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Moving Expenses

Directive Statement

A moving expense is the cost of packing, shipping, and storage of household goods or a mobile home, and reasonable expenses incurred for moving an automobile.

It is also critical to keep in mind that certain items are taxable moving expenses.  Contact Payroll Services (payrollhelp@admin.ufl.edu) provides up-to-date information about what is taxable per IRS guidelines.

Reason for Directive

To outline the steps needed prior to and after a move, and their related moving expenses.

Who must comply?

The Requesting Department, Procurement, Payroll Services, and the University faculty/staff member involved.

Procedures

  1. The requesting Department must put in a requisition regarding the move.  This must include detailed information:
    • Place of origin
    • Date of anticipated move
    • Addresses
    • Telephone numbers
    • Email addresses
    • Name of person to be contacted
  2. Procurement assigns the move to a UF contracted carrier
  3. Upon receipt of all the documentation and carrier estimate, the Purchase Order is issued
    1. Depending on the availability of moneys, the Purchase Order will be for that portion of the fixed amount of the move authorized by the department.
    2. The employee must pay the difference between the amount authorized by the department and the actual cost of the move when the household goods arrive at their destination
  4. The move is coordinated by Purchasing with the carrier, the employee being moved, and the funding department

Self-Move Procedures

If it is a Self-Move, which is when a new faculty/staff member may elect to move their own household goods themselves or using a company they personally choose, there are guidelines to help at the time of reimbursement.

  1. The move will be paid for by the staff member
  2. Reimbursement will come after the receipts are received in the department.  Follow the steps in the Payroll Services Moving Expenses directive

Definitions

Purchase Order (PO)

A contract for the purchase of a good or service.  The process of issuing a PO ensures compliance with purchasing policies, budget checking for available funds, and encumbering of funds in the University’s budget systems.

Last Reviewed

07/31/2020: reviewed content

Resources

Payroll Services – Moving Expenses

Contacts

Disbursements: (352) 392-1241

Payroll Services: (352) 392-1231

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