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Reimbursement of Relocation Expenses


Reimbursement of relocation is a reportable expense and is subject to Internal Revenue Service (IRS) tax guidelines, and will be reportable on the employee’s W-2 form at year’s end. 

Note: site has been updated as of 3/1/2021

State

Authorized full time State employees, appointed to a period of more than one year, may be reimbursed for the actual moving costs of household goods, personal effects and transportation costs. No reimbursement shall be provided for household goods and personal effects in excess of 12,000 pounds. The appointee should select a carrier that is registered with the Department of Transportation. If a private mover is used, three written estimates must be obtained; the lowest of which will be used for reimbursement.

Claim for reimbursement must be submitted within one year of the effective date of the appointment.

In the event that an appointee resigns or voluntarily separates within one year of the effective date of appointment, the employee is mandated to reimburse the campus for all relocation expenses paid.

Relocation Expenses Eligible for Reimbursement

  • Basic cost of moving household goods.
  • Basic cost of rental of trailers or trucks.
  • Cost of packing and/or unpacking of household goods or personal effects if such services are provided by the carrier.
  • Cost of transportation of the appointee and his/her family to the new location, at the rate paid by New York State for the use of personally-owned automobiles for official business, the mileage to be measured by the shortest highway route between the two places of residence. Payment will be made for one vehicle only, or actual method of transportation used (e.g. airfare).
  • Cost of additional insurance above the lowest valuation rate charged.

 

Relocation Expenses Ineligible for Reimbursement

  • Transportation of automobiles, boats and other motor vehicles
  • Household goods and personal effects in excess of 12,000 pounds
  • Temporary housing and pre-move expenses
  • Meals

Required Documents to be submitted:

  • Standard Voucher (AC 92) indicating state account number.
  • Request/Agreement for Moving Expense Reimbursement (AC 1099-S)   (in Adobe PDF format). If the distance from your old place of work to new place of work, and from old residence to new place of work is less than 35 miles, the employee is not entitled to reimbursement.  
  • Relocation Expense Authorization (SUSB 1401C)   (in Adobe PDF format) with all appropriate approvals
  • Statement of Automobile Travel (AC 160) (in Adobe PDF format), if requesting the cost of driving one personal automobile at the rate paid by New York State for the use of personally-owned automobiles for official business. The current IRS Business Standard Mileage rate is 56 cents per mile. The mileage is to be measured by the shortest highway route between the two places of residence.
  • All original receipts showing proof of payments including original Bill of Lading, Packing Slips, etc.

 

Research Foundation

Authorized full time RF employees, appointed to a period of more than 1 year, may be reimbursed for the moving cost of household goods, personal effects and transportation costs. No reimbursement shall be provided for household goods and personal effects in excess of 12,000 pounds. The appointee should select a carrier that is registered with the Department of Transportation. If a private mover is used, three written estimates must be obtained; the lowest of which will be used for reimbursement.

The appointee may only seek reimbursement for valid expenses up to the amount stated in their offer letter. 

Claim for reimbursement must be submitted within 60 days of the effective date of the appointment.

In the event that an appointee resigns or voluntarily separates within 1 year of the effective date of appointment, the employee is mandated to reimburse the campus for all relocation expenses paid.

Relocation Expenses Eligible for Reimbursement:

    • Basic cost of moving household goods
    • Basic cost of rental of trailers or trucks
    • Cost of packing and/or unpacking of household goods or personal effects
    • Cost of short-term storage (30 days) for household goods or personal effects while in transit
    • Cost of transportation of the appointee and his/her family to the new location, at the IRS moving mileage rate of .16 cents per mile, the mileage to be measured by the shortest highway route between the two places of residence. Payment will be made for one vehicle only, or actual method of transportation used (e.g. airfare).
    • Cost of additional insurance above the lowest valuation rate charged
    • Cost of lodging of the appointee when an overnight stay is required for moving from previous residence to new residence

Relocation Expenses In-Eligible for Reimbursement:

  • Transportation of automobiles, boats and other motor vehicles
  • Household goods and personal effects in excess of 12,000 pounds
  • Temporary housing and pre-move expenses

Required Documents:

Required documents for reimbursement of relocation expenses may be downloaded from the Procurement website

Call Porshia Russell at (631) 632-6019  for additional information regarding relocation guidelines.