New Faculty Moving Expense Reimbursement Policy

These procedures apply to the reimbursement of eligible moving expenses of new, full-time tenure-track faculty.

Process

The Provost & Vice President of Academic Affairs and Human Resources Director are responsible for documenting the terms of the relocation reimbursement in the employee’s employment letter.

The Human Resources Director will forward a copy of the employment letter to the Provost & Vice President of Academic Affairs and the Controller’s Office.

A copy will also be forwarded to the employee along with a copy of East Stroudsburg University’s Moving Expense Reimbursement Policy.

The employee is responsible for completing the Moving Expense Summary, attaching original receipts and forwarding all to the University’s Controller’s Office within a reasonable time period after the move is complete.

The Controller’s Office will audit the Moving Expense Summary, ensuring compliance with Internal Revenue Service regulations and East Stroudsburg University’s Moving Expense Reimbursement Policy (click here) and that the amount requested for reimbursement does not exceed the amount specified in the employment letter.

The Controller will then approve payment and indicate on the Moving Expense Summary the amount to be reimbursed.

The original Moving Expense Summary with supporting documentation will be forwarded to the Provost & Vice President of Academic Affairs.

The Controller will retain a copy in the Business Office and also update the Business Office moving expense reimbursement tracking records for the calendar year (a copy of these tracking records are forwarded to Human Resources each January to be used in W-2 preparation).

The Provost & Vice President of Academic Affairs will review and approve the Moving Expense Summary and then forward it with supporting documentation to Accounts Payable for processing.

Accounts Payable processes the moving expense reimbursement and payment is made to the employee.

Forms

Moving Expense Summary

Related Procedures

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Other Related Information

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Contacts

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