Effective May 1999, the Approval to Utilize a Federal Asset form is available in Adobe (PDF) format.

A.    Procedures

1.    Advance Approval.


Approval must be obtained using form ACG 1.70 "Authorization to Pay/Reimburse Employee Moving Expense". The original copy of this form with the authorizing signatures, should be forwarded to the Director of Accounting and will be required prior to payment or reimbursement of employee moving expenses. One copy should be retained in the authorizing department, and one copy given to the employee as notification of approval of payment/reimbursement.

2.    Notification of Taxability of Benefits.


Following the payment and/or reimbursement of employee moving expenses and prior to the end of the calendar year, the Director of Accounting will notify individuals who received moving expense benefits of the taxability of such items. IRS Form 4782, "Employee Moving Expense Information", will also be provided to each individual showing a breakdown of moving expenses paid by the university and reportable by the employee as taxable income.

A.    Purpose.

This form is used to authorize all payments and/or reimbursements for employee moving expenses prior to incurring such expenses.

B.    Where to Obtain Forms.

This form is available in the university Accounting Office.

C.    Where to Send Completed Forms.

This form is a three-part set. Forms which have been completed and signed should be distributed as follows:

Original:          Accounting

Yellow:           Initiating Department

Pink:               Prospective Employee

Goldenrod:      Budget Manager (individual responsible for account
                       to which moving expenses will be charged)

D.    Instructions.

Items 1, 2, and 3:     Self-explanatory.

Items 4 through 8:    List the costs anticipated to be paid and/or reimbursed in
                               connection with the move.
                               NOTE: A list of eligible expenses is available from the
                               Accounting Office upon request.

Item 9:                    The maximum amount authorized to be paid for moving expenses.

Item 10:                  Signature of the primary budgetary authority on the FRS account
                               to be charged (usually director, dean, department head, or vice
                               chancellor).

Item 11:                  Signature of the prospective employee.

Item 12:                  Signature of other approving authority, if required. For payments
                               to be made out of contract/grant accounts, the signature required
                               would be Sponsored Programs.

Item 13:                   Signature of appropriate Vice Chancellor or Chancellor.

Unless prior approval is expressly obtained from the Chancellor, the following specific limitations on reimbursed moving expenses apply:

Cost of Moving Personal/Household Goods

Limited to cost of packing, transporting and unpacking a maximum of 15,000 pounds If move is on weight basis, maximum cost no more than lowest available regulated tariff rates

Insurance

Payment of transit insurance costs (in addition to that included in carrier's required base coverage of 60 cents per pound per article) limited to $1.25/pound per article for up to 15,000 pounds

Reimbursed Mileage/Moving

Reimbursed at the statutory rate for a one- way automobile trip for a maximum of two vehicles

Other (optional at the discretion of employing official)   
NOTE: These reimbursements will not be deductible to the employee.

- Temporary lodging for up to two weeks (14 days)
- One round trip airfare or mileage to prepare employee. for move

Distance of Move

Must be at least 50 miles from the old residence to the new workplace

Deductible Expenses

- Cost of moving household goods and personal effects from the old to the new residence
- Travel and lodging while moving (no meals)

Nondeductible Expenses

Beginning 1994, the following expenses are no longer deductible:

- Meals while moving
- Travel, meals and lodging during the househunting trips prior to the move
- Meals and lodging while living in temporary quarters for up to 30 days (90 days
   in the case of foreign moves)
- Selling or buying a home or settling or acquiring a lease

Method for Deducting Moving Expenses

Moving expenses to be deducted in computing adjusted gross income; no longer itemized deduction