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Relocation and Moving Expenses

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POLICY
Aurora University provides reimbursement of relocation and moving expenses in certain situations for newly hired employees.

PURPOSE

To provide guidelines regarding reimbursement of relocation services and expenditures incurred by newly hired employees of Aurora University.

RELATED POLICIES/FORMS TO BE USED

University Purchase Order 
Expense Reimbursement Form 
371 Travel and Entertainment Expense

ELIGIBILITY

1. Newly hired full time faculty.
2. Newly hired full time administrators at the level of Director or above.
3. Newly hired full time athletic coaches.

GENERAL GUIDELINES

1. This policy applies primarily to moves of greater than the minimum distance established by the IRS (50 miles). It is the University policy to only offer reimbursement to moves that meet or exceed the minimum distance set by the IRS. Under IRS regulations, reimbursement for moves of less than 50 miles is taxable as income to the employee.
2. All moves must be completed within 12 months of beginning employment.
3. In the case of employees hired for primary assignments at locations other than the Aurora Campus, distances are measured to the campus at which the employee reports.

PROCEDURE

1. Travel arrangements (transportation, meals and lodging) for interviewing are not covered by this policy.
2. The University has contracted with a local moving carrier for the shipment of household goods. Contact Human Resources for the name and contact information of the carrier.
   1. If the new employee chooses to use that carrier, it will select the agent in the employee’s current region who is best suited to provide moving services based on location. Once an agent has been selected, a representative will contact the new employee to arrange for a pre-move survey. All moving information will be sent back to the local moving carrier, who will price and submit an estimate to the new employee and Aurora University for approval. The carrier will manage the move process from start to finish. After completion of the move, the bill will be sent to the university, the university will then bill the new employee any non-covered moving expenses.
   2. If the newly hired employee chooses not to utilize the carrier contracted by the university, the employee may be required to pay the driver at the time of the move, and submit the finalized bill to Human Resources for reimbursement of the covered portions.

   3.  

3. Maximum reimbursement:
   1. Moves to locations within 25 miles of the campus where the individual will be employed will be reimbursed to a maximum of $4,000.
   2. Moves to locations further than 25 miles from the applicable campus will be reimbursed to a maximum of $2,000.
   3. Distances will be measured by utilizing an online mapping service such as MapQuest, or Google Maps. In the event mapping services disagree on mileage, the source showing the lowest mileage estimate will be utilized.
   4. The new employee may choose to utilize a portion of the reimbursement to cover house hunting expenses.

   5.  

4. Moving household goods:
   1. The newly hired employee should contact the consultant at the carrier as soon as possible to establish a preliminary move schedule as household goods shipments can take up to four weeks to schedule, register and move. Moves can only occur on business days. Goods will be picked up from one location and delivered to one location, unless otherwise authorized by the Director of Human Resources.
   2. The following expenses are covered up to the overall maximum specified:
      1. Shipping of all goods normally associated with the household.
      2. Unpacking of bed cartons only.
      3. Reasonable and normal crating costs may be covered for ordinary household goods (such as mattresses) as recommended by the movers.
      4. Disconnection and reconnection of usual household appliances (see limitations below).
   3. The following are not covered or insured:
      1. Packing and unpacking of ordinary household goods.
      2. Shipment of hazardous materials such as explosives, chemicals, flammable materials, firearms, and garden chemicals.
      3. Shipment of firewood, lumber or other building materials.
      4. Shipment of pets, livestock or farm equipment.
      5. Valuables such as furs, jewelry, currency, artwork, dissertations or other items of extraordinary value. Collections (e.g. stamps, baseball cards, etc.) are not covered.
      6. Shipment of plants, food, wine collections or other perishables.
      7. Removal, disassembly or reassembly, installation or shipment of carpeting, drapery rods, swing sets, plumbing, gas or electric lines or other permanent fixtures.
      8. Disconnection and reconnection of household appliances if a municipal or other charge is incurred or permit required.
      9. Shipment of vehicles, including cars, snowmobiles, boats, recreational vehicles, tractors, storage sheds, satellite dishes and unusually heavy or cumbersome hobby materials.
      10. Shipment of trailers such as utility, boat, horse, camping, etc.
      11. Crating of mounted animal heads or other taxidermy.
      12. Overtime charges (weekend, holiday and evening hours) waiting time, and extra pickups or deliveries.
      13. Maid service, rubbish removal, and tips or food for the moving crew.
      14. Storage fees or shuttle fees.

      This list is not all-inclusive, discuss any questions with your moving consultant.

      To avoid unnecessary delays and misunderstandings, it is important to be present at packing, loading and unloading. Check the inventory sheets carefully. Give the driver the contact information (cell phone, itinerary, etc) as well as an alternative number, especially at the destination location. At time of delivery, note any damage on the inventory sheets. Please read the “Insurance/Claims” subsection below.

5. The Carrier’s Transportation Agreement includes Full Coverage Valuation in the amount up to $75,000, based on the actual weight of the shipment times $5.00 per pound at no cost. Example: 10,000 lb. Shipment at $5.00/pound covers the shipment for $50,000 at no charge. If an item is damaged or lost during the relocation, the carrier reserves the right to fix, replace, or pay the actual value of the item at today’s market price. This is not insurance. It does not cover weather related issues such as, tornadoes, hurricanes, and so on, acts of war, or earthquakes.

6.  

7. If you elect to move to a temporary residence, the University does not provide a second move to your permanent home.

Any agreement regarding variation or exception to this policy must be made in writing at the time of employment, and signed by the Director of Human Resources and Vice President for Finance.

Questions regarding this policy should be directed to Human Resources.