Longwood University         Chief Administration and Finance Officer: Human Resources        201 High Street, Lancaster 335, Farmville, VA  23909         Phone: 434.395.2074     Fax: 434.395.2666

Policy 5223
MOVING EXPENSES

I.    PURPOSE

This policy is intended to outline general guidelines for reimbursing new employee moving expenses.  The policy addresses the subject of moving and relocating the employee's family, dependents, household items, and personal effects to the institution.

II.    POLICY

Reimbursements for moving expenses are limited to actual costs incurred up to the amounts agreed to by the University and the employee within the limits stated in this policy.

If employment contracts provide for moving expenses, moving reimbursement expenses are charged to the employing department.  No central funds are available for departmental moving expenses. 

III.    PROCEDURE

A. Payroll Process:  Most moving and relocation reimbursements, except as noted below, will be processed through the payroll system with appropriate taxes withheld.  the only exception to the payroll process are the actual expenses of moving household goods/personal effects using a common carrier, which will be reimbursed through Material Management Services.

B. Procurement Process: 

1. Eligibility: To be eligible for reimbursement, the employee's move or relocation must meet all of the following conditions:

a.  Availability of Qualified Applicants: The employing department must determine that the new employee is the best qualified applicant available to fill the position.

b.  Permanent Full-time Position:  The employee must be assigned to a full-time salaried position and must have agreed to work on a full-time basis for at least one (1) year.  The employee must be joining the faculty at the rank of lecturer or above, or filling a key administrative or research position.  One (1) year academic appointments are for either nine (9) or twelve (12) months.  All other employees must be employed for twelve (12) months, commencing on the date the employee starts on a full-time basis.   
                   
c.  At Employer's Request:  The University must agree the relocation is for its betterment as determined by the dean/department head.  

d.  Distance:  The distance between the employee's new work location and the former residence must be at least fifty (50) miles greater than the distance between the employee's old work location and the former residence. 

e.  Established in the Payroll System: Employees must be added to the payroll system prior to any reimbursement of moving expenses.  Therefore, reimbursement of moving expenses prior to New Employee Orientation requires early submission of the I-9 to Human Resources and the W-4 to Payroll.

Approved by the Board of Visitors, September 7, 2002.

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