estimate from the moving company or truck rental company. NOTE: If the department is only providing a portion of the total estimated cost please make a note on the form.

Process – Using SUS Contract Vendor

  1. Complete Purchasing’s form–Request for Approval to Pay Moving Expenses
  2. Submit to COS HR
  3. Receive signed original back
  4. Attach a copy of the requisition
  5. Submit invoice to F&A for payment

 

Process – Reimbursing Employee

  1. Complete Purchasing’s form–Request for Approval to Pay Moving Expenses
  2. Submit to COS HR
  3. Receive signed original back
  4. Attach a copy of the requisition (ROTT)

What the Faculty/Staff member must do:

  • Rent the truck and any equipment necessary to complete the household move (ex: a hand truck for heavy items)
  • Purchase boxes, tape, packing materials and obtain receipts
  • Obtain receipts for all fuel purchased for the moving truck
  • Obtain receipts for tolls if applicable
  • Decline any type of insurance offered unless the faculty/staff member is willing to pay for it. The State of Florida cannot reimburse for any type of insurance
  • (Advise the faculty/staff member to check on their homeowners and auto policies for items in transit coverage they may have it)
  • Submit All receipts pertaining to the move of household goods ONLY

5. Submit receipts to F&A for payment

Questions regarding this form and/or process should be directed to coshr@ucf.edu