Section: Personnel
Policy Number: 4-89
Policy Name: PROFESSIONAL RELOCATION ALLOWANCE
Date: 1997

POLICY

Certain expenses are incurred when an incoming professional employee moves household effects, including books, from her/his place of residence to her/his new home in the area of University employment. Although the University cannot assume the full cost for the relocation of household furnishings, the University may pay up to a limit of $2,000 of the allowable expenses as outlined below.

The University's obligation applies to the movement of a "household" and does not constitute a separate allowance to each member of a family employed by the University.

  1. Allowable Costs (receipts should be obtained for all expenditures and submitted with the request for reimbursement).

    1. All costs for the moving of household effects and books from the home address from which the professional member is moving.

    2. Since it is often more economical to ship books by parcel post, employees should investigate this possibility and should keep receipts to submit with their request for reimbursement.

    3. If the professional employee elects to move herself/himself, (U-Haul, etc.) rather than utilizing commercial movers, receipts should be kept for vehicle or trailer rental charges, gasoline and oil purchases, toll charges, and special labor charges (other than the professional member) required in assisting with loading and unloading.

    4. When circumstances necessitate that a driver be obtained to drive a rental truck from the professional employee's former home address to Newark, the cost of overnight lodging, meals and return commercial (coach class) transportation will be allowable.

    5. When a professional employee elects to move herself/himself, the cost of return (coach class) commercial transportation to the former home to pick up a personal automobile is an allowable expense.

  2. The University does not share in the following costs:

    1. Additional insurance coverage over and above that normally carried by commercial moving companies.

    2. Moving of household effects and books from an address other than the home address from which the employee is moving, storage charges at either end of the move, or loading and unloading charges incidental to storage of household effects.

    3. Expenses incidental to moving the family to the area of University employment, including mileage, lodging, meals, gasoline, airplane fare and other incidental personal expenses; motel and meal costs for the driver of a rental vehicle when the driver is the professional member; or any costs of moving a second (or more) personal vehicle (including the cost of a paid driver, and meals, lodging, etc. for that driver).

    4. Automobile or taxi costs while locating housing in the area of University employment.

    5. Any subsequent moves from temporary to permanent housing.

    6. Repairs to personal or rental vehicles incurred en route or any traffic or parking fines for personal or rental vehicles.

  3. Reimbursement For reimbursement to a professional employee for allowable relocation expenses, the department should submit a Reimbursement for Personal Expenses or Request for Check form with receipted bills attached through regular processing channels.

  4. Any exception to this policy must have prior approval of the Executive Vice President. Such prior approval must be attached to the request for reimbursement of relocation costs.

Submitted by: Labor Relations