PROCEDURE SOURCE:
Purchasing & Material Management
PROCEDURE NO: 124
PAGE NO.: 1 OF 4
SUPERCEDES: 0
TITLE: Relocation Authorization and
Reimbursement
SUBMITTED BY: Thomas K. Dove
REVISED DATE: October 07, 2011
APPROVED BY: Claire P. Wurmfeld
I. PURPOSE
When it is determined that Faculty members above instructor level, or Executive Staff members require
relocation to conduct Florida Tech activities, or the payment of moving expenses is a condition of the
employment agreement, Florida Tech will reimburse part or all of their costs as a result of a permanent
change of residence.
II. SCOPE
All reimbursements for moving expenses will be limited to the cost of moving household goods,
personal effects, and traveling (including lodging, not meals) to your new home. No other costs incurred
during or as a result of moving will be allowed as a reimbursable cost. The maximum limit of
reimbursement is $5,000.00.
III. PROCEDURE
Once relocation is confirmed the following steps must be followed:
1. The gaining department will provide the Purchasing Department with a signed copy of the
Relocation Authorization Form which will contain the reimbursement amount authorized.
This form is located on the Purchasing Department’s web site.
2. Purchasing will contact our contracted moving company and the Faculty/Executive Staff member
to arrange a survey of the services required and an estimate of the cost of relocation. The member
is also authorized to retain a moving company of his/her own choosing, or conduct a do it yourself
move (not to exceed the reimbursement amount authorized).
3. The gaining department will input a requisition for the relocation so that Purchasing can create a
Purchase Order for payment. The Florida Tech P-Card can also be used if the relocation amount does
not exceed $1,499.99.
Allowed Expenses:
A. Via common carrier (railroad or truck) – The cost of moving household goods and personal effects
will be reimbursed by Florida Tech as defined above.
B. Insurance – Insurance of household goods will be allowed as a payable expense under the
schedule.
C. Storage - Storage of goods at destination for a maximum of 30 days will be allowed as a payable
expense under the schedule.
Non-allowable Expenses:
A. Relocation of automobiles, boats, airplanes, farm machinery & livestock, are not allowable
expenses.
B. Any relocation expenses other than expenses incurred by moving household goods and personal
effects are not allowable, and will not be reimbursed to the employee by Florida Tech.
C. Per-diem expenses
D. Automobile mileage or expenses
E. Meals
F. Temporary lodging while seeking permanent housing
G. Service cost of connection or disconnection of appliances
Florida Institute of Technology will not be responsible for nor be held liable for any claims caused by
employees during transit or relocation and any liability claim will be the responsibility of the employee.
Relocation Authorization:
A. A “Relocation Authorization” form must be completed and signed by the Dean or Department
Head and Approved by the Senior Vice Provost or Senior Vice President for Finance & Business
Operations.
B. Reimbursement of funds – Upon completion of the transfer, the Department Head will be
responsible for the collection of allowable receipts, determine and identify amount to be
reimbursed on the authorization form for approval of Senior Vice Provost or Senior Vice President
for Finance & Business Operations.
The approved authorization form shall be submitted to the Controller’s Office for payment.
C. IRS – Employee shall understand the monies reimbursed for moving are non- taxable and that this
income will be reported on their W-2 at year end.
Relocation Authorization Form
Employee Name________________________________________Department______________________
Employee ID___________________________________________Phone Number___________________
Address Moving “From”: ________________________________________________________________
City________________________________State__________________________Zip_________________
Address Moving “To”:___________________________________________________________________
City________________________________State__________________________Zip_________________
I understand and agree to the following relocation agreements:
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That the use of my personal automobile is contingent upon sufficient automobile insurance to
insure protection to Florida Institute of Technology (Florida Tech) against any claims that might
occur during my relocation travel.
That if my employment with Florida Tech is terminated prior to nine (9) months of employment
at the location for which I receive relocation reimbursement, I agree to repay Florida Tech for
the full amount reimbursed.
For allowable moving expenses, refer to regulations detailed in IRS Publication 521
www.irs.gov.
The amount authorized for reimbursement is not to exceed $_____________________
Reconciliation: Present all expense receipts and invoices upon completion of the move for approval to
the Department Head and/or Dean prior to approval and payment by the University. The amount being
submitted (see attached receipts) for reimbursement is $_________________________.
Employee’s Signature______________________________________________Date_________________
Dean’s Signature__________________________________________ ______Date__________________
Senior Vice Provost’s Signature____________________________________ Date___________________