URP: V.10.d Employee Moving Expenses

POLICY

Texas Woman’s University may elect to pay moving expenses for new employees as well as employees who are transferred to another TWU location as permitted in Section 2113.204 of the General Government Code of the State of Texas, under the following conditions:

New Employee

  • The best interest of the University will be served.
  • The move must be further than 50 miles from the former residence.
  • Moving expenses must be requested and approved by the Provost or Vice President.
  • Moving expenses must include only moving of household goods and personal effects and must not include charges for packing or crating.  No expenses associated with the sale of property will be reimbursed.
  • Reimbursement for mileage and lodging may be requested according to state travel rules. Meal expenses will not be reimbursed.

Transfer of Current Employee

  • The best interest of the University will be served.
  • The move must be further than 50 miles from the former residence and the new assignment must be farther than 50 miles from the previous primary work site.
  • Moving expenses must be requested and approved by the Provost or Vice President.
  • No moving expenses will be paid if a transfer is at the request of the employee.
  • Moving expenses must include only moving of household goods and personal effects and must not include charges for packing or crating.  No expenses associated with the sale of property will be reimbursed.
  • Reimbursement for mileage and lodging may be requested according to state travel rules. Meal expenses will not be reimbursed.

Amount of Funding

  • Faculty: Newly hired faculty maybe reimbursed a maximum of $2,000.
  • Department Chairs, School Directors,  Associate Deans, Associate Vice Presidents, Associate Provost, and Assistant Vice Presidents: May be reimbursed a maximum of $7,000.
  • Directors:  1) Large Units: Directors of large units may be reimbursed a maximum of $5,000 if they meet at least two of the following three criteria: (a) direct a unit with ten (10) or more employees, and/or (b) have $1 million in direct budget responsibility, and/or (c) have a minimum base starting salary of $70,000 or higher. 2) Small Units: Directors of smaller units may be reimbursed a maximum of $3,000 if they meet at least two of the following three criteria: (a) direct a unit of three (3) or more full-time employees, and/or (b) have $400,000 in direct budget responsibility, and/or (c) have a minimum base salary of $45,000 or higher.
  • Provost, Vice Presidents and Deans: May be reimbursed a maximum of $9,000.
  • Any Employee Who is Reassigned to Another TWU Campus in Compliance with State Law and University Policy: May be reimbursed a maximum of $5,000. This payment may only be made if TWU facilities staff and equipment are not available for the move.

Approval

The Provost and each Vice President, in consultation with the Vice President for Finance and Administration, may approve and fund authorized moving expenses.

Process for Requesting Approval to Fund Moving Expenses

  • New Employee:

A letter of request must be made to the Provost or Vice President by the Dean or Director to obtain approval for moving expenses to be reimbursed and in what amount.

             If a commercial moving company is used, the new employee may be reimbursed for the moving company services, or a purchase order may be issued to the moving company for              the approved amount.

If the new employee is to be reimbursed, all original receipts must be submitted in order to receive reimbursement.

If a purchase order is to be issued, three bids must be submitted. Purchasing will issue the purchase order to the moving company for the approved amount.

Request for reimbursement or request for purchase order must be submitted to the Vice President for Finance and Administration. If reimbursement is requested, a check request form is to be submitted along with the original receipts.

Request for reimbursement for lodging and mileage must be submitted to the Vice President for Finance and Administration. A check request form is to be submitted along with original receipts.

  • Transfer of Current Employee:

A letter requesting that TWU movers, using TWU equipment, must be submitted to the Vice President for Finance and Administration for any employee being transferred to another TWU site. If it is determined that these services are not available, the following procedures are to be followed.

A letter of request must be made to the Provost or the Vice President by the Dean or Director to obtain approval for moving expenses to be reimbursed and in what amount.

If a commercial moving company is used, the employee may be reimbursed for the moving company services, or a purchase order may be issued to the moving company for the approved amount.

If the employee is to be reimbursed, all original receipts must be submitted in order to be reimbursed.

If a purchase order is to be issued, three bids must be submitted. Purchasing will issue the purchase order to the moving company for the approved amount.

Request for reimbursement or request for purchase order must be submitted to the Vice President for Finance and Administration. If reimbursement is requested, a check request form is to be submitted along with the original receipts.

Request for reimbursement for lodging and mileage must be submitted to the Vice President for Finance and Administration. A check request form is to be submitted along with original receipts.

Sources of Funding

  • General Appropriations Act Funds (E&G): State appropriated funds can only be used to pay moving expenses if an employee is transferred from one TWU site to another that is more than 50 miles from the previous work site or the employee accepts employment at TWU before ceasing work at another state agency.
  • Other Local Funds: Other local funds must be used for all other moving expenses.

REVIEW

The Vice President for Finance and Administration will review this Policy with recommendations forwarded through normal administrative channels to the Chancellor and President.

Details

Article ID: 40168
Created
Thu 10/5/17 10:52 AM
Modified
Fri 2/15/19 8:53 AM