Mar 27, 2023  
2018-2019 Student Handbook & University Policies 
2018-2019 Student Handbook & University Policies [ARCHIVED CATALOG]

Relocation/Reimbursable Expenses Policy HR.015

LU Policy Number: HR. 015

Effective Date: 8/11/2017

Approval Date: 8/11/2017

Revised Date: N/A

Purpose: Covers employee reimbursable relocation expenses

Additional Authority: N/A

Scope: All Employees(Faculties and Staff) of Life University

Approval Authority: EVP Finance

Responsible Authority: Human Resources, Finance

Definitions: N/A

Policy Title

Relocation / Reimbursable Expenses Policy

Policy Statement

Reimbursements are limited to actual costs incurred up to the amounts permitted by relocation guidelines. Original documents must be submitted as support for expenses. Photocopies of invoices are not acceptable unless the original document was lost and a signed memorandum is attached to the payment request giving full explanation of the circumstances.

The following are considered reasonable reimbursable moving expenses:

Moving household goods and personal effects from the former primary residence to the new residence (including the common carrier), and

Traveling (including lodging but not meals during the period of travel) from the former primary residence to the new place of residence.  (Reimbursement for in-transit meals is subject to tax withholding and reporting).  

Commercial moving company

Packing/crating/mailing/shipping household good. Miscellaneous packing supplies that do not become the personal property of the employee, i.e. padlocks or tools will not be reimbursed 

Optional insurance on items such as furniture, clothing, and utensils

Rental truck

In-transit storage for up to 30 consecutive days

Shipment of car(s), if not used in move 

Travel and lodging costs for one trip (employee and household members) from the old residence to the new residence, which may include: Mileage for moving per IRS limitations. Lodging in transit.  Airfare (coach only). Rental car (appropriate measures should be taken to obtain best value). Tolls, taxi, shuttle service, or parking 



Other Notes

Some expenses may be taxable. Expenditures to be reimbursed must be reasonable and necessary.  According to the IRS guidelines, to be considered as “qualified” and non-taxable, relocation and moving expenses must also be incurred within twelve (12) months following the date the employee reports to work at the new location.