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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.

 

State

State employees 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.

 

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 current IRS rate for the use of personally owned vehicles. The mileage to be measured by the shortest highway route between 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.

Required Documents

Standard Voucher (AC 92)  indicating state account number.

 

Research Foundation

Research Foundation  employees may be reimbursed for the actual moving costs of household goods, personal effects and transportation costs. However, no reimbursement shall be provided for household goods and personal effects in excess of 12,000 pounds. Employees must attach the Research Foundation Expense Authorization and Payment Form and original receipts to a Research Foundation Purchase Requisition. The forms are available on the Procurement website.

Effective January 2018: reimbursement of relocation expenses are considered taxable and will be reported on the employee's W-2 form at year's end.  

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. The appointee may only seek reimbursement for valid expenses up to the amount stated in their offer letter.  All expenses must be substantiated with original receipts.

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 60 days of the effective date of the appointment.

If 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. Current IRS mileage rate is $0.20/mile for use of one personally owned vehicle
  • Cost of additional insurance above the lowest valuation rate charged
  • Cost of lodging and meals 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:

NOTE: If a State or Research Foundation employee terminates employment within one year of their appointment date all funds must be repaid back to the appropriate funding source.

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.