According to the guidelines set forth in UW-System Financial Policy and Procedure Paper #19, it is allowable to pay moving expenses in certain situations for new and presently employed personnel assigned to new locations by transfer or promotion. This Policy Paper states specific requirements that must be met in order for reimbursement to be allowed. If a search and screen committee is formed to fill a position in which moving expenses may be reimbursed, there are specific guidelines which must be followed before offering an appointee reimbursement.

The FPPP #19 guidelines are incorporated in a set of procedures drafted by the travel office. In order to reimburse moving expenses for new employees (usually only for the positions at the Dean's level or higher), the following procedures must be followed:

• A memo to the Provost requesting approval for moving expenses should be sent. The approval will then be returned to the department with a copy forwarded to the Travel Office.

• An appointment letter with moving approval should be sent to the Traveler (usually this letter is sent from the Office of the Provost and Vice Chancellor), with a copy sent to the Travel Office. (See Example)

• After receipt of the approval and the appointment letter, information will be sent to the new appointee regarding our contract vendor and the phone number and the person to contact to make arrangements for an estimate. It is the responsibility of the traveler to make his own moving arrangements.
  
  

  Information on contract vendors is located here. If the traveler elects not to use the contract vendor he should obtain estimates from three moving companies including one from the contract vendor and he may then use the lowest bid. The traveler is advised that the moving companies (contract vendors) will send the bill directly to the University Travel Office (if another moving company is used they should be instructed to send the bill directly to the Travel Office) and the other expenses must be submitted on a Travel Expense Report for reimbursement.

It is hoped that this will help all parties involved be informed about rules governing the reimbursement of moving expenses before the process of interviewing begins. If you have any questions please contact Jeanette Bradley at (608) 342-1346 or email her at bradley@uwplatt.edu.