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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
Procedure(s)
N/A
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.
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