Employee Relocation: Reimbursement of Moving Expenses
Research Foundation Moving Expense Reimbursement Policy
Reimbursement of moving expenses is subject to Internal Revenue Service (IRS) tax
guidelines, and will be reportable on the employee’s W-2 form at year’s end.
Forms & Guidelines
| General Guidelines | State | Research Foundation |
| Reimbursement request submission timeframe | Within one year of the effective date of appointment. | Within 60 days of the effective date of the primary relocation. Generally moving expenses incurred within one year of the date of appointment will be considered. |
| Appointees Eligible for Reimbursement | Employee must be full time and appointed to a period of more than one year. | Employee must be full time and appointed to a period of more than one year. |
| Repayment of Monies | 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. | 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. |
| Eligible / Ineligible Expenses | State | Research Foundation |
| Basic cost of moving household goods and personal effects up to 12,000 pounds, including pianos, refrigerators, and deep freezers | Yes: Provided a carrier authorized by the NYS Department of Transportation or the Interstate Commerce Commission is used. If trailers/trucks rented from commercial establishments are used, three written estimates must be obtained, reimbursement will be made at the lowest rate. If neither commercial mover nor rental truck is used, documented moving expenses up to $200 are reimbursable. | Yes: If charged to a sponsored project, allowability is determined according to sponsor guidelines and provided a carrier authorized by the NYS Department of Transportation or the Interstate Commerce Commission is used. If trailers/trucks rented from commercial establishments are used, three written estimates must be obtained, reimbursement will be made at the lowest rate. |
| Additional insurance above the lowest valuation rate charged | Yes | Yes |
| Packing/unpacking household goods and personal effects | Yes | Yes |
| Short duration (30 days) in-transit storage | Yes | Yes |
| Mileage incurred to drive one personally-owned vehicle from the old to the new location, the mileage to be measured by the shortest highway route between the two places of residence. Payment shall be made at such rate for one automobile, or actual method of transportation used (e.g. airfare). | Yes: Mileage is reimbursed at the rate paid by NYS for the use of personally-owned automobiles for official business | Yes: Mileage is reimbursed at the IRS approved moving mileage rate |
| Cost of lodging when an overnight stay is required for moving from previous residence to new residence. | Yes: Up to per diem rate based on area of location | Yes: Up to per diem rate based on area of location |
| Meals | No | No |
| Automobiles and other motor vehicles, boats, and trailers (other than house trailers used as the appointee’s residence) | No | No |
| Expenses related to buying or selling a house | No | No |
| Expenses for renting temporary living quarters | No | No |
| Building materials, animals raised for profit, farming equipment, livestock | No | No |
**NOTE** A valid Stony Brook account is required to access certain documents
| Required Forms/Documents to be Submitted for Reimbursement | State | Research Foundation |
| Moving Expense Reimbursement Request and Authorization Form - (PROC0002) | N/A | Yes |
| Research Foundation Purchase Requisition | N/A | Yes |
| Standard Voucher | Yes | N/A |
| Request/Agreement for Moving Expense Reimbursement (AC 1099-S) | Yes | N/A |
| Relocation Expense Authorization (SUSB 1401C) | Yes | N/A |
| Statement of Automobile Travel (AC 160) | Yes | N/A |
| Original bill of lading or freight bill detailing the moving charges and confirming that the appointee has paid those charges; or paid receipts from rental establishments. | Yes | Yes |
| Claims by individuals not using commercial carriers or rental establishments must be accompanied by appropriate documentation and paid receipts. | Yes | Yes |
| Paid receipts supporting all eligible expenses | Yes | Yes |
SBU Preferred Moving Companies
| Company Name | Contact Name & Title | Phone Number |
| Corrigan Moving Systems | Marabeth Galardi, VP of National Account Sales | (585) 647-9030 or (585) 295-2245 |
| The Paxton Companies | Terry Poorbaugh, Sr. Relocation Coordinator | (703) 764-3305 or (866) 641-2600 |