travelnews: Moving, House Hunting and Temporary Living Reimbursement Guidelines for New Employees

[BAO news for travel administrators]

The University of Oregon moving expense policy allows for a new employee to be reimbursed for moving, house-hunting and temporary living expenses. This policy meets the requirements of the IRS accountable plan.

Moving expenses must be approved in advance. Academic departments should seek approval from their Deans. All other offices should seek approval from their department head and the appropriate Vice President. A memo should be prepared and kept by the department before the move occurs, including the name of the new employee, the funds to be used and the allowance dollar amount.

Moving expenses may be reimbursed to the employee or paid directly to a vendor on their behalf. The Business Purpose text of your banner document (either I doc in banner or T doc in duckweb) should include the following information:

New employee's full name
New employee's banner ID
Allowance Approved by
Detailed breakdown of moving expenses with moving account codes:

*         Taxable (10780) or

*         Non-taxable (10790)

These are the only two account codes that can be used for Moving and Temporary Living expenses.

Note: To save processing time, please make sure the detailed receipts show enough information that University of Oregon Moving Policy limitations are met. A few examples are: hotel cost limitations, weight, packing/crating/unpacking costs, storage fees, etc.

Related Resources:

BAO Travel webpage - Moving/Relocation Expenses:  http://ba.uoregon.edu/content/movingrelocation-expenses

One Page Moving Summary table 2017:  http://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/movingexpensesonesheetsummary2017.xlsx


Joy Germack
Sr. Tax Analyst
University of Oregon
Business Affairs Office
541-346-0782

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