2.2. 10 Domestic Moving Expenses

Policy Section: Employment

Policy Number and Title: 2.2.10 Domestic Moving Expenses
Applicable to: Domestic Moving Expenses
Effective Date: February 26, 2018

Policy Description

This policy was updated in early 2018 due to changes to the IRS tax code approved by Congress in December 2017.  

The University normally reimburses eligible newly hired regular monthly-paid staff and faculty1 for reasonable expenses incurred when relocating to the Princeton area. To be eligible for reimbursement, new employees must move a minimum of 50 miles from their present home within the first year of hire and have a reasonable expectation of remaining in their position for longer than one year.

Employees relocating must obtain prior approval for all arrangements and expenses from the Office of Human Resources, which also sets the dollar limit for reimbursement of specific and various out-of-pocket expenses.

Federal law requires that the University withhold on and report such amount to the Internal Revenue Service (IRS).

1 This policy may apply to certain positions hired through the Office of the Dean of the Faculty. Refer to the website. This policy may also apply to certain positions hired through the Princeton Plasma Physics Laboratory.



The University assists individuals and their families in making travel arrangements for a pre-move visit to search for a house or apartment and for relocation. Human Resources will identify the most appropriate vendors to use for relocation and will provide employees with applicable information.

Newly hired individuals should contact the Office of Human Resources as soon as appropriate for assistance with travel arrangements, including hotel, rental car, etc., for themselves and their family. Individuals hired by the Princeton Plasma Physics Laboratory may call the PPPL HR office at (609) 243-2658.

Siracusa Moving and Storage Company, (800) 222-1399, coordinates most but not all University moves and bills the University directly for costs associated with moving household items covered by this policy. Typically, there is no cash outlay to or by employees.

Employees moved by Siracusa are automatically covered for up to $50,000 of insurance. Those who need to move additional items not covered by this policy or want additional insurance coverage are responsible for paying those related expenses.

After first speaking with the onboarding administrator in the Office of Human Resources, employees should contact Siracusa directly at (800) 222-1399 for assistance.

Individuals with questions can contact their talent acquisition specialist.
  • One pre-move visit, including meals, tips, lodging and rental car not to exceed three calendar days (includable in taxable income)
  • Transportation charges for one continuous move of household items and personal effects from the current domicile to the Princeton area (includable in taxable income)
  • Container costs for household items, including book cartons, wardrobes, linen cartons, dish packs, mattress cartons and corrugated cartons for mirrors and pictures (includable in taxable income)
  • Packing charges for breakable items such as dishes, glassware, lamps, mirrors and pictures and for mattresses and box springs (includable in taxable income)
  • For family members, reasonable and customary expenses for transportation to the new location, including lodging not to exceed three calendar days (includable in taxable income)
  • Pre- and post-servicing of appliances following normal tariff regulations

Expenses not normally reimbursed under this policy are:

  • Charges for moving laboratory equipment, office equipment, houseplants, pianos, perishable food, firewood, boats, building materials, domestic and nondomestic animals and automobiles
  • Packing and unpacking of normal household goods — with the exception of breakable items, mattresses and box springs
  • Expedited service — unless requested by the University.
  • Costs for replacing household items not transported to the Princeton area
  • Temporary or interim lodging or accommodations
  • Temporary storage of household items or vehicles

In order to qualify for reimbursement under this policy, an employee must use the Siracusa moving company or another company approved by the Office of Human Resources or PPPL HR as appropriate. If an employee uses a company that was not preapproved by HR, the individual will request reimbursement from the onboarding administrator.

To request reimbursement for various out-of-pocket expenses incurred, the employee must email all original or scanned and/or signed receipts along with a HR Guest Travel Reimbursement Request form to the Office of Human Resources or PPPL as appropriate. Reimbursement may include the cost of meals including tips, lodging, transportation, car rental and other necessary and reasonable living expenses, not to exceed three calendar days. The University will reimburse for mileage at its current flat rate. Alcoholic beverages are not reimbursable.


Office of Human Resources
(609) 258-3300 (ask for the onboarding administrator)
Office of the Dean of the Faculty
(609) 258-3156
Princeton Plasma Physics Laboratory
(609) 243-2012

Update Log

November 8, 2017: Updates regarding new travel management company

January 26, 2018: Notice about impending changes to tax code.

February 26, 2018: Updates based on changes in 2018 to IRS tax code

Last update: January 26, 2018