Employee Move & Relocation

Definition:It is the policy of the California State University San Marcos, within the guidelines set forth in the CSU Internal Procedures Governing Reimbursement for Moving and Relocation Expenses (also referred to as the CSU Relocation Procedures), to provide reimbursement for moving and relocating expenses incurred by a current employee who relocates at the request of his/her current appointing authority. It is also the policy of the University, within those same guidelines, to permit reimbursement for moving and relocation expenses incurred by an individual who accepts an offer of employment extended by a CSU appointed authority. Human Resources Management is responsible for communicating policy and procedural changes to the campus community as they are received from the ChancellorĀ“s Office. Reimbursement made at the discretion of the appointing authority may be authorized for expenses related to permanent or temporary relocations and may be offered on a full or partial reimbursement. Moving and relocation expense reimbursement shall be limited to the actual, necessary and reasonable expenditures incurred by the employee. Once authorized, all moving and relocation expenses shall be reported, documented, and reimbursed in accord with the CSU Relocation Procedures following an accountable plan for reimbursement. Where indicated, the appropriate appointing authority may authorize exceptions to specific aspects of these procedures. Exceptions shall be documented, for audit purposes, and maintained with relevant accounting records.
Authority:HR 96-11, CSU Policy and Procedure Governing Travel and Relocation Expense Reimbursement as approved by the CSU Board of Trustees (6/96).
Scope:This policy applies to all employees of the California State University San Marcos.
Responsible Division:Finance & Administrative Services
Approval Date:04/24/2000
Implementation Date:07/01/1989
Originally Implemented:07/01/1989
Signature Page/PDF:View Signatures for Employee Move & Relocation Policy


Notes

Authority to approve and grant exceptions to employee relocation expense reimbursement has been delegated from the President to the university vice presidents per memorandum dated 7/6/1999, Coded Memo HR 96-11, Delegation of Authority for Travel and Relocation Expenses Reimbursement. This authority may not be delegated further.



Procedure

I. AUTHORITY AND RESPONSIBILITY

A. Authority is delegated by the campus president to each vice president (Attachment A).

B. Responsibility:
  1. Determine and grant new or existing employee eligibility for relocation expense reimbursement.
  2. Provide funding.
  3. Assign appropriate responsibilities for processing move and relocation requests to management/staff.
  4. Individual reimbursement requests are to be signed and approved by the appropriate division vice president.

II. COLLEGE/DEPARTMENT RESPONSIBILITIES

A. Coordinate the move and relocation process with the employee.
  1. Knowledge of HR 96-11 guidelines and requirements (see http://www.calstate.edu/ tier3/HR-Adm/TravelPolicy.pdf ).
  2. Application of appropriate travel regulations.
  3. Notify employee of eligibility and CSU regulations prior to move. Employee is to be provided with:
  4. Collect employee signed Acknowledgement of Moving Expenses Regulations and State Board of Control Form 738(e) forms.
    a) A copy of HR 96-11.
    b) Acknowledgement of Moving Expenses Regulations.
    c) State Board of Control form 738(e).
    d) Move of Household Goods & Personal Effects.
  5. Inform employee that for tax purposes, eligible employees should consult a qualified tax advisor. Forms are available at http://www.irs.gov.
    a) IRS Publication 521.
    b) IRS Form 3903.
B) Prepare timely and appropriate paperwork for submittal to Accounts Payable and Procurement, Contracts and Materials Management as necessary.
  1. Request for Travel Authorization, which is not to exceed relocation authorization. Filed in college/department.
  2. Purchase requisition submitted to Procurement, Contracts and Materials Management with:
    a) Copy of Acknowledgement of Moving Expenses Regulations.
    b) Copy of State Board Board of Control Form 738(e).
    c) Copy of Move of Household Goods & Personal Effects.
    d) Three (3) vendor quotes with agent and common carrier information.
  3. Invoice review.
  4. Travel Expense Claim, Std. 262 to be submitted to Accounts Payable.
  5. MR 2000, Moving/Relocation Expense Summary.
    a) One (1) for each reimbursement request to Accounts Payable.
    b) One (1) combined summary of reimbursements for employee. The college/ department must submit a summary report to the employee containing all expenses reimbursed to the employee, plus relocation expenses paid by the university to a third party (MR 2000, Moving/Relocation Expense Summary).
C. Coordinate problem resolution.

D. Retain original documents and supplementary data for audit purposes.

III. EMPLOYEE/CANDIDATE RESPONSIBILITIES

A. The employee/candidate is responsible for:
  1. Familiarizing themselves with HR 96-11.
  2. Signing the Acknowledgement of Moving Expenses Regulations and State Board of Control Form 738(e) and returning the forms to the department.
  3. Obtaining quotes from three (3) local vendors if a purchase order is requested.
  4. Providing trip receipts for allowable expenses.
  5. Providing mileage and other transportation costs for the employee only.
  6. Clarifying regulations with college/department representatives.
  7. Consulting with a qualified tax advisor regarding the reporting of moving and relocation expenses, and understanding any tax liabilities associated with either the paying for, or the receiving of reimbursement for moving and relocation expenses.
B. The employee must provide their responsible college/department with a summary of relocation expenses paid by the employee in accordance to the accountable plan for reimbursement.

IV. SUPPORT TASKS

A. Procurement, Contracts and Materials Management will coordinate vendor contracts.

B. Accounts Payable will:
  1. Pay authorized moving/relocation expenses.
  2. A Travel Expense Claim, Std. 262, may be signed by the account manager when the accompanying MR 2000, Moving/Relocation Expense Summary, has the appropriate vice president's signature.
  3. Return incomplete documentation to college/department.
  4. Forward MR 2000, Moving/Relocation Expense Summary, information to Human Resources Management.
  5. Communicate invoice alterations to the college/departmental representatives.
C. Human Resources Management will:
  1. Report appropriate payroll information using Non-USPS Adjustment Request - Payments (Fringe Benefit/ Employee Business Expense), Std. 676P (see http://www.osp.dgs.ca.gov/pdf/STD676p.pdf ).
  2. Notify early termination employees of pay back responsibilities. Unless otherwise determined by the appointing authority, employees who have received reimbursement for moving and relocation expenses, and have not continued employment for two years shall repay a prorated amount.
  3. Coordinate policy and procedural updates in response to technical letters addressing move and relocation issues.
V. GENERAL INFORMATION

A. Relocating employees are eligible for travel advances, as well as the direct billing of airfare, lodging, and car rentals. Direct billings require pre-arrangements with Procurement, Contracts and Materials Management. All travel advances must be repaid to the university within thirty (30) days of issue.

B. Reimbursement checks will be mailed directly to the payee's residence address as listed on the Travel Expense Claim, Std. 262. The claimant is responsible for ensuring the accuracy of mailing address information.