Business Services Policy - Employee Relocation
| Functional Owner | Controller |
| Executive Sponsors | Vice Chancellor for Administration & Finance |
| Policy Contact | Assistant Controller |
Who This Policy Applies To
All employees
Rationale
The Employee Relocation Expense Policy on this page applies to offers made on January 1, 2023, or after. This version changed the relocation policy to a stipend-only model. Relocation offers made before January 1, 2023, are covered under the previous policy. An archived copy of that version of the policy can be viewed here: Employee Relocation Expense Policy for Offers Made Before January 1, 2023
Policy Detail
Taxable Reimbursement
In accordance with IRS regulations, effective January 1, 2018, the reimbursement or payment of any relocation costs under this policy are considered taxable income and subject to applicable income and employment taxes.
Eligibility
Reimbursement of relocation expenses for new employees, including Faculty and IAS, Academic Staff, and University Staff, may be authorized and funded through the hiring department. The reimbursement of expenses may be offered up to the maximum amounts allowed for relocation costs as defined by the employee’s appointment letter. Reimbursement is not allowed for employees appointed as University Staff Temporary (formerly limited term employees (LTEs) or project positions. To be eligible for reimbursement, an employee relocation generally needs to be within 50 miles of the city of La Crosse for a position with on-campus employment. The relocation must be completed no later than one year from the effective date of the appointment or the end of probation, whichever is later.
Reimbursement Amounts
Reimbursement amounts for relocation will be specified in the appointment letter.
Faculty and IAS, Academic Staff, and University Staff positions:
- The former residence must be at least 50 miles from the university.
- A stipend of up to $4,000 may be provided for relocation costs.
Positions titled Director or above:
- The former residence must be at least 50 miles from the university.
- A stipend of up to $6,000 may be provided for relocation costs.
Relocation Costs
Payment of a stipend directly to the employee is allowed to cover relocation costs. A stipend may not be paid more than 30 days before the employee’s relocation date. Receipts are not required for reimbursement (employees are advised to retain all receipts for personal tax filing purposes), but a fully executed appointment letter is required as an attachment with the reimbursement request.
Relocation Using Commercial Carriers
UW System Financial Administration has contracts established with commercial carriers for the relocation of household goods that university employees may use.
Responsibilities
University Responsibility
Proper approval of the reimbursement of relocation expenses per this policy occurs through the Human Resources PeopleAdmin Online Recruitment System. The outcome is an appointment letter that is provided to the employee and Business Services specifying type of expenses and maximum amount the employee can be reimbursed. In the appointment letter, the employee is provided a link to the Business Services Travel web page, where this policy can be found to assist the employee in requesting reimbursement of relocation expenses incurred.
Business Services is responsible for the proper payment and tax reporting of a stipend and the reimbursement of relocation expenses through the e-Reimbursement system.
Employee Responsibility
The employee must submit reimbursement requests via an e-Reimbursement report within 90 days of the move date.
Supporting Tools
Links to Related Information
N/A
Revision History
Last Reviewed: January 1, 2023
Updated: July 11, 2023, May 22, 2022, May 30, 2019, June 16, 2021, October 11, 2021, January 3, 2022, January 1, 2023