Moving & Relocation
IMPORTANT NOTE:
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
• Policy and Procedures for Moving and Relocation Reimbursements
• M&R Agreement
• M&R Checklist
• M&R Expense Summary
• Travel Reimbursement/Accounting Voucher
Frequently Asked Questions
• I have just been granted an M&R allowance, what is my first step?
• Does the University have a preferred mover?
• Do I have to hire a moving company to complete my move? Can I move myself?
• Is storage reimbursable?
• How is mileage/gas reimbursed?
• What is the current rate for reimbursing mileage?
• How much taxes are withheld for taxable M&R expenses?
• What forms need to be completed?
• When can I expect to be reimbursed?
• Who may I contact with questions regarding the M&R Policy?
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, Armstrong Relocation, and Young's Moving and Storage currently have contracts with JMU and are preferred movers. Insurance in excess of the bulk rate is reimburseable for INTRA-state moves with preferred movers only. 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 at 1-800-336-9626 ext. 4, Amanda Smith at Armstrong Relocation at 1-800-876-4745, or Lawrence Davis at Young's Moving and Storage at 1-804-433-9559. They will be happy to answer any questions you may have and assist you with your move.
Q: Do I have to hire a moving company to complete my move? Can I move myself?
A: Yes, you may move yourself. 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 $200. Gas used by a rental truck during the move is also reimbursable. However, original receipts for all of the above expenses must be provided.
Q: Is storage reimbursable?
A: Yes. Expenses for a maximum of (30) thirty days temporary (in transit) storage of household goods are reimbursable. Regulations allow reimbursement if the employee is unable to move directly into the new residence.
Q: How is mileage/gas reimbursed?
A: If an employee chooses to drive their vehicle, they may be reimbursed one of two ways: itemized gas receipts or a flat rate per mile.
Q: What is the current rate for reimbursing miles?
A: Please reference the Personal Vehicle Mileage Rate Table.
If the mileage rate exceeds the IRS allowance ($.19 per mile beginning January 2008) 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 (~25%).
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.