Business Services Policy - Employee Relocation

The purpose of the Employee Relocation Expense Policy is to provide guidance to the University of Wisconsin-La Crosse (University) regarding reimbursement for relocation expenses incurred by new personnel. This policy provides further clarification of the University of Wisconsin System Administrative Policy 240: Relocation (Household Moves) and Temporary or Indefinite Work Assignments.

 Functional Owner  Controller
 Executive Sponsors  Vice Chancellor for Administration & Finance
 Policy Contact  Assistant Controller
 

Who This Policy Applies To

All employees


Rationale

The purpose of the Employee Relocation Expense Policy is to provide guidance to the University of Wisconsin-La Crosse (University) regarding reimbursement for relocation expenses incurred by new personnel. This policy provides further clarification of the University of Wisconsin System Administrative Policy 240: Relocation (Household Moves) and Temporary or Indefinite Work Assignments.

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 start 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

Effective: October 21, 2015
Last Reviewed: January 1, 2023
Updated: May 22, 2022, May 30, 2019, June 16, 2021, October 11, 2021, January 3, 2022, January 1, 2023




Keywords:Business Services Policy, Policy, Business Services, relocation, travel, moving expenses, direct relocation, indirect relocation   Doc ID:116780
Owner:Mark H.Group:UW-La Crosse
Created:2022-02-15 11:04 CSTUpdated:2023-01-31 16:21 CST
Sites:UW-La Crosse
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