Relocation: Employee Moves and Transfers
- Overview: Relocation Expenses
- Checklist for Reimbursable Moving Expenses
- Vendor Payment of Moving Expenses for a New Employee
- Reimbursement of Moving Expenses to a New Employee
- Relocation Allowance, Eligibility and Payment
Employees hired for certain academic and senior staff positions are eligible for reimbursement of relocation expenses. These expenses are defined as reasonable costs incurred by a new employee, or by a current employee who transfers to a new University location, of moving household goods and personal effects. Such expenses also include the cost of travel to the University location for the individual and his or her immediate family.
Specific details regarding position and expense eligibility can be found in UCOP Business and Finance Bulletin G-13, Policy and Regulations Governing Moving and Relocation. Pertinent travel policy and procedures can be found in UCOP Business and Finance Bulletin G-28, Policy and Regulations Governing Travel.
University payment of relocation vendors must be with a Purchase Order and should be initiated through Procurement Services. Reimbursement of employees who pay moving vendors directly and/or seek payment for travel expenses incurred during relocation must also take place with a Purchase Order and the Travel Expense Voucher-U85 Form (Excel file) (Because of tax reporting requirements, UC Berkeley's online travel reimbursement system cannot be used for these kinds of expenses.)
All invoices, receipts, and travel reports should be sent to Regina McFadden, Travel & Entertainment Department with Purchase Order documentation attached for audit review before the PO is vouchered for payment. After payment, the Travel & Entertainment Department coordinates reimbursement of the departments of new employees for relocation expenses paid from a central University fund. For an explanation of who, what, and how much can be reimbursed, see UCOP Business and Finance Bulletin G-13, Policy and Regulations Governing Moving and Relocation; a description of employee eligibility for a relocation allowance can also be found in this policy.