Relocation Expenses
UCR may pay or reimburse approved moving and relocation expenses for certain new appointees and employees transferring to a new University location. Relocation assistance is discretionary, depends on eligibility and available funding, and must be authorized before the University or employee commits to an expense.
The applicable rules depend on the employee’s appointment type. The hiring department should identify the governing policy, obtain approval, establish the authorized amount, and communicate the terms to the employee before arrangements are made.
Before making relocation arrangements
Complete these steps before the employee incurs expenses or a commitment is made to a moving company:
- Confirm that the employee and relocation are eligible under the applicable policy.
- Identify whether the employee is academic, staff, represented, or a member of the Senior Management Group.
- Obtain approval from the appropriate authority.
- Establish the maximum authorized amount and confirm the funding source.
- Document the approved relocation assistance in writing, preferably in the appointment or offer letter.
- Explain allowable expenses, documentation requirements, tax treatment, submission deadlines, and any repayment obligation to the employee.
- Determine whether UCR will pay a moving company through a purchase order or reimburse the employee through Concur.
- Obtain advance approval for any nonstandard expense or policy exception.
Relocation assistance should not be promised or presumed before eligibility, funding, and approval are confirmed. UCR’s academic and staff policies currently establish a $10,000 maximum for standard moving and relocation reimbursements, subject to their respective approval and exception requirements. Review the applicable policy before communicating an amount.
Determine the applicable policy
Different employee groups are governed by different relocation requirements.
| Employee category | Applicable guidance |
|---|---|
| Academic employee | UCR Policy 650-31 and applicable Academic Personnel Manual requirements |
| Nonrepresented MSP or PSS employee | UC BFB G-13 and UCR Policy 650-32 |
| Represented staff employee | Applicable collective bargaining agreement and any governing UC requirements |
| Senior Management Group member | Regents Policy 7710 |
Moving and relocation expenses
Moving expenses generally relate to transporting the employee, household members, household goods, and personal effects to the new residence. Relocation expenses may include other authorized costs connected with establishing the new residence.
Only expenses allowed by the applicable policy and written relocation agreement may be paid or reimbursed.
| Expense category | General treatment |
|---|---|
| Professional household move | Packing, transporting, and unpacking authorized household goods may be allowable when reasonable and properly documented. |
| Self-move | An authorized rental truck, trailer, moving equipment, fuel, and packing supplies may be allowable. |
| Travel to the new location | Approved transportation, lodging, meals, mileage, and related costs may be reimbursable within applicable policy limits. |
| Transportation of personal vehicles | Authorized costs may be allowable under the applicable employee policy. |
| Temporary storage or insurance | May be allowable for the period and under the conditions established by the applicable policy. |
| House hunting | A nonstandard expense for staff and academic employees that requires advance review and approval. |
| Temporary lodging or other relocation costs | May be allowable only when specifically authorized under the applicable policy. |
| Policy exception | Must be justified and approved in writing before the expense is incurred. |
Personal property and University property
Personal household goods must be distinguished from laboratory, office, library, equipment, or other property that will belong to UCR.
When a moving company transports both categories:
- Obtain separate quotes or clearly separated cost information.
- Require the invoice to distinguish personal household goods from UCR property.
- Charge University-property relocation to the appropriate purchasing and accounting process.
- Include only the authorized personal moving and relocation expenses in the employee’s relocation accounting.
- Retain documentation establishing which property became University property.
This separation is necessary even when one moving company handles the entire move.
Select the payment method
The hiring department should determine the appropriate payment method before making arrangements. Payments made directly to a moving company on an employee’s behalf must still be included in the complete accounting of relocation benefits when required.
| Payment method | When it applies |
|---|---|
| Purchase order | Used when UCR contracts directly with a moving company or other supplier. The supplier invoices UCR against the purchase order. |
| Employee reimbursement | Used when the employee personally pays an approved relocation expense and requests reimbursement through a relocation Expense Report in Concur. |
| Payroll payment | After Accounts Payable completes its review, the approved employee relocation reimbursement is issued through Payroll. |
Prepare the relocation Expense Report
The employee or authorized Concur Delegate should prepare the relocation Expense Report promptly after the move.
- Create the applicable relocation Expense Report in Concur.
- Select the appropriate relocation expense types, such as House Hunting or Household Move.
- Enter the approved business purpose and relocation details.
- Attach the written relocation authorization.
- Report all applicable relocation expenses, including reimbursable employee-paid costs and direct payments made to third parties when required for the complete accounting.
- Separate personal household costs from costs associated with UCR property.
- Attach itemized receipts and proof of payment.
- Attach required justifications and approvals for nonstandard expenses or exceptions.
- Submit the report for departmental approval and Accounts Payable review.
UCR’s academic and staff relocation procedures direct employees to submit reimbursement requests immediately after the move and require approved requests to reach the Accounting Office within 60 days. Late submission may jeopardize reimbursement.
Required relocation documentation
The Expense Report and departmental records should provide a complete accounting of the authorized relocation assistance.
| Documentation | What to include |
|---|---|
| Written authorization | Appointment or offer letter, authorized amount, funding source, and applicable conditions |
| Relocation agreement or form | Required UCR relocation documentation and employee acknowledgment |
| Itemized receipts | Detailed receipts for each employee-paid expense |
| Proof of payment | Evidence that the employee paid expenses submitted for reimbursement |
| Moving-company documents | Quotes, contract or purchase order, and final itemized invoice |
| Travel documentation | Itinerary, lodging receipt, transportation receipt, mileage, and other required travel support |
| House-hunting approval | Advance approval, business justification, dates, travelers, and related documentation |
| Property separation | Documentation distinguishing personal goods from equipment or other property transferred to UCR |
| Exception approval | Advance written justification and approval for nonstandard or above-limit expenses |
| Complete expense accounting | Employee-paid costs and applicable payments made directly to third parties |
Tax treatment
Moving and relocation payments are generally taxable to the employee, including certain amounts paid directly to third parties on the employee’s behalf. Approved reimbursements are issued through Payroll so applicable withholding and tax reporting can be completed.
Before promising a net payment, tax gross-up, or other tax treatment, the department should confirm the current requirement with Payroll Coordination and Analysis. Employees should consult their personal tax advisor regarding their individual tax consequences.
Repayment obligation
An employee may be required to repay moving and relocation expenses if the employee voluntarily separates before completing the service period established by the applicable policy or written relocation agreement.
The appointment or offer letter should clearly identify any service requirement and repayment obligation before the employee accepts the relocation assistance.
Track a relocation reimbursement
Use the Audit Trail in the Concur Expense Report to review the report’s approval and payment-processing status. Relocation reimbursements are issued through Payroll (UCPath) rather than the standard Oracle supplier-payment process. Because payment information does not flow back from UCPath to Concur, the Audit Trail may show that the reimbursement was sent for payment even after payroll has issued the payment.
| Concur payment status | What it means |
|---|---|
| Not Paid | The Expense Report has not yet reached the payment stage. It may be awaiting submission, pending departmental or Accounts Payable review, or returned to the submitter for correction. |
| Sent for Payment |
|
| Remains “Sent for Payment” | Payment information does not flow back from UCPath to Concur. Once the reimbursement is sent to UCPath, the Concur status remains Sent for Payment and will not update after payment is issued. |
Questions about payment status
When the Concur Expense Report shows Not Paid, review the workflow and Audit Trail to identify the pending action.
When it shows Sent for Payment, questions about payment timing or issuance should be directed to Payroll Coordination and Analysis. Relocation reimbursements are processed through UCPath and are not created as Oracle supplier payments.