All reimbursements for lodging and meals must follow State Travel Regulations. You will not be reimbursed for any amounts that exceed the M&IE Rate Table and the Lodging/Meals (M&IE) Guideline Table. The 75% rule for meals on travel days applies to M&R too.
University Financial Procedures, Section 5010
Frequently Asked Questions
Q: I have just been granted an M&R allowance, what is my first step?
A: Your first step is to familarize yourself with the University's M&R Policy and be sure you are aware of what types of expenses are reimbursable/taxable. If you are seeking common carriers to assist your move, you must get (3) three bids and submit them to the Payroll Services Office before making a formal commitment to use the common carrier. Typically, the employee should use the lowest of the three bids for moving. Failure to secure three bids means an individual is not in compliance with State/University M&R Policy.
Q: Does the University have a preferred mover?
A: Yes. Lawrence Transportation Systems, Premier Transport and Storage,Young Moving and Storage, and Armstrong Relocation currently have cooperative contracts with JMU and are preferred movers. All have provided a simplified method for forecasting the cost of moves, which will assist departments in budgeting. If a preferred mover is used for the move, no other estimates/bids are needed. You may contact Faye Bridges at Lawrence Transportation Systems at 1-800-336-9626 (dial * 2), Marina Dennis at Premier Transport and Storage at 1-540-389-3254, ext. 202, Jim Trebour at Young Moving and Storage at 1-804-405-9717, or Travis Blankenship at Armstrong Relocation at 1-704-944-2951. They will be happy to answer any questions you may have and assist you with your move.
Q: Am I still subject to the three bid requirement for non-full service movers?
A: Yes. "Partial move" companies, such as PODS and ABF-Upack, are considered third party movers and subject to the three bid requirement.
Q: Do I have to hire a moving company to complete my move? Can I move myself?
A: Yes, you may move yourself. The rental of moving vans, trucks, trailers, hand trucks, or other appropriate moving equipment, vehicles, and supplies are reimbursable. The purchase of moving supplies, such as packing paper, boxes or cartons, is reimbursable. The cost of such purchases may not exceed $200. Gas used by a rental truck during the move is also reimbursable. However, original receipts for all of the above expenses must be provided. Note: Cargo valuation insurance and/or additional protection charges are not reimbursable (i.e. SafeMove/SafeTow).
Q: Can I make several trips to move my belongings?
A: No, policy will only pay for one move (i.e. trip), so be sure to move all of your items at the same time. Multiple "moves" will not be reimbursed.
Q: Can I ship my items via USPS in lieu of a traditional mover?
A: Yes, as long as this shipping method is the cheaper option. Please keep in mind that policy requires estimates when using a third party to ship your belongings. Therefore, you are still subject to the three bid requirement. Additionally, as with other third party movers, additional valuation and insurance fees can not be reimbursed.
Q: Is storage reimbursable?
A: Yes. Expenses for a maximum of (30) thirty days temporary (in transit) storage of household goods are reimbursable. Regulations allow reimbursement if the employee is unable to move directly into the new residence.
Q: How is mileage/gas reimbursed?
A: Mileage is reimbursed at a flat rate per mile. Gas receipts are allowed and reimbursed for moving vehicle/car rental only (Please keep in mind, car rentals are only allowed for house hunting purposes).
Q: What is the current rate for reimbursing miles?
A: Please reference the Personal Vehicle Mileage Rate Table.
If the mileage rate exceeds the IRS allowance (23 cents per mile for 2012; 24 cents per mile beginning January 1, 2013) the difference is taxable. Therefore, please be sure to breakdown the reimbursable mileage amount between taxable and non-taxable on the Moving Expense Summary Form when reimbursing mileage related to the actual move/trip to bring the family to the new residence. Please note that this does not apply to House Hunting mileage. All House Hunting expenses are taxable.
Q: How much taxes are withheld for the taxable expenses?
A: The IRS requires that certain expenses, as described in the M&R Policy, are taxable and taxed at a flat supplemental rate (~28%).
Q: What forms need to be completed?
A: Three documents must be completed: M&R Agreement, M&R Expense Summary Form and a Travel Reimbursement Voucher. All documents must be completed and submitted along with any other documents that are necessary to support all claims for reimbursement.
Q: When can I expect to be reimbursed?
A: M&R reimbursements will be made on the next available payroll, following receipt of the completed paperwork.
Q: Who may I contact with questions regarding the M&R Policy?
A: Please contact Sherry Willis in the Payroll Services Office at 540/568-8034.