Relocation Services

Mover

Which Positions Qualify

Paying for moving expenses for certain positions is allowed, not required.

The position for which you are recruiting must be eligible regardless of the type of funds used to pay for the moving expenses. If a position does not meet the eligibility criteria, an exception may be made in accordance to state rules. For eligibility and exception criteria, see section #2 of the Paying Moving Expenses policy.

Prior approval is required for both eligible positions and for positions seeking exception to the rules by following the Obtaining Approval to Provide Moving Assistance procedures and by completing the Moving Assistance Authorization Form (A-33 Form).

An eligibility exception must be requested by completing the Request for an Exception to Provide Moving Assistanceform.

Type of Moving Assistance

Lump Sum Payment (Preferred Option)

  • The hiring authority approves a lump sum amount to be paid to a new hire as the total dollar amount he or she is to use towards all moving expenses. The sum amount may not exceed state allowances.
  • The sum will be payable on the first payday following employment; no advances are allowed.
  • The new hire is responsible for all moving service arrangements, payment and insurance coverage.
  • State contracts may not be used.
  • The department is not to reimburse the new hire for expenses that exceed the lump sum amount.
  • The new hire is not required to submit receipts to WWU nor pay back any excess portion of the lump sum.
  • These funds are paid through payroll and will be reported as taxable income under a non-accountable plan.
  • New hire is responsible for following IRS rules in regards to completing his/her 1040 tax form; the University does not provide tax advice.
  • Click here for instructions on processing a lump sum payment.

Self-Move Reimbursed

  • The hiring authority approves a set amount or weight limit not to exceed state allowance.
  • The new hire is responsible for arranging and paying for all moving services and insurance coverage, and maintaining all receipts required for reimbursement.
  • State contracts may not be used.
  • The new hire must comply with the Employee Moving Guide to understand the requirements for being reimbursed and what moving expenses are allowable.
  • The new hire is reimbursed up to the approved limit for allowable expenses only and if substantiated with valid receipts.
  • Expenses may be reimbursed only after his/her employment date.
  • The new hire is issued a check via Accounts Payable.
  • Total withholding is reported on the employee’s W-2 under an accountable plan.
  • New hire is responsible for following IRS rules in regards to completing his/her 1040 tax form; the University does not provide tax advice.
  • Click here for instructions on processing a self-move.

Move by State Contracted Vendor (State Move)

  • The hiring authority needs to complete the Household State-Move Request Form.
  • The hiring authority approves a set amount or weight limit not to exceed state allowance.
  • The new hire works with Relocation Services to coordinate the move with state contracted vendors.
  • Purchasing pays the service vendors directly and bills the hiring department.
  • The new hire receives the benefits of the state contract rates but is responsible for reimbursing the University for any unauthorized or non-allowable charges, or charges that exceed maximum allotments. Any amount due to the University is due within 30 days of notice.
  • New hire is responsible for following IRS rules in regards to completing his/her 1040 tax form; the University does not provide tax advice.
  • Click here for instructions on processing a state-move.
  • The new hire must comply with the Employee Moving Guide to understand the requirements for what moving expenses are allowable.

For Hiring Authorities Before Offering Moving Assistance

  1. Know if the position for which you are recruiting is eligible for moving expenses before you begin your search.
  2. See the Paying Moving Expenses Policy for the eligibility criteria.
  3. Review the options above to assist you in determining what you want to offer.
  4. Follow the Obtaining Approval to Provide Moving Assistance procedure to receive approval before you can make an offer to a candidate.
  5. Use template language to include when drafting letters of offer.
  6. Follow the Moving Assistance Instructionsto process the move authorization.

For New Hires

  1. Before making any financial commitments related to moving:
    1. Read the Paying Moving Expenses Policy.
    2. Review your letter of offer to understand the type of moving assistance you are being provided (see Types of Moving Assistance above).
    3. Review the Moving Assistance Instructions.
  2. Complete any forms submitted to you by the hiring department as soon as possible. No assistance may begin until you have returned all required forms.

Resources

Policy: Paying Moving Expenses
Procedures: Obtaining Approval to Provide Moving Expenses
Forms:  Request for an Exception to Provide Moving Assistance
Moving Assistance Authorization (A-33) Form
Household State-Move Request Form
Guides: Moving Assistance Instructions (for Hiring Departments)
Employee Household Moving Guide (for new hire)

Contact Information

Brenda Ancheta
Phone: 360-650-3561
Email: Brenda.Ancheta@wwu.edu

 

Page Updated 07.08.2014