UF Procurement

Moving FAQs

 

Moving Made Simple
UF Moving Guide

Moving FAQs
Self-Move Guidelines
Self-Move FAQs

How does the relocation process work?
Procurement receives the requisition and contacts the vendor and the faculty member. The vendor contacts the new faculty member to schedule an on-site survey. The vendor submits the estimate to Procurement and the faculty member. Procurement attaches the estimate to the department requisition.

What do I need to complete for an Office Move?
An award was made on September 21, 2011. Please contact the Procurement Helpdesk at procurement@ufl.edu for details.

When should I submit the moving forms?
Procurement would like to receive the completed requisition after the department has a signed offer letter and at least 30 days prior to the move to ensure the faculty member's move will be handled on the dates requested. Moves desired in June and July should come to Procurement 45 days in advance.

How soon will the faculty member hear from the moving company?
Procurement will contact the mover and faculty member within 48 hours of receiving a requisition with all the required information.

How long should it take for an estimate to get done and back to the department?
It depends on the availability of the faculty member and the requested move date. An on-site survey is required according to our contract with FEW if ANY exceptions. Normally, estimates are received within two weeks.

When will my requisition be approved and the vendor get the Purchase Order?
The requisition will be approved once the estimate is received and the department approves the estimated amount.

Do we have to use the assigned moving vendor?
Procurement will not issue a PO to non UF-contract vendors. If new faculty/staff wish to use their own mover, they can self-move and be reimbursed.

What funding source(s) are used to pay moving expenses and/or relocation expenses?
Generally, when a requisition is submitted to Procurement, the funding source is appropriated funds, although other funds may be used. In accordance with IRS Publication 521, Procurement issues a PO for "Tax Exempt" moving expenses.

What types of expenses are typically included in a move?
Expenses include the packing, loading, transportation, storage in-transit (up to 30 days) and unloading of household goods. For the moving of the people in the household, this includes only the transportation to the new residence such as one-way plane tickets, rental car or personal fuel expenses incurred while taking the shortest distance from the original home to the new residence.

What is the minimum distance the relocation needs to be?
Your new main job location must be at least 50 miles farther from your former residence than your old main job location was. For example, if you were already commuting 15 miles from your old residence to your old job, your new job would have to be at least 65 miles away from your old residence. An excellent worksheet for determination can be found in IRS Publication 521 on pages 3-4.

Can my department pay for airline tickets, meals and lodging for a house-hunting trip?
Budgets, funding sources, and individual department policies dictate what types and amounts of expenses are potentially reimbursable. Although a department may choose to reimburse the new hire for these types of expenses they are treated as taxable income to that new hire. Procurement does not handle relocation or pre-move allowances. Please contact Payroll & Tax Services for further information.

Does UF pay relocation allowances in addition to moving expenses?
We have a variety of departments on campus that have other than appropriated funds available to them to assist in paying additional moving expenses. If departments are providing "moving allowances" the Procurement office would not be involved in such reimbursement to the faculty member. Contact Payroll & Tax Services for more information regarding self-move reimbursements.

What expenses are tax exempt?
The tax exempt expenses incurred while moving household goods and personal effects include the reasonable in-transit or foreign-move storage expenses. Also the transportation expenses included in moving household members from your old home to your new home are tax exempt. Note that while lodging expenses while en route are tax exempt, meals are not.

Which expenses are NOT tax exempt?
Any return trip to the old house, pre-move house-hunting trips, and purchases of durable moving accessories that could be used beyond the move are not tax exempt. Also, this may include purchase of electable insurance or premium handling charges. For a thorough list and other guidance see IRS Publication 521.

How can travel expenses like airfare and hotel be paid for a new faculty member?
A department will have to reimburse the faculty member for his/her expenses using the guidelines for "self-moves." The itemized receipts and form must be sent to University Payroll & Tax Services for review of tax liability and method of reimbursement. Note that a credit card receipt that is not itemized is not acceptable.

Can I pay for the airline tickets and hotel expenses directly with a department Pcard?
No. There are tax issues related to this type of expense as noted in IRS publication 521. Remember also that self-moves are a reimbursement process, so the employee must first pay for all their expenses before University funds are used.

How long can the faculty member wait to move his/her household?
According to IRS Publication 521 "You can generally consider moving expenses incurred within 1 year from the date you first reported to work at the new location as closely related in time to the start of work. There are exceptions so please read the IRS Publication 521 or contact Payroll &Tax Services. If you are an employee, you must work full time for at least 39 weeks during the first 12 months after you arrive in the general area of your new job location to deduct your moving expenses.

Does the University of Florida Withhold Income Taxes on my Moving Expenses?
The IRS requires the University of Florida to withhold income tax, social security tax, and Medicare tax from reimbursements and allowances paid to you that are included in your income. This is reported in box 1 of your IRS Form W-2.

What is Valuation?
The means by which your items are covered in case of loss or damage and the amount of coverage is determined by the weight of your shipment.

Do I need a requisition for a Self Move?
No requisition is necessary for Self Moves. Self Moves are handled through University Payroll & Tax Services, not Procurement. Please see the Request for Approval to Pay Moving Expenses form.

Will the University pay moving for incoming residents that are coming for residency training?
No, but the residents are allowed to use the University contract.

Can we reimburse round-trip airfare even though it was found to be less expensive than a one way ticket?
No. The IRS permits only the reimbursement of transportation from the old residence to the new residence. We can only reimburse one way airfare, or one-half of a round trip ticket, regardless of cost savings.

Can we treat expenses associated with the move of a Lab or Lab Equipment the same as normal moving expenses?
No, these are a special case as they are not normal household goods. These types of expenses, and the special insurance and handling instructions are overseen by Procurement and Environmental Health & Safety.