Moving and Relocation Expenses for New Employees
Revised: May 7, 2008
The steps below outline the forms and procedures for moving and relocation expenses. Click on each step to view detailed instructions.
- Complete and have approved the Certification for Reimbursement of Moving/Relocation Expenses form. (5 parts to this step)
- Arrange to have household goods relocated, as negotiated with the university. (6 parts to this step)
- Identify appropriate land transportation, lodging, and meal costs for new employee and spouse. (5 parts to this step)
- Identify appropriate air transportation costs for new employee and spouse. (4 parts to this step)
Complete and have approved the Certification for Reimbursement of Moving/Relocation Expenses form.
- Click here to open the Certification for Reimbursement of Moving/Relocation Expenses form (an Informed Filler document).
- Identify the name of the preparer and their office telephone number on the Certification for Reimbursement of Moving/Relocation Expenses form.
- The CSUF employee's signature, Dean/Department Chair/Account Responsible Person, the Vice President/Vice President's Designee, and the CSUF President/President's Designee must sign the Certification for Reimbursement of Moving/Relocation Expenses form with the total negotiated payment amount indicated in the appropriate space (original signatures required.
- This form includes repayment information to be applied should the employee fail to start work or complete the terms of their employment, as explained in the section entitled, "Certification of Employee."
- Submit the approved Certification for Reimbursement of Moving/Relocation Expenses form to Travel Operations (CP-300).
- Expenses associated with the relocation (i.e. moving of household goods, land transportation while enroute to new location for new employee and spouse, air transportation for new employee and spouse, and meals while enroute to new location for new employee and spouse) may be reimbursed up to the approved amount on the Certification Form and in accordance with the procedures outlined below in Steps 2, 3, and 4 (no reimbursement for transporting a private vehicle).
- Moving and relocation expenses may be eligible for payment or reimbursement by California State University, Fullerton. However, due to IRS Regulations, certain expenses are considered taxable and are reportable to the individual. For additional clarification regarding the taxability of moving and relocation reimbursement, contact the University Tax Compliance Manager at (714) 278-5671.
The following moving companies/agents may provide moving services but usually require initial contact three weeks before the move to schedule time and resources appropriately.
Select one of the moving company/agents contracted with the University listed above. The hiring department must contact Travel Operations to request a written authorization for the moving company/agent to directly invoice the University.
- If the new employee selects one of the moving companies/agents listed above, the hiring department completes a Relocation of Household Goods/Vendor Quotation form for the new employee and faxes the form to the moving company/agent to obtain a quotation for relocating the new employee’s household goods (automobile ships must not be included in the quotation).
- After Section A, B, and C are completed on the Relocation of Household Goods/Vendor Quotation form, the hiring department obtains the appropriate authorized approving signature in Section C on the Relocation of Household Goods/Vendor Quotation form and submits the approved form to Travel Operations (CP-300).
- Travel Operations will fax a written authorization to the moving company/agent with a travel document number, confirm the move, and authorize the maximum amount that the moving company/agent may bill the university for the move. This written authorization from Travel Operations is required before the move date. Without this written authorization from Travel Operations, the new employee will be responsible for payment to the vendor.
- Once the move occurs, the moving company/agent will send Travel Operations (CP-300) an invoice with the required documentation (including a copy of the bill of lading signed by the new employee).
- The invoice should reference the travel document number assigned for the move.
- The moving company/agent will invoice the University for moving costs (new employee’s household goods) not to exceed the amount approved by the Vice President and President on the Certification form. The moving company/agent will bill the new employee for all costs over the authorized maximum amount and/or automobile shipment.
- Travel Operations will send a copy of the invoice to the hiring department to be attached to the approved Travel Expense Claim.
- The hiring department will submit the approved Travel Expense Claim and a copy of the invoice from the moving company/agent to Travel Operations (CP-300).
- If the new employee does not select one of the moving company/agent listed above or remits payment to the moving company/agent, please follow these procedures:
- Submit an approved Travel Expense Claim, an original itemized receipt from the moving company/agent, and a copy of the bill of lading signed by the new employee to Travel Operations (CP-300).
Identify appropriate land transportation, lodging, and meal costs for new employee and spouse.
- Inform the new employee that an original itemized receipt showing proof of payment must be submitted for each and all expenses associated with the relocation except meals.
The maximum meal reimbursement amounts for travel on or after 1/1/07 (new employee and spouse) are as follows:
- Breakfast $10.00
- Lunch $15.00
- Dinner $25.00
Travel less than 24 hours (new employee and spouse):
- Breakfast may be claimed (up to $10 for actual meal cost for travel on or after 1/1/07) if the travel began before 7:00 am.
- Lunch may be claimed (up to $15 for actual meal cost for travel on or after 1/1/07) if travel began before 2:00 pm.
- Dinner may be claimed (up to $25 for actual meal cost for travel on or after 1/1/07) if travel extends past 6:00 pm.
Travel greater than 24 hours on the first day of travel (new employee and spouse).
- Breakfast may be claimed (up to $10 for actual meal cost for travel on or after 1/1/07) if travel began before 7:00 am.
- Lunch may be claimed (up to $15 for actual meal cost for travel on or after 1/1/07) if travel began before 2:00 pm.
- Dinner may be claimed (up to $25 for actual meal cost for travel on or after 1/1/07) if travel began before 6:00 pm.
Travel greater than 24 hours on the last day of travel (new employee and spouse).
- Breakfast may be claimed (up to $10 for actual meal cost for travel on or after 1/1/07) if travel extends past 9:00 am.
- Lunch may be claimed (up to $15 for actual meal cost for travel on or after 1/1/07) if travel extends past 2:00 pm.
- Dinner may be claimed (up to $25 for actual meal cost for travel on or after 1/1/07) if travel extends past 6:00 pm.
- If moving and relocation travel will be completed by a private vehicle:
- travelers should keep a record of the mileage traveled;
- travel on or after January 1, 2008, the mileage reimbursement rate is 0.505 per mile;
- gasoline costs for private vehicles will NOT be reimbursed;
- no reimbursement for transporting a private vehicle or repairs on a private vehicle.
- If moving and relocation travel will be completed by a rental vehicle:
- the new employee may purpose additional insurance offered by a rental car/truck company; however, if additional insurance is selected, the new employee will not be reimbursed for the cost of the additional insurance;
- no mileage is reimbursed for rental vehicles;
- gasoline for truck rentals and car rentals is reimbursed when original itemized receipt(s) showing proof of payment is provided and attached to the Travel Expense Claim form submitted to Travel Operations at the conclusion of travel.
- Lodging expenses include room charges and applicable taxes (for new employee and spouse). Personal expenses such as in-room movies, room service, personal phone calls, and in-room mini bar services are to be paid by the traveler.
- Once the trip is complete, the new employee must submit a Travel Expense Claim with original itemized receipts showing proof of payment (excluding receipts for meals) to Travel Operations (CP-300), no later than 30 days after commencing employment at CSUF.
Identify appropriate air transportation costs for new employee and spouse.
If the airfare for the new employee and their spouse will be charged to the American Express BTA, complete the Air Travel Reservation Request form to request airline tickets for the new employee and spouse. Fax the request form to the travel agency listed below:
| State Approved Travel Agency / Location |
Contact |
Telephone |
Email |
STA Travel
TSU-139 |
Lance Nowell |
(714) 882-8994 |
csf@statravel.com |
STA Travel will contact Travel Operations for authorization to charge the airfare for the new employee and their spouse to the American Express BTA. Once STA Travel has obtained the approval from Travel Operations, the air tickets will be booked.
STA Travel will provide the requesting department with a confirmation number and airline arrival and departure details.
- Inform the new employee that the original itemized receipt showing proof of payment must be submitted for the new employee’s airfare and their spouse’s airfare associated with the relocation.
- Once the trip is completed, the new employee must submit a Travel Expense Claim with original receipts showing proof of payment (excluding receipts for meals) to Travel Operations (CP-300), no later than 30 days after commencing employment at CSUF.