University of Florida Purchasing

Revised: July 31, 2007

This page has been created to assist departments and University employees by presenting the correct procedure for all household moves. Instructions for Self Moves and those utilizing the assistance of National Carriers are provided below for your convenience.

Please feel free to contact Quintina Hale in Purchasing at 352-392-1331, ext. 219 for further assistance.

Moving Made Simple

1. Complete an Approval to Pay Moving Expenses form. This form requires a Dean, Director or Vice President signature. Sorry No Substitutes.

2. Complete a Requisition in PeopleSoft. The requisition must include information to initiate a move in the Item Description section.
a. WHO is to be moved
b. WHERE is he/she coming from? - street, city, state & zip
c. HOW to contact - phone numbers (work, home, cell & email)
d. WHEN is the move expected to take place?

Other hints when creating requisition:
a. Moving is a service
b. Cost is fixed
c. Leave vendor blank, Purchasing will fill this in.
d. For amount, put departmental limit, Purchasing will adjust if quote comes in less.
e. The category for moving is: 78101804 (Relocation Household Moving)
f. The account will default in as 719300
THAT’S IT!!!! Purchasing does the rest. We assign the moving company from the list of successful bidders – all national carriers – and then the local agent contacts the incoming employee.

Purchasing mails a letter to the faculty member indicating the moving company selected, a contact name and number along with a small “Moving Guide”.

The Moving Guide explains the restrictions on Household moves and gives a little advice on how to make the move go more smoothly.

Purchasing follows federal guidelines on household moves. For more information, see IRS Publication 521, Moving Expenses.

We began this process approximately 10 years ago and it’s been quite successful. One mover comes to the prospective employees’ house to survey the goods. In just one visit, the move dates can be discussed; options for reducing costs considered or request for special handling can be taken into account. It is quite a time saver for the new hire and far less confusing – NO WAITING FOR 3 ESTIMATES.

The contract ensures the University a minimum of a 66% discount, includes up to $100,000 replacement value insurance at no cost to the University or the party being moved, the best drivers to handle the move and the mover will make one trip back to the delivery address to pick up flattened, unpacked boxes.

Over the past years, we have found some departments have not had the occasion to use this new system.

Two issues arise:

1. Unfamiliar with the procedure? Check it out on the Purchasing web site under UF Handbook on Business Policies and Procedures, section 2.8.8.3, Moving of Household Goods. Read all of the procedure as laboratory moves and international moves are handled differently.

2. Confusing or conflicting language in the Letter of Offer? Review the letter of offer for language that suggests the University of Florida will reimburse or pay for moving expenses, change that language to “will provide household moving services”. Many of our new employees have experienced the moving process at other institutions and apply that procedure before asking for clarification. Unfortunately, at the prospect of “having to start the process all over”, the result has annoyed new faculty members.

Please help your new faculty and staff with this process as best you can and if you have ANY questions regarding this process email or call Quintina Hale 392-1331 ext. 219.

SELF MOVE GUIDELINES

UF MOVING GUIDE