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: July 1, 1995

Policy Description

It is University policy to reimburse eligible newly hired faculty and regular monthly – paid staff for reasonable expenses incurred in relocating to the Princeton area. To be eligible for reimbursement, new employees must move a minimum of 50 miles from their present home, move within the first year of hire and have a reasonable expectation of remaining in their position for longer than one year.
 
Moving allowances are established and approved as follows:
  • professional research and technical staff allowances set by the hiring department and approved by the Office of the Dean of the Faculty or the Princeton Plasma Physics Laboratory
  • monthly–paid staff hired through the Office of Human Resources approved by the vice president for Human Resources.
Reimbursement as allowed under this policy will be subject to the dollar limit established by these offices. All arrangements and expenses must have prior approval of the appropriate hiring office.
 
Please note that amounts the University pays to reimburse employees for some expenses incurred in their move are excludable from taxable income, while amounts paid to reimburse them for other expenses are includable in taxable income as specifically noted in the following section. If an amount is includable in taxable income, federal law requires that the University withhold on and report such amount to the Internal Revenue Service (IRS).

Procedures

Premove
The University assists individuals and their families in making travel arrangements for prerelocation (house/apartment searching) and relocation. Managers and supervisors should make sure that they have the most current information on University vendors available from Human Resources, which they can provide to newly hired employees.
 
Travel arrangements for Princeton Plasma Physics Laboratory employees can be made by calling the PPPL Travel Office (609) 243 – 2658.
 
The appropriate travel office should be contacted by employees for assistance with travel arrangements, including hotel, rental car, etc., for themselves and their family.
Move
Whalen's Moving and Storage Company, (800) 759 – 4253, coordinates 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 Whalen's are automatically covered for up to $50,000 of insurance. Those employees who require that items not covered by this policy be moved, or need additional insurance coverage, are responsible for those expenses.
 
The employee should contact Whalen's directly for assistance with relocation to the Princeton area.
Reimbursement
Expenses reimbursed under this policy are:
  • One premove 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 (excludable 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 (excludable from taxable income).
  • Packing charges for breakable items such as dishes, glassware, lamps, mirrors and pictures and for mattresses and box springs (excludable from taxable income).
  • For family members, reasonable and customary expenses for transportation to the new location, including lodging not to exceed three calendar days (excludable from 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.
  • 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 living expenses (not to be confused with those employees away on temporary University assignments).
  • Temporary storage of household items or vehicles.
In order to qualify for reimbursement under this policy, an employee must use the travel and moving companies referred to previously. If another company is chosen, all allowable reimbursement costs will be based on rates quoted by Navigant Travel, Whalen’s, and/or the PPPL Travel Office.
 
To request reimbursement for any out – of – pocket expenses incurred, the employee must submit a travel voucher with receipts attached to the hiring office or department, 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. Receipts must accompany all requests for reimbursement.

Contacts

Office of Human Resources
(609) 258 – 3300
Office of the Dean of the Faculty
(609) 258 – 3156
Princeton Plasma Physics Laboratory
(609) 243 – 2012