Moving Expenses Policy
I. Purpose & scope
The purpose of this policy is to establish the terms and conditions under which employees will be permitted to receive payment for moving expenses. Exceptions to this policy may be authorized by the College President or designee, when deemed to be in the best interest of the College.
II. Eligible positions & employees
Exempt staff at director level and above, and tenure-track/tenured faculty are eligible for reimbursement of moving expenses as outlined in this Policy.
III. Procedures
A. Distance from former to new residence
Moving expenses shall be authorized only when the distance between 桃太郎映像 College
and the employee鈥檚 former residence increases at least fifty (50) miles over the distance
between the former residence and the former place of employment. For example, if the
employee鈥檚 former residence was ten (10) miles away from the former place of employment,
桃太郎映像must be at least sixty (60) miles away from the former residence to
qualify.
B. Budget & pre-approval for moving expense payment
Payment for costs associated with moving expenses shall be the responsibility of the hiring department. The funding source should be pre-approved by the Divisional Vice President or President.
The hiring department is responsible for completing and obtaining pre-approval for
the reimbursement of an employee鈥檚 moving expenses during the recruitment/offer process
on the Moving Expenses Request Form. (Beginning 4/1/22, approval by the VP will be
part of the recruiting business process in Workday and a separate form will not be
required.)
C. Form of payment
If eligible and approved, a one-time payment of $3,000 for moving expenses will be
included in the employee鈥檚 offer letter and will be paid in the employees first paycheck.
D. Payment limits
The College may issue a payment up to a maximum of $5,000 for exempt staff at the director level staff and above and tenure-track/tenured faculty. The College may issue a payment for Cabinet-level positions up to a maximum of $10,000.
In the event that a spouse or domestic partner of the employee is also hired by the
College and otherwise eligible for moving expenses, reimbursements of any such expenses
will be paid to only one employee to move the primary household to the new location.
E. Eligible expenses
The College intends the payment will be used toward expenses incurred in moving normal
household goods such as reasonable packing/unpacking costs and the cost of travel
to the new residence. However, the payment can be used toward any cost of moving including
temporary housing or house hunting costs. The employee has full discretion over the
use of the moving expense payment.
F. Ineligible expenses
Additional costs beyond the amount approved and documented in the offer letter are
not eligible for reimbursement.
G. Taxability
The moving expense payment will be reported as taxable income to the employee in compliance
with IRS guidelines in effect at the time of the reimbursement. Income tax will be
withheld when appropriate. The College is required to report all moving expense reimbursements
to the IRS on a calendar year basis.
H. Voluntary separation
If the employee voluntarily separates from employment at the College within twelve (12) months from the date of the hire, the employee shall refund the College the full amount of the moving expense reimbursement. Utilization of this policy confirms the employee鈥檚 acceptance with the above terms.
IV. Responsible official
The Office of the Controller is responsible for administering and updating this policy and can be contacted at controllersoffice@goucher.edu.
V. History
Updated: May 2023